Frequently Asked Questions

aiDoks is a comprehensive e-invoicing platform that simplifies the creation, validation, and management of PEPPOL-compliant electronic invoices. The platform offers both free public tools and premium features to help businesses of all sizes embrace digital invoicing and comply with European e-invoicing standards.

No! aiDoks offers powerful free tools that anyone can use without creating an account:

• PEPPOL E-Invoice Generator: Create compliant invoices using our form-based interface
• Invoice Validation: Validate any UBL XML invoice against PEPPOL BIS 3.0 rules
• XML to PDF Converter: Convert XML invoices to printable PDF format

Sign up for a free account to unlock premium features like AI OCR, business partner management, and templates.

No! aiDoks is designed for users of all skill levels. You don't need to understand XML, UBL structures, or PEPPOL technical specifications. The platform provides a simple form interface where you fill in invoice details just like you would on a paper invoice, and aiDoks generates the PEPPOL-compliant XML automatically.

PEPPOL (Pan-European Public Procurement Online) is a standardized framework for electronic document exchange across Europe. It uses the UBL (Universal Business Language) XML format to ensure invoices can be read by any PEPPOL-compliant system.

Many European countries now require PEPPOL compliance for Business-to-Government (B2G) invoicing, and it's increasingly adopted for business-to-business transactions due to its efficiency, reduced errors, and faster payment cycles.

Creating your first invoice is simple:

1. Click "Generate E-invoice" in the sidebar navigation
2. Fill in the mandatory fields (document information, supplier, customer)
3. Add invoice lines with item details, quantities, and prices
4. Review the automatically calculated totals
5. Click "Generate Invoice" to create your UBL XML
6. Optionally enable "Validate after generation" to ensure compliance

For a detailed step-by-step guide, see our Creating Your First Invoice documentation.

The AI-Powered OCR (Optical Character Recognition) feature uses Azure Document Intelligence to automatically extract invoice data from uploaded documents. You can upload:

• Paper invoices (scanned images)
• PDF invoices
• Photos of invoices (including QR code scanning)

The AI extracts key information like supplier details, customer details, invoice lines, amounts, and dates, then auto-fills the form fields. You can review and edit the extracted data before generating the final invoice.

Note: AI OCR is a premium feature requiring a free account signup.

Business Partner Management lets you save and manage supplier and customer information for quick reuse:

• Save Partners: After filling in supplier or customer details, save them to your Business Partners list
• Quick Selection: When creating new invoices, use the Business Partner Selector to auto-fill all supplier or customer fields instantly
• Manage Partners: Access the "Customers" and "Suppliers" pages from the sidebar to view, edit, or delete saved partners

This feature saves significant time when creating invoices for repeat customers or from the same supplier.

Note: Business Partner Management is a premium feature requiring a free account signup.

Form Templates let you save invoice configurations to speed up future invoice creation. Templates save:

• Field Values: Pre-filled data like supplier information, currency, or payment terms
• Field Visibility: Which optional fields are shown or hidden
• Field Order: Custom arrangement of form fields

After generating an invoice, click "Save as Template" at the bottom of the form. You can optionally check "Set as default" to load this template automatically when creating new invoices.

Note: Templates are a premium feature requiring a free account signup.

Customize Mode allows you to control which fields appear in the invoice form. By default, only mandatory PEPPOL fields are shown to keep the interface simple.

To access optional fields:

1. Click the "Customize" button at the top-right of the form
2. Browse available optional fields organized by section
3. Click "Add Elements" next to any section to add optional fields
4. Select the fields you need and they'll appear in your form

Common optional fields include payment terms, contract references, buyer references, project codes, and additional party identifiers.

aiDoks automatically calculates all invoice amounts in real-time as you fill in the form:

• Line Extension Amount: Quantity × Unit Price (per invoice line)
• Line Tax Amount: Line Extension Amount × VAT Rate
• Tax Subtotals: Sum of all lines grouped by VAT category and rate
• Total Tax Amount: Sum of all tax amounts
• Total Amount Without Tax: Sum of all line extension amounts
• Total Amount With Tax: Total Amount Without Tax + Total Tax Amount
• Payable Amount: Final amount due (including any allowances or charges)

You don't need to calculate anything manually—just enter quantities, prices, and VAT rates, and aiDoks handles all calculations automatically according to PEPPOL BIS 3.0 rules.

Yes! The invoice lines section displays an interactive table where you can:

• Edit Lines: Click on any cell to edit values directly in the table
• Add Lines: Click the "Add Line" button to create additional invoice lines
• Remove Lines: Click the delete icon to remove unwanted lines
• Reorder Lines: The Line ID determines the order in the generated invoice

Each line requires: Line ID, Quantity, Item Name, Unit Price, Tax Category, and VAT Rate. The Line Extension Amount is calculated automatically.

aiDoks supports multiple export formats:

• UBL 2.1 XML: The PEPPOL-compliant format for electronic transmission and compliance
• PDF: Human-readable format for printing, archiving, or email attachments

When generating an invoice, you can download both formats. The XML file is used for PEPPOL network transmission, while the PDF provides a visual representation of the invoice.

aiDoks offers two ways to validate invoices:

The validation tool checks for mandatory fields, correct data formats, calculation accuracy, and compliance with PEPPOL BIS 3.0 business rules.

Yes. All invoices created through aiDoks are legally valid electronic invoices that comply with:

• EU Directive 2014/55/EU: European standard on electronic invoicing
• PEPPOL BIS Billing 3.0: PEPPOL Business Interoperability Specification
• UBL 2.1: Universal Business Language standard

PEPPOL-compliant invoices are recognized as legally valid across all EU member states and many other countries.

Yes. aiDoks automatically calculates VAT based on the tax category and VAT rate you specify for each invoice line. The system supports:

• Standard VAT rates: The normal VAT rate in your country
• Reduced rates: Lower rates for specific goods/services
• Zero-rated transactions: 0% VAT but still VAT-able
• Exempt sales: Not subject to VAT
• Reverse charge: VAT responsibility transfers to buyer
• Intra-community supply: Cross-border EU transactions

All tax calculations follow PEPPOL BIS 3.0 rules and are validated during invoice generation.

aiDoks validates invoices against PEPPOL BIS 3.0 business rules including:

• Mandatory fields: Ensures all required fields are present
• Data formats: Validates dates, numbers, identifiers, and codes
• Business rules: Checks logical relationships (e.g., invoice date ≤ due date)
• Calculations: Verifies all amounts are calculated correctly
• Tax rules: Validates VAT categories, rates, and calculations
• Code lists: Ensures codes (currency, unit, tax category) are valid

The validator reports errors (must be fixed), warnings (should be reviewed), and informational messages.

Yes! aiDoks provides an XML Upload feature in the invoice generator:

1. Navigate to "Generate E-invoice" in the sidebar
2. Look for the "Upload existing XML" zone at the top
3. Drag and drop or select your UBL XML file
4. aiDoks will parse the XML and populate all form fields
5. Edit any fields as needed
6. Generate a new invoice with your changes

This is useful for correcting errors in existing invoices, creating credit notes from original invoices, or converting XML to PDF format.

Both formats serve different purposes:

Many businesses send both formats: XML for system processing and PDF for human reference.

aiDoks is a modern web application that works best on:

• Google Chrome (recommended, latest version)
• Mozilla Firefox (latest version)
• Microsoft Edge (latest version)
• Safari (latest version, macOS/iOS)

We recommend using the latest version of your preferred browser for the best experience. The application is also mobile-responsive and works on tablets and smartphones.

Absolutely. aiDoks implements industry-standard security measures:

• HTTPS/TLS Encryption: All data transmitted between your browser and our servers is encrypted
• Secure Authentication: User accounts are protected with Supabase authentication system
• Data Privacy: We comply with GDPR and data protection regulations
• No Data Sharing: Your invoice data is never shared with third parties

For free tool usage without an account, no personal data is collected or stored on our servers.

No, aiDoks is a web-based application that requires an internet connection. This ensures:

• You always have the latest features and validation rules
• Your data is safely backed up on our servers
• You can access your invoices from any device
• AI OCR and validation services function correctly

However, generated invoices can be downloaded as XML or PDF files and stored locally for offline access.

Yes! aiDoks offers powerful free tools that anyone can use without creating an account:

• PEPPOL E-Invoice Generator: Create unlimited compliant invoices
• Invoice Validation: Validate any XML invoice against PEPPOL rules
• XML to PDF Converter: Convert XML invoices to printable PDFs

Premium features require a free account signup:

• AI-Powered OCR for invoice data extraction
• Business Partner Management (save suppliers/customers)
• Form Templates for faster invoice creation

There are no monthly fees, no invoice limits, and no credit card required.

Creating an account is simple and free:

1. Click "Sign Up" in the top-right corner of any page
2. Fill in your email address and create a password
3. Verify your email address by clicking the link sent to your inbox
4. Log in to access premium features

No credit card is required, and you can start using premium features immediately after email verification.

Premium features are available to registered users with a free account:

• AI-Powered OCR: Upload paper invoices, PDFs, or photos and automatically extract invoice data using Azure Document Intelligence.
• Business Partner Management: Save and manage supplier and customer information in the "Customers" and "Suppliers" sections. Use the Business Partner Selector to auto-fill invoice forms.
• Form Templates: Save invoice configurations with field visibility, default values, and custom layouts. Set a default template to speed up recurring invoices.

Yes. You can delete your account at any time from the "Account and Security" section in the account settings menu (accessible from the top navigation bar).

Deleting your account will permanently remove:

• Your saved business partners (suppliers and customers)
• Your form templates

Important: Make sure to download any invoices or data you want to keep before deleting your account. This action cannot be undone.

If your invoice fails validation, follow these steps:

1. Read the error messages: The validator provides specific error codes and descriptions explaining what's wrong.
2. Check mandatory fields: Ensure all required fields are filled in, including supplier VAT number, customer name, invoice date, and due date.
3. Verify calculations: Make sure quantities, prices, and VAT rates are correct. Line amounts should equal quantity × price.
4. Review date logic: Invoice date must be ≤ due date, and dates must be in the correct format (YYYY-MM-DD).
5. Check codes: Ensure currency codes (EUR, USD, etc.), unit codes (EA, KGM, etc.), and tax category codes (S, E, Z, etc.) are valid.

If you're still having issues after fixing reported errors, consult our First Invoice guide or contact support.

AI OCR is highly accurate but not perfect. Always review extracted data before generating the final invoice:

• Check all fields: Review supplier info, customer info, dates, amounts, and invoice lines
• Correct errors: Edit any incorrect fields directly in the form
• Add missing data: Fill in any fields the AI couldn't extract

Tips for better OCR accuracy:

• Use clear, high-resolution scans or photos
• Ensure the document is well-lit and in focus
• Upload structured invoices rather than handwritten documents
• Try scanning QR codes if the invoice contains one

By default, aiDoks shows only mandatory PEPPOL fields to keep the interface simple. To access optional fields:

1. Click the "Customize" button at the top-right of the invoice form
2. Browse through the sections (Document, Supplier, Customer, Payment, etc.)
3. Click "Add Elements" next to the section containing your desired field
4. Select the field from the list and click "Add"

Common optional fields include:

• Payment terms and instructions
• Contract reference and project code
• Buyer reference and order reference
• Additional party identifiers
• Bank account details

When adding invoice lines, you need to specify a unit code (e.g., EA for "each", KGM for kilograms):

1. In the invoice lines table, click on the "Unit Code" field
2. Start typing the unit name (e.g., "piece", "kilogram", "hour")
3. The system will show matching codes with descriptions
4. Select the appropriate code from the dropdown

Common unit codes:

• EA: Each (pieces, items)
• HUR: Hour (services)
• DAY: Day (rental, services)
• KGM: Kilogram (weight)
• MTR: Meter (length)
• LTR: Liter (volume)

If you're trying to upload a very large file for AI OCR or XML upload:

• For images: Reduce the image size or resolution before uploading. A resolution of 1200-1800 DPI is sufficient for OCR.
• For PDFs: Try compressing the PDF or remove unnecessary pages if it's a multi-page document.
• For XML: Ensure the file is a valid UBL XML file and not corrupted.

The upload limit is designed to ensure fast processing times. If you consistently need to upload larger files, contact support to discuss your use case.