UBL is an XML format for structured business documents, including invoices. A UBL invoice places information such as the invoice number, date, supplier, customer, currency, invoice lines, totals and VAT in recognizable fields so accounting software can process it without retyping data from a visual PDF.
PDF and UBL compared
| Item | PDF, scan or photo | UBL XML |
|---|---|---|
| Primarily designed for | Reading and viewing | Software processing |
| Data structure | Visual text and layout | Fields and XML elements |
| Manual entry | Often needed without recognition | Reduced when the package imports the fields |
| Review | A user reads the document | Software can check fields and amounts |
| Use in SnelUBL | Source file | Validated UBL 2.1 or UBL 2.3 output |
A PDF and UBL can therefore exist side by side. The PDF remains the readable source document; the UBL version contains the invoice information in a form that software can use.
What information is in a UBL invoice?
A usable UBL invoice includes information such as:
- The invoice number and issue date.
- Supplier and customer details.
- The document currency.
- Invoice lines with descriptions, quantities and amounts.
- Amounts excluding and including VAT.
- A VAT breakdown.
- The payable total.
Exact requirements can depend on the accounting package and the profile used for exchange. Use the free UBL validator for a local basic check and also review the import requirements of your package.
UBL 2.1, UBL 2.3 and Peppol
SnelUBL creates UBL 2.1 and UBL 2.3 XML. The right choice depends on what the receiving accounting package supports. Peppol BIS Billing 3.0 is not a third UBL version: it is a profile with additional rules for e-invoices exchanged through Peppol. See UBL 2.1 versus UBL 2.3 versus Peppol BIS 3.0.
From source invoice to UBL
With SnelUBL, conversion works as follows:
- Submit a PDF, DOCX, PNG, JPEG, HEIF/HEIC or WebP file, including a scan or photo.
- SnelUBL converts the invoice data to UBL 2.1 or UBL 2.3.
- Review and correct the recognized data before export.
- Export directly to SnelStart or download a UBL file for Exact Online, AFAS, Moneybird, e-Boekhouden.nl, Twinfield or Yuki.
For recurring invoices, use a workflow with a dedicated inbox, automatic attachment detection or a cloud folder on Dropbox, OneDrive/SharePoint or Google Drive.
Frequently asked questions
Is a PDF invoice also a UBL invoice?
No. A PDF may be digital, but it usually does not contain structured UBL XML. The PDF is designed for viewing; UBL is designed for processing invoice data in software.
Which UBL versions does SnelUBL create?
SnelUBL creates UBL 2.1 and UBL 2.3. Choose the version supported by the receiving accounting package.
Is the UBL output checked?
Yes. SnelUBL validates the UBL output before export. You can also review and correct the data yourself.
Is UBL the same as Peppol?
No. UBL describes how invoice data is structured in XML. Peppol is infrastructure and a rule set for exchanging e-invoices.
Can I convert a scan or photo to UBL?
Yes. SnelUBL accepts PNG, JPEG, HEIF/HEIC and WebP, including invoice scans and photos. Always review the recognized data before export.
Can I check a UBL file without uploading it?
Yes. The UBL validator runs a basic check entirely in your browser. The file is not sent to a server.
Read next: PDF to UBL, invoice photo or scan to UBL and Peppol explained.
Last updated: 2 October 2026.