With Zenvoices, you can automatically and in real time convert invoices and receipts into a UBL invoice for processing in your accounting package.
With the universal UBL integration, you can use Zenvoices’ automatic invoice and receipt recognition and process them in accounting packages that can import incoming UBL invoices.
Please note: only use this integration if Zenvoices does not have a standard integration with your accounting package.
How does it work?
Invoices and receipts are sent to your Zenvoices administration in the usual way. Zenvoices automatically creates a booking proposal and, after approval, during export, this is converted into a UBL invoice. This UBL invoice is then sent by email to your accounting package.
In your accounting package, you process the UBL invoice in the regular way. For more information, please consult the manual of your accounting package.
Coding booking lines with ‘Referentie GrootboekSchema (RGS)’
In Zenvoices, a standardized RGS general ledger scheme is available to code booking lines. These RGS codes are included in the UBL invoice generated by Zenvoices. Based on these codes, a suitable accounting package can create booking lines with the general ledger accounts from your accounting package when importing a UBL invoice.
Please note: not all accounting packages support this. Please consult your accounting package for more information.
Tip
Would you prefer to use your own chart of accounts? Please contact us via support@zenvoices.com for more information about the possibilities and pricing. It is also possible to import your own chart of accounts.
In addition to importing your own chart of accounts, we also offer the possibility to import your own cost centres and articles. Please consult the booking screen settings to add extra columns to your booking screen.
Articles are included in the UBL under:
InvoiceLine.Item.SellersItemIdentification.Cost centres are included in the UBL under:
InvoiceLine.Item.AdditionalItemProperty with Name ‘CostCentre’.
Which accounting packages are suitable?
All accounting packages that can import incoming EN 16931 UBL invoices are suitable. To adopt the general ledger accounts from Zenvoices, it is additionally required that the accounting package can import and book UBL invoices at line level and use the included RGS codes to determine the general ledger accounts.
Getting started
Go to Manage / Environment / Accounting software integrations, click ‘New accounting software integration’ and choose ‘Other (universal)’. Select ‘UBL export’ and then follow the steps to create a UBL accounting package and a corresponding administration.
Settings
The following settings are available for UBL accounting packages:
Company name (only when creating a new accounting package): determines the administration name. This can be changed after creation via Management / Environment / Administrations, Edit.
How to send PDF: determines how a PDF document is sent. The default setting ‘Include PDF in the UBL file and send as email attachment’ is suitable for almost all accounting packages.
Desired RGS level: determines which RGS general ledger accounts are available in the booking screen. Level 2 is the simplest chart of accounts (approximately 40 general ledger accounts) and level 5 is the most extensive chart (approximately 2300 general ledger accounts).
Email address accounting package: the email address to which UBL invoices are sent.
Automation: with the universal UBL integration it is possible, based on rules, to automate the process from incoming invoice to conversion into a UBL invoice while maintaining control.
Do not export processed bookings but place them in the queue: this prevents them from being emailed, as they can already be retrieved and processed via the public API.
Modules: with the universal UBL integration it is possible to use the additional modules ‘Authorisation’ and ‘Payments’.
Technical specifications
UBL standard: EN 16931
Referentie GrootboekSchema (RGS) version: 3.1
RGS codes are included in the UBL invoice via the AccountingCostCode element.
Country table standard: ISO 3166-1 alpha-2
Currency table standard: ISO 4217 alpha-3