What is UBL format?

Do you know what UBL is? The implementation of e-invoicing is a major step forward. Since 2015, e-invoicing has been mandatory when exchanging documents with public administrations in some regions, and it will soon be required for all companies. For this reason, the European Union and Asia are working on implementing the UBL format, which is becoming increasingly important globally.

What is UBL?

The purpose of the UBL (Universal Business Language) format is to simplify the automation of financial information exchange through the use of XML language. This language is widely used today, and its standardisation simplifies data and information management. The UBL format allows companies worldwide to exchange electronic documents in the same language, adapted to the fiscal requirements of each receiving country.

This format is used to exchange e-invoices and other electronic documents via Peppol, an international network utilised across Europe. It has also expanded to countries such as Australia, New Zealand, Japan, Singapore, and the United States.

However, UBL is more than just a technical format. Developed by the OASIS consortium, UBL was designed to meet the need for a standardised electronic business language that could be used globally. It is flexible and scalable, making it suitable for businesses of all sizes, from small enterprises to large corporations. Its evolution has made it a key player in the digital transformation of business processes, facilitating not only invoicing but also other transactions such as purchase orders and shipping notices.

UBL and the Peppol Network

UBL is often associated with Peppol, an international e-procurement network that allows companies and governments to exchange electronic documents seamlessly. Through Peppol, businesses can send e-invoices and other documents in UBL format, ensuring compliance with the different fiscal and legal requirements of each country. The Peppol network has become increasingly important, especially in Europe and other parts of the world, for cross-border transactions.

UBL: XML Format

The XML format (Extensible Markup Language) is a text format where data or information is represented in a structured way.

As mentioned, the UBL format is a specific type of XML. While it is possible to generate various types of electronic documents in UBL format, the e-invoice is the most common. The structure of UBL documents is defined by a set of schemas that specify how each element of a document should be organised, ensuring consistent information across different systems. UBL is also an open standard, meaning it’s not tied to any specific software or vendor, giving businesses the freedom to choose their tools and systems.

UBL Language and Other E-invoicing Formats

There are currently many languages used for creating and sending e-invoices. In the European Union and increasingly worldwide, there is a push to promote a single e-invoice format, simplifying the invoicing process among countries.

In general, XML is becoming the structured format for e-invoices. The majority of EU countries have adopted e-invoicing using this format. Countries like Singapore, Malaysia, Japan, Australia, New Zealand, and even the United States are also adopting it. This list is expected to grow, as XML facilitates international e-invoice exchanges. However, it’s not always straightforward. Some countries use their own formats, such as Spain (Facturae), France (Facture-X), and Italy (FatturaPA), meaning extra conversion steps might be required to ensure compliance.

What is Expected from the UBL Invoice?

In addition to simplifying processes, the standardised implementation of the UBL system reduces costs and avoids potential errors. Organisations—both public and private—can communicate using the same language and data structure. This means that invoices sent to public administrations across Europe contain standardised data, ensuring consistency and minimising the risk of errors.

UBL adoption is also part of a broader push for interoperability in global business processes. UBL’s adherence to international standards ensures that it can be used worldwide, making it easier for businesses in different countries to exchange invoices using a common, easily interpretable format.

Future Trends

As UBL continues to gain momentum globally, its adoption is expected to expand into new markets and industries. The trend towards standardisation in electronic invoicing and document exchange suggests that UBL will play an increasingly important role in the future of global commerce. With more countries mandating e-invoicing for all businesses, UBL is poised to become the global standard for electronic documents.

Advantages of using Universal Business Lenguage

The UBL format offers several key benefits:

– Improved Efficiency and Accuracy: Automating document exchange reduces manual errors and speeds up transaction processing, leading to significant cost savings.
– Enhanced Traceability and Transparency: Standardised UBL documents make it easier to track transactions and ensure transparency.
– Ecosystem Connectivity: UBL supports integration across various platforms and systems, facilitating global trade and communication.
– Interoperability: UBL enables e-invoicing between companies in different countries by using a common, understandable language for all. This is particularly important in cross-border trade, where businesses need a format that works regardless of local regulations.

UBL Integrations: Automating Invoice Management

One of the key benefits of UBL is its integration capabilities. Many systems can integrate with tools that generate UBL files, automating the management of electronic invoicing. This integration allows businesses to streamline their invoicing processes by generating, validating, and sending invoices automatically through their own management system or ERP. For companies dealing with high volumes of invoices, this automation is essential for improving efficiency and reducing manual effort.

If you are looking to integrate UBL invoicing with your system, B2Brouter offers a range of integration options to help you automate your e-invoice management seamlessly.

Generate E-invoices Using UBL Standard with B2Brouter

B2Brouter is an online solution specialised in the exchange of electronic documents. It allows you to create and send e-invoices in UBL format easily and for free, as it is a Peppol Certified Access Point. B2Brouter takes care of the technical aspects, so you don’t have to worry.

You can even convert a PDF to a UBL file. Just sign up and start managing all your e-invoices with your customers and suppliers, using formats such as UBL, XRechnung, PDF, and more. You can enter invoice data using a simple form (B2Brouter converts it to UBL) or you can integrate your management system to import and send invoices automatically.