Exporting invoices as XML - UBL

XML - UBL is the format used in electronic invoicing (e-invoicing). In some countries, e-invoicing must be used instead of traditional invoicing in every transaction. In other countries, it's only mandatory to use e-invoicing for transactions with government agencies.

In Rentman, you can export every invoice in XML - UBL format. This article shows the basic settings you must set up for e-invoicing.

Unstructured invoice data in PDF or Word format are not valid as e-invoices.


Set up your VAT scheme

  1. Go to settings Configuration module > Financial > VAT schemes.
  2. Double-click on a VAT scheme to open it.
  3. Enter the right Tax category for each rate. Look here for the different rates: EDIFACT code (5305 Norm) 
  4. Click  Confirm
  5. Repeat for each VAT scheme.

Example (based on the Dutch VAT scheme and Tax category):


Configure your e-invoicing settings

Go to settings Configuration module Financial > Electronic invoicing, and fill in the following fields:

  • Identification number: the unique number that identifies a business, based on the country's identification scheme.
  • Identification scheme: the code that identifies your country. For many European countries, this scheme is the VAT. Check this list if you don't know your country's identification scheme (column 'schemeID').
  • Currency code: Select your currency code if it is not already set by default.

Configure your contacts' e-invoicing settings

Fill in your contacts' data to generate e-invoices.

  1. Go to contact_phone Contacts.
  2. Double-click on a contact to open it.
  3. Go to the Electronic invoicing tab.
  4. Fill in the identification number and identification scheme.

If you don't know the identification number of a contact, request it to them or check in your country's identification scheme database.

Export an e-invoice

After creating an e-invoice, you can export it in XML - UBL. 

  1. Create an invoice.
  2. When editing the invoice, click on the download mceclip0.png button.
  3. Choose between "UBL based on ledgers" (for internal use/accounting software) and "UBL to send" (for your clients).
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