E‑Rechnungs-Studio logomarkE‑Rechnungs-Studio
Sign inCreate account

Convert PDF to ZUGFeRD 2.5.2

Create a ZUGFeRD invoice in the XRECHNUNG reference profile. You receive a hybrid PDF/A-3 file with embedded XML invoice data conforming to XRechnung 3.0.

ZUGFeRD 2.5.2 / Factur-X 1.09.2 – effective from 1 September 2026

  1. 1
    Upload PDF
  2. 2
    Review invoice data
  3. 3
    Choose ZUGFeRD as the output format
  4. 4
    Download ZUGFeRD PDF
Convert online

Upload your PDF invoice

Choose the PDF invoice you want to convert. You can then review and correct the extracted details.

Your invoice data is not used to train AI models. Privacy details (German).

Both formats are available to download after conversion

After conversion, download whichever format your recipient or upload portal requires.

ZUGFeRD (PDF with embedded XML)A readable PDF with the structured invoice data embedded as XML.
XRechnung (XML)A machine-readable XML file for recipients or upload portals that specifically require XRechnung.

Which PDF invoices can I convert?

Clear PDFs generated directly by invoicing or accounting software, Word, or Excel generally provide the best source. Scanned PDFs can also be processed. Recognition from scans may require more review depending on image quality and layout.

Conversion does more than change the filename extension: the converter reads invoice details from the PDF and rebuilds them as structured XML data.

The converter is intended for your own outgoing invoices and agreed or authorized invoice-creation processes. If you are only the recipient of a supplier invoice, an internal conversion does not create an invoice issued by the supplier. Ask the supplier for the required format—or for a correction if the invoice itself is wrong. Issuance by the recipient or a third party requires an agreed or authorized process.

For a good result:

  • The PDF should contain exactly one invoice.
  • The standard converter supports invoices with up to 100 line items.
  • Review and complete missing or unclear details before downloading.

Review and validate the extracted invoice data

Compare the extracted details with the original PDF before downloading. All invoice information required for VAT purposes must appear in the structured data; a PDF or attachment cannot supply mandatory fields missing from that data.

Technical validation checks the XML structure, mandatory fields, and business rules. It does not by itself establish that extracted details are factually correct, the tax treatment is right for the individual case, or the recipient will accept the invoice. Compare the result with the PDF and the recipient's requirements.

Check in particular:

  • Supplier and buyer names, addresses, and tax identifiers
  • Invoice number, invoice date, and delivery or service date or period
  • Description, quantity, unit, unit price, and VAT rate for each line item
  • Net amounts, VAT, totals, and amount due
  • Payment terms, payment details, and references required by the recipient

What matters in a ZUGFeRD invoice

ZUGFeRD combines a readable PDF/A-3 file with embedded structured XML invoice data. For German VAT e-invoice requirements, ZUGFeRD from version 2.0.1 can qualify, except for the MINIMUM and BASIC-WL profiles.

If the visible PDF and structured XML data differ, the XML data is decisive. Compare the exported invoice data with your original PDF because both representations must contain the same invoice information. If details need to be changed or added, correct your source invoice first and upload the updated PDF again.

What you get

  • ZUGFeRD 2.5.2 in the XRECHNUNG reference profile
  • PDF/A-3 file with embedded invoice XML
  • XRechnung XML as a separate download when needed

Possible issues after conversion

  • Missing mandatory fields
  • Inconsistent totals or VAT amounts
  • Incomplete line-item data (quantity/price/VAT rate)

ZUGFeRD in short

ZUGFeRD combines two layers in one file: a readable PDF for people and structured XML for systems. Recipients can keep a familiar visual invoice, while accounting or ERP software can process data automatically. That is why ZUGFeRD is often the most pragmatic first step into e-invoicing.

If your current workflow already creates invoice PDFs, you do not need to replace everything. Use your existing PDF as input, compare the extracted data with it, and download a hybrid PDF/A-3 with embedded XML. If your source invoice is missing information or needs correction, update the source PDF first and upload it again. This keeps the visible invoice and XML consistent.

From Excel or Word to ZUGFeRD

If you create invoices in Excel or Word, export the invoice as PDF first. Upload that PDF, review the detected invoice data, and export the result as a PDF/A-3 file with embedded invoice XML.

For good results:

  • Keep line items clearly tabular
  • Show quantity, unit, unit price, and VAT rate per line item
  • State payment terms and bank details clearly
  • Keep totals and VAT amounts consistent

Why ZUGFeRD is PDF/A-3 with embedded XML

A regular invoice PDF generally does not contain standardized structured invoice data. A ZUGFeRD invoice also contains XML invoice data embedded in a PDF/A-3 document.

Important:

  • Not every PDF/A-3 file is automatically ZUGFeRD.
  • Correctly embedded and carefully reviewed XML invoice data is decisive.
  • Before sending, validate mandatory fields, totals, tax logic, and recipient requirements.

Official sources and review status

Content reviewed on 29 August 2026. Also follow your recipient's format and transmission requirements.

Federal Ministry of Finance: e-invoice FAQ · Section 14 German VAT Act · FeRD: ZUGFeRD / Factur-X standard

FAQ

Does the converter support ZUGFeRD 2.5.2?

Yes. The converter generates ZUGFeRD 2.5.2 in the XRECHNUNG reference profile. The technically identical Factur-X version is 1.09.2.

Is ZUGFeRD a valid B2B e-invoice?

A qualifying ZUGFeRD profile can meet the German e-invoice requirements. ZUGFeRD versions from 2.0.1 can qualify, except for MINIMUM and BASIC-WL. The structured XML data is decisive. Technical validation is useful but does not guarantee factual correctness or recipient acceptance.

Do I need PDF/A‑3 and does this tool generate PDF/A‑3?

ZUGFeRD typically relies on PDF/A‑3 so XML can be embedded. This converter prepares your source PDF as PDF/A-3 and embeds the invoice XML. Before sending, check that the visible PDF and XML contain the same invoice information. A complete check must validate the PDF container, hybrid metadata, XML, and profile together.

Which ZUGFeRD profile should I use (EN 16931 vs others)?

For many B2B scenarios, use a profile that fully implements EN 16931. MINIMUM and BASIC-WL do not meet the format requirements of Germany's e-invoice mandate. If your recipient requires a particular profile, confirm that requirement before sending.

Can I send the ZUGFeRD invoice by email?

Yes. German VAT law does not prescribe a single transmission route for a compliant e-invoice, so email is possible. Contractual arrangements, recipient portals, and B2G processes may require another route or extra information.

How can I check whether a PDF already contains ZUGFeRD data?

Upload the file to the e-invoice viewer to extract and display any embedded invoice XML. Embedded XML alone does not prove that the file is a compliant ZUGFeRD invoice. Our validator checks the extracted XML structure and business rules, not the PDF container or its metadata. A complete hybrid check requires a validator that assesses the PDF container, metadata, XML, and profile together. Without embedded XML, the file is not ZUGFeRD.

Which details should I review after conversion?

Review the parties and tax identifiers, invoice and supply details, every line item, VAT rates, totals, payment details, and references required by the recipient. A buyer reference or Leitweg-ID is not a universal requirement for every B2B invoice.

Can I download both XRechnung and ZUGFeRD after one conversion?

Yes. After the same conversion, XRechnung XML and a hybrid PDF/A-3 with embedded invoice XML are available to download. Check the complete hybrid and required profile before sending the PDF as ZUGFeRD.

Can I convert a supplier invoice I received?

If you are only the recipient, an internal conversion does not create an invoice issued by the supplier. Ask the supplier for the required format—or for a correction if the invoice itself is wrong. Issuance by the recipient or a third party requires an agreed or authorized process.

Are uploaded files stored?

Your invoice file is processed only for conversion and checks. Files, generated results, and processing logs are used only to provide this service. Unsaved processing data is deleted periodically. Invoices from multi-file imports you explicitly start are saved in your invoice history until you delete them there. The website is hosted in Germany. Details are available in the privacy policy.

Is invoice data used to train AI models?

No. Your invoice data is not used to train our own models or models of the connected AI provider. Automated analysis uses only the content required for that step; the privacy policy names the AI API provider currently used.

Who operates the service and where are the legal details?

The operator is Casserus UG (haftungsbeschränkt). The privacy policy explains data processing in detail; the legal notice contains the provider information.