Frequently Asked Questions

Where are my invoices processed?

SnelUBL currently processes all invoices automatically using advanced AI technology, supplemented with extensive automated quality controls.

What types of sales documents can be submitted?

SnelUBL can process the following sales documents:

• (Credit) sales invoices for Dutch B2B
• Invoices to individuals
• Invoices within and outside the EU

Supported formats are:

• PDF
• DOCX
• PNG
• JPEG
• HEIF/HEIC
• WebP

If desired, in addition to the invoice date, a due date can also be provided. SnelUBL can also recognize mandatory invoice texts; please contact us for this.

Recognition of 0% VAT and margin scheme

SnelUBL recognizes all VAT bases and rate percentages. When an invoice does not have a VAT specification, the full amount is processed as a 0% base. Margin schemes are not automatically included.

Submitting by email

When submitting by email, you can attach up to 15 MB of attachments, with a maximum of 20 documents per email.

• One attachment must be submitted per invoice.
• Multiple attachments are allowed, but not multiple invoices in one document.

For larger quantities, we recommend the "Drag & Drop" function in the SnelUBL portal. In Quick Mode, a conversion will be booked under the selected organization. When the "Drag & Drop" function of a workflow is used, the conversion will be booked on the organization to which the workflow belongs.

Is SnelUBL a scan-and-recognize solution?

Yes. SnelUBL uses scan-and-recognize technology, but sees this as a tool. Because automatic recognition rarely exceeds 80%, SnelUBL always works towards 100% completeness and accuracy.

With standard scan-and-recognize, users often have to correct fields themselves or train the system; SnelUBL takes this completely out of your hands and always delivers a complete and legally correct UBL file, including address details.

What is line item recognition?

Line item recognition within the SnelUBL platform identifies at the line level, among others:

• Item number
• Description
• Quantity
• Price per unit
• VAT

This data is included in the UBL file. For optimal recognition, a scanned document ideally has 150 DPI or more. Original PDFs offer the best quality.

Which date is recognized? Invoice date or due date?

Both

May I discard my paper invoices and receipts after submission?

The government is not entirely clear about destroying source documents. The Tax and Customs Administration describes in the brochure "Your automated administration and the fiscal retention obligation" under which conditions scanned invoices may be kept instead of the originals.

Because nowhere does it explicitly state that you may destroy source documents, we recommend reading this publication carefully. SnelUBL closely follows developments.

Can SnelUBL recognize multiple VAT rates?

Yes. SnelUBL automatically splits VAT into, among others:

• 0%
• Low
• Standard
• High
• Bases

Order number recognition

SnelUBL can also recognize order numbers on invoices.

The output (PDF + UBL) is delivered to an email location set by you. Additional delivery options will be further expanded.

What are the costs?

The rates for conversion to UBL + PDF are €0.40 per document. Note: duplicate submitted documents DO count!

There are no implementation or subscription costs for joining SnelUBL, and there is no minimum purchase.

Where are the UBL files delivered?

UBL files are delivered to the destination you set in your workflow:

• Email
• (optionally linked to accounting software)
• Dropbox
• Google Drive
• OneDrive
• FTP

It is possible to add multiple destinations to a workflow. A submitted document will then be delivered to multiple destinations.

Additional destination types are being added. (FTP, webhook, API, other accounting packages)

General Data Protection Regulation (GDPR)

SnelUBL attaches great importance to privacy and transparency. We process large amounts of personal data annually and therefore maintain a clear privacy policy in which our core principles are explained.

A data processing agreement is available upon request.

Guarantee: SnelUBL protects your data and never sells it to third parties.

Can I submit formats other than PDF?

Yes. Various graphic formats (PNG, JPEG, HEIF/HEIC, WebP) and DOCX are automatically converted to UBL and also delivered as PDF, so they can be imported into any UBL-ready software package.

How long does it take before I receive my UBL files?

After submission, invoices are immediately automatically processed. If data is missing, SnelUBL supplements it manually. This way, we always deliver a UBL file, even for poorly readable or handwritten documents.

Average processing time: 30-50 seconds

I also want to convert sales invoices to UBL. Is that possible?

Yes. Create your own workflow with your own destination. With various destinations, you can specify a dynamic path so you can clearly distinguish between different documents.

Supported accounting packages include:

• SnelStart

Other packages will follow.

Can I submit multiple documents in one scan?

SnelUBL supports documents with multiple pages (up to a maximum of 5 pages per document). For documents longer than 5 pages, only the first 5 pages will be processed. However, multiple separate documents should still be submitted individually - one document per file. If you still want to scan batches, SnelUBL can automatically split them. Email for this: snelubl.support@orangepear.com

What types of purchase documents can be submitted?

Among others, the following purchase documents can be processed:

• Purchase invoices
• Credit notes
• Cash and card receipts
• Expense claims
• Foreign invoices
• Self-billing (standard, credit, foreign)
• Invoices without Chamber of Commerce number

Will I be notified when a document cannot be processed?

No, you can see it in the list of conversions on the 'Conversions' page. For a 'Drag & drop' conversion, the status is also immediately visible.

I work in an industry where processing outside the Netherlands is not allowed. Can SnelUBL guarantee that?

Not yet, we are working on this. Please contact SnelUBL via snelubl.support@orangepear.com