Not an existing 'Lite' user? Invoices and receipts can be automatically and in real time converted into a UBL invoice for processing in your accounting package with our universal UBL connection.
Information for existing Zenvoices Lite users:
How does it work?
Invoices and receipts arrive in your Zenvoices administration via email, scan, upload, or through the smartphone app (available for iOS and Android). Documents delivered by email or app are automatically read and immediately converted into a UBL invoice. Within seconds, the UBL invoice with the original invoice/receipt as an attachment is exported to your accounting package. Depending on your accounting package this happens by email or via a direct API connection. In your accounting package you check the recognized data and then process the booking. For more information about this, consult the manual of your accounting package.
Which data is recognized in invoices and receipts?
The following data is recognized:
Factuurnummer (for receipts where no invoice number is recognized, the date + a unique identifier is proposed as invoice number)
Factuurdatum
Total amount incl. VAT
Total amount excl. VAT
VAT amounts
Due date
Chamber of Commerce number (KvK)
IBAN
VAT number
Payment reference: Belgian structured communication and ISO payment reference (ISO standard 11649)
Currency
Points of attention:
Address details are not recognized but retrieved from the trade registers of the Netherlands and Belgium and included in the UBL file.
An invoice number is automatically generated if none is recognized based on the recognized date or the current date.
Amounts of credit invoices are made negative if they are positive.
For receipts without a KvK number, 99999990 is included as the KvK number in the UBL file. In many administrations receipts are booked this way to a “miscellaneous receipts” relation. The fictitious KvK number can be configured under Manage / Environment / Administrations. In the Preferences tab of the administration settings a fictitious KvK number can be entered for receipts.
The administration details (name, KvK number, VAT number) are included as sender (sales) or beneficiary (purchase) in the UBL invoice. If multiple KvK or VAT numbers are configured, the first one is used.
Which accounting packages are supported?
The following packages are known to be able to receive and process UBL invoices from Zenvoices:
AFAS
Asperion
CASHweb
e-Boekhouden.nl
Exact Online
iMUIS
InformerOnline
Reeleezee
Rompslomp
SnelStart (local administration)
SnelStart (Online administration)
Syntess Atrium
Visma eAccounting
Yuki
7x24
With the following accounting package it is possible to export via a direct connection:
SnelStart
For other packages that are not specifically mentioned but do support importing incoming EN 16931 UBL invoices via email, the option “Other (universal)” can be selected during setup.
Getting started
Zenvoices Lite is not available in every environment. Contact us via support@zenvoices.com or call 085-3038853 for more information. Already using Zenvoices Lite? Follow the instruction below for a new connection.
Go to Manage / Environment / Accounting package connections, click 'New accounting package connection' and choose your accounting package. Then follow the steps to create a Zenvoices Lite UBL accounting package and a corresponding administration.
General settings for Zenvoices Lite administrations
The following settings are available under administration / preferences for all UBL accounting packages:
Automatically read: it is possible to disable automatic reading of receipts and invoices.
Automatically read emails without attachment as invoice.
Convert documents to PDF: Word, Excel, images and email messages can be converted to PDF.
Journal: the purchase journal is set by default for the administration email address.
Allowed senders: email addresses that are allowed to submit documents can be added here.
Allowed document types: allowed document types can be added here, for example .pdf.
Minimum recognition score to skip recognition control: by setting the minimum recognition score you determine the threshold value for skipping the step 'recognition control'.
CoC number for receipts: this CoC number is included in UBL invoices of receipts where no CoC number is recognized. This makes it possible to book receipts to a fixed creditor/debtor in your accounting package.
Settings for Zenvoices Lite administrations with export via email
The following setting only applies when there is no direct connection with the accounting package and UBL invoices are sent by email.
Accounting package email address: the email address to which UBL invoices are sent. This can be configured via Manage / Environment / Accounting package connections.
Company name (only when creating a new accounting package): determines the administration name. After creation it can be changed via Manage / Environment / Administrations, Edit.
Recognition scores
Imported documents are assigned a recognition score. The recognition score of a document indicates the certainty that the document data has been recognized correctly. With this score you can determine from which score a document can automatically be converted to UBL and up to which score you want to perform manual recognition control.
In addition to the whole document, recognition scores are also assigned to the following fields:
Factuurnummer
Factuurdatum
Total amount incl. VAT
Total amount excl. VAT (if the administration is not VAT exempt)
Due date
Currency
KvK number
VAT number
IBAN
Payment reference
In 'Recognition control', fields with a low score are marked:
Minimum recognition score to skip recognition control
This determines above which recognition score you want to skip the recognition control. Go to Manage / Environment / Administrations and click 'Edit' to adjust this under 'Preferences'.
Self-learning recognition
Zenvoices Lite uses a self-learning recognition algorithm. As a result, recognition can improve as more documents are processed. Any adjustments made during invoice checking in the step 'Recognition control' in Zenvoices are taken into account to improve future recognition of invoices.
Providing feedback on recognition afterwards
In Zenvoices Lite you can provide feedback afterwards on the recognition of invoices and receipts. With this you train the self-learning algorithm described above afterwards. This function is only available for documents that were automatically converted to UBL, not for documents already processed via the 'Recognition control' step. By clicking 'Check recognition' you can adjust for example the invoice number or invoice date.
Please note: before training the self-learning algorithm has an effect, it is required that approximately at least 50 invoices have been checked and processed as UBL.
Technical specifications
UBL standard: EN 16931
Country table standard: ISO 3166-1 alpha-2
Currency table standard: ISO 4217 alpha-3
Download UBL invoice
To download a UBL invoice go to Upload & read / Archive. Select 'Show details' in the menu.
Afterwards the UBL invoice can be downloaded.
Points of attention
No duplicate invoice check takes place in Zenvoices. This is the responsibility of the accounting package.
Invoices that are delivered as UBL are forwarded to the accounting package without modification.
Imported and exported documents are deleted after 30 days in Zenvoices.