Creating Your First Invoice
Follow this step-by-step guide to create your first PEPPOL BIS 3.0 compliant e-invoice using aiDoks. This guide reflects the actual application interface and workflow.
Before You Start
Make sure you have:
- Access to aiDoks (free access or registered account)
- Your company information (name, address, tax registration)
- Customer details (name, address, tax/VAT number)
- Products/services to invoice with prices
Open the PEPPOL Invoice Form
Navigate to the invoice form:
- Click Generate E-invoice in the sidebar
- The form loads showing "Peppol E-Invoice Form - UBL BIS 3.0"
- Only mandatory fields are visible initially
Two upload zones appear at the top for faster data entry:
- AI-Powered Invoice Recognition (Premium) - Upload invoice PDF/image for automatic data extraction
- XML Upload (Free) - Upload existing PEPPOL XML to auto-fill the form
Skip these to fill manually.
Fill Document Information
Unique invoice number for your company.
Invoice issue date (calendar picker).
Payment due date.
Select from dropdown.
Currency for all amounts.
Enter Supplier Information
In the Accounting Supplier Party section:
If logged in with saved suppliers, use the dropdown at the top to auto-fill all supplier fields!
Your legal business name.
Complete address: Street, City, Postal Code, Country.
Tax/business registration number.
Enter Customer Information
In the Accounting Customer Party section, fill customer details (same structure as supplier). Use the Business Partner Selector if available.
Add Invoice Lines
The Invoice Line section shows an interactive table. One line is auto-created. Fill these columns:
Line number (1, 2, 3...)
Quantity with unit code.
Product/service description.
Unit price excluding VAT.
Tax classification: S (Standard), Z (Zero), E (Exempt).
VAT rate (loads based on supplier country).
Quantity × Unit Price (automatic).
Click "Add Line" (+ button) above the table for more items. Remove lines with trash icon (min 1 line).
Review Auto-Calculations
All totals calculate automatically in real-time:
Add Optional Fields (If Needed)
- Click "Customize Form" (gear icon)
- Click "Add Elements" in any section
- Search and select optional fields
- Click "Add Selected Elements"
- Fill the newly visible fields
- Note - Payment instructions
- Payment Means - Bank details (IBAN)
- Payment Terms - Payment conditions
- Order Reference - PO number
Generate and Validate
- Optional: Click "Preview PDF" to see visual preview
- Ensure "Validate after generation" is checked
- Click "Generate Invoice"
- System creates UBL XML and validates against PEPPOL BIS 3.0
If validation passes, XML downloads automatically. Send to customer via PEPPOL or email.
Modal shows issues if errors found. Fix in form and regenerate, or "Download Anyway" for testing.
Save as Template (Optional)
- Click "Save Template"
- Enter template name
- Check "Set as default" if desired
- Click "Save"
Templates save: field values, visible optional fields, custom ordering. Don't save invoice-specific data like numbers/dates.
Tips & Best Practices
Save frequently used suppliers/customers for instant auto-fill.
Digitize paper invoices by uploading photos. Use QR code for mobile!
Save templates for different invoice types for consistency.
Keep validation enabled to catch errors before sending.
Common Issues
Can't generate - what's missing?
All fields with red asterisks (*) are required. Look for red borders indicating validation errors. Generate button is disabled until all required fields are valid.
VAT rates not showing?
VAT rates load based on supplier country. Fill in supplier's country code in Postal Address first.
How to find unit codes?
In Invoiced Quantity, click unit code dropdown. Select common units or click "Search all units" for full UN/ECE list (1800+ codes).