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PDF to ZUGFeRD Converter

Upload your invoice PDF and create a ZUGFeRD invoice as PDF/A‑3 with embedded EN 16931 XML.

1
Upload PDF
2
Review and complete data
3
Validate
4
Download ZUGFeRD PDF
Convert directly in the app

Upload a PDF and open the converter

Choose a PDF invoice, then start conversion when you are ready.

What you get

  • ZUGFeRD PDF (PDF/A‑3)
  • Embedded XML invoice data (EN 16931)
  • Validation result (hints/errors)

Frequent issues we detect

  • Missing mandatory fields
  • Inconsistent totals or VAT amounts
  • Unclear 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, review extracted data, fix missing fields, and download a ZUGFeRD PDF with embedded XML. This keeps your process stable while delivering a machine-readable format.

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 ZUGFeRD PDF with embedded 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 is only visually readable. A ZUGFeRD invoice also contains structured XML invoice data embedded in a PDF/A-3 document.

Important:

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

FAQ

Create a ZUGFeRD invoice

Yes, this is exactly what this flow is for: upload your invoice PDF, review extracted data, and download a ZUGFeRD PDF with embedded XML.

Is ZUGFeRD a valid B2B e-invoice?

Yes, if the embedded XML meets recipient requirements. The decisive part is the structured EN 16931 data, not only the visible PDF. Always verify validation results before sending.

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 creates a ZUGFeRD PDF with embedded XML based on your reviewed data.

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

For many B2B scenarios an EN 16931-compliant profile is the practical default. If your recipient mandates a specific profile, follow their rules. When unsure, confirm requirements upfront.

Can I send the ZUGFeRD invoice by email?

Often yes, as long as the recipient accepts that delivery channel. You still need the required format and mandatory fields. Portals or public sector processes may enforce additional rules.

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

Upload the file to the e-invoice viewer. If embedded XML exists, it can be extracted and displayed. Without embedded XML the file is only a normal invoice PDF.

Which fields do I usually need to add for a valid invoice?

Common gaps are buyer references, complete line-item details, payment terms, and consistent totals or VAT values. Validation highlights missing or implausible fields in priority order.

What if my customer requires XRechnung instead of ZUGFeRD?

In that case export XRechnung XML instead of the hybrid PDF. Use the dedicated PDF-to-XRechnung flow to start with the right target format.

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 and are automatically deleted periodically. 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.