Validate e‑invoices: find issues fast (and avoid rejections)

An e‑invoice is only truly “ready to send” when it passes key checks: required fields are present, codes are valid, totals match, and VAT logic is consistent. That’s what validation is for. E‑Rechnungs‑Studio turns validation results into practical guidance: errors → warnings → notices—so you can fix what matters first.

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What does “validation” mean?

Validation checks:

Structure: is the XML technically well‑formed?
Business rules: are required fields present, code lists correct, and totals/VAT consistent?

Common errors (and how to fix them)

1) Required information missing (or only present in the visual PDF)

Typical: service description, addresses, tax data, payment terms.

Fix: Ensure required data is present in the structured part—not only in a PDF attachment.

2) Totals/VAT don’t add up

Rounding differences, wrong tax categories, net/gross mixups, or a missing VAT breakdown.

Fix: verify line items, tax rates/categories, and totals using the preview.

3) Incomplete seller/buyer information

Missing addresses, unclear names, missing contact fields.

Fix: complete party data and identifiers where needed.

4) Vague line items

Missing descriptions, units, quantities, or pricing logic.

Fix: make each line item unambiguous (description + quantity/unit + price + VAT).

5) Missing references required by the recipient

PO number, project reference, contract references.

Fix: add the references agreed in your business process.

How to work with the results

Fix errors first (they often block processing).
Review warnings (not always fatal, but risky).
Re‑validate after each change round.

E‑Rechnungs‑Studio workflow (no XML editing)

Compare source PDF, preview PDF and XML side‑by‑side.
Apply changes in plain language.
Validate again until clean.

FAQ

Do I need to fix every warning?

Not always, but you should understand warnings and decide deliberately. For automated workflows, fewer warnings usually means fewer follow‑ups.

Why does the validator disagree with my PDF?

Because validation checks the structured data. A PDF can look correct while structured fields or calculation rules are missing.

Can I validate without technical skills?

Yes. Treat validation like a checklist: aim for zero errors and consistent data.

Next step

Upload your PDF, use validation as a to‑do list, and iterate until your e‑invoice is ready.