Introduction to aiDoks
Learn the basics of aiDoks and PEPPOL e-invoicing. Perfect for new users getting started with electronic invoicing.
What is aiDoks?
aiDoks is a comprehensive e-invoicing platform designed to simplify the creation, validation, and management of PEPPOL-compliant electronic invoices. Built with modern technology and powered by AI, aiDoks makes it easy for businesses of all sizes to embrace digital invoicing and comply with European e-invoicing standards.
Whether you're a small business sending your first e-invoice or a large enterprise managing thousands of invoices monthly, aiDoks provides the tools you need to streamline your invoicing workflow and stay compliant with evolving regulations.
What is PEPPOL E-Invoicing?
PEPPOL (Pan-European Public Procurement Online) is a standardized framework for electronic document exchange, primarily used for invoicing between businesses and government entities across Europe.
- Standardized Format: PEPPOL uses the UBL (Universal Business Language) XML format, ensuring invoices can be read by any PEPPOL-compliant system.
- Network Infrastructure: Documents are exchanged through the PEPPOL network via certified Access Points.
- Mandatory Compliance: Many European countries now require PEPPOL compliance for B2G (Business-to-Government) invoicing.
- Interoperability: Enables seamless communication between different accounting systems and platforms.
Why Use Electronic Invoicing?
The shift from paper-based to electronic invoicing offers significant advantages for modern businesses:
Eliminate printing, postage, and manual processing costs. Studies show businesses can save up to €6-8 per invoice by switching to e-invoicing.
Electronic invoices arrive instantly and can be processed automatically, reducing payment times from weeks to days.
Automated validation catches errors before invoices are sent, reducing rejections and payment delays.
Built-in validation ensures your invoices meet legal and regulatory requirements across different countries.
Reduce paper waste and carbon footprint associated with printing and shipping paper invoices.
Encrypted transmission and digital signatures provide better security than physical mail.
How aiDoks Simplifies PEPPOL Compliance
PEPPOL compliance can be complex, but aiDoks handles the technical details so you can focus on your business:
- No Technical Knowledge Required: Simple form-based interface – no need to understand XML or UBL structure.
- Automatic Validation: Built-in validation rules ensure your invoices meet PEPPOL BIS 3.0 requirements.
- AI-Powered Data Entry: Upload paper invoices or PDFs and let AI extract the data automatically.
- Reusable Templates: Save commonly used configurations to speed up future invoice creation.
- Business Partner Management: Store supplier and customer details for quick auto-fill.
- Automatic Calculations: Tax amounts, totals, and subtotals calculated in real-time.
- Multiple Export Formats: Pick an output profile and generate PEPPOL BIS 3.0 UBL, a national CIUS (XRechnung, France, Romania, Netherlands, Portugal, Spain Facturae, Estonia e-arve) or a Factur-X EN 16931 PDF.
- Validation Tools: Upload an invoice and we detect its format automatically, then validate it against that standard's own rules.
Key Features Overview
aiDoks provides a comprehensive suite of tools for managing your e-invoicing workflow:
Create PEPPOL-compliant e-invoices using a simple form interface. Start from scratch or use templates to speed up the process.
Upload paper invoices, PDFs, or photos and let Azure Document Intelligence automatically extract invoice data with high accuracy.
Import an existing UBL, CII / Factur-X, Facturae or e-arve invoice to edit it, view it as a PDF, or convert it to another format.
Validate an invoice against its own standard — PEPPOL BIS 3.0, EN 16931, XRechnung, Factur-X / ZUGFeRD, Facturae, Estonian e-arve, Poland KSeF FA(3) and the national CIUS rules for France, Romania, the Netherlands and Portugal. The format is detected for you.
Store and manage supplier and customer information for quick selection during invoice creation.
Save your invoice configurations, field visibility settings, and default values as reusable templates.
Start with mandatory fields only, then add optional fields as needed. Customize field order and visibility to match your workflow.
Save an invoice line you use often — item, unit, price and VAT category — and insert it ready-made on later invoices. Only the quantity changes from one invoice to the next.
Correct an invoice you already sent. Turn any invoice into a credit note in one click — the parties and lines carry over and the reference back to the original invoice is filled in for you — or start a credit note from scratch.
Render any e-invoice you receive as a readable PDF — see supplier, line items, VAT and totals without opening the raw XML.
Free Tools for Everyone
aiDoks offers powerful tools that are free to use without requiring an account:
- PEPPOL E-Invoice Generator: Create compliant invoices with our form-based interface.
- Invoice Validation: Validate an invoice against its own standard — the format is detected automatically.
- E-Invoice Viewer: Render an XML or Factur-X invoice as a readable PDF.
- Format Converter: Convert an invoice between the supported e-invoice formats.
The Free plan allows one run per feature per day. A free account unlocks AI OCR, business partner management and templates; the Pro plan removes the daily limits.
Getting Started
Ready to create your first e-invoice? Here's what to do next:
- Understand the Basics: You're already here! Read through this introduction to familiarize yourself with PEPPOL and aiDoks concepts.
- Gather Information: Have your supplier and customer details ready, including company names, VAT numbers, and addresses.
- Create Your First Invoice: Follow our step-by-step guide to create your first PEPPOL-compliant e-invoice.
- Validate and Export: Use the built-in validation to ensure compliance, then export your invoice in the output format you picked.
- Explore Advanced Features: Once comfortable with the basics, explore templates, business partner management, and AI-powered data entry.
Common Questions
Do I need to understand XML to use aiDoks?
No! aiDoks provides a simple form interface that handles all the technical XML formatting for you. You just fill in the invoice details like you would on a paper invoice, and aiDoks generates the PEPPOL-compliant XML automatically.
Is aiDoks compliant with the latest PEPPOL standards?
Yes! aiDoks follows the PEPPOL BIS 3.0 specifications and is regularly updated to keep up with the latest validation rules. It also covers EN 16931 and the national formats built on it — XRechnung, Factur-X / ZUGFeRD, Facturae, Estonian e-arve and Poland's KSeF FA(3).
Can I use aiDoks for free?
Yes! Core features like the invoice generator, validation tool, e-invoice viewer and format converter are free without an account, one run per feature per day. AI OCR, business partner management and templates need a free account; the Pro plan removes the daily limits.
What invoice types does aiDoks support?
aiDoks supports standard commercial invoices (380), credit notes (381), and other PEPPOL BIS 3.0 compliant document types. The form automatically adjusts based on the invoice type you select.
How accurate is the AI OCR feature?
The AI-powered OCR uses Azure Document Intelligence and achieves high accuracy for structured invoices. However, we always recommend reviewing the extracted data before generating the final invoice, especially for handwritten or poorly formatted documents.
Next Steps
Continue your aiDoks journey with these helpful resources:
Creating Your First Invoice
Step-by-step guide to creating your first PEPPOL e-invoice
PEPPOL Standards
Deep dive into PEPPOL BIS 3.0 specifications and requirements
Frequently Asked Questions
Find answers to common questions about aiDoks and e-invoicing
Start Creating Invoices
Jump right in and create your first e-invoice now