E‑Rechnungs-StudioConvert a PDF to ZUGFeRD: a hybrid e‑invoice as PDF/A‑3
ZUGFeRD is perfect when you want to keep the familiar human‑readable PDF but also provide machine‑readable e‑invoice data. The result is one file: people read the PDF, systems process the embedded XML. E‑Rechnungs‑Studio turns an existing invoice PDF into a ZUGFeRD PDF, validates the data, and lets you correct issues via plain‑language change requests.
Quick summary (TL;DR)
- ZUGFeRD = PDF + embedded XML (hybrid format).
- For processing, the structured data matters—not only the visual PDF.
- You get a final single PDF that works for people and systems.
What is ZUGFeRD?
ZUGFeRD is a hybrid e‑invoice format: a PDF/A‑3 file with embedded XML, typically based on EN 16931. It’s widely used in B2B contexts where recipients still expect a PDF but want automated import and checks.
Why “PDF only” often isn’t enough
A PDF is visual—not reliably structured. If your recipient expects structured invoice data for automation, you need an e‑invoice format (XML) that follows a standard.
ZUGFeRD gives you that without losing the familiar PDF.
How to create a ZUGFeRD PDF from an existing PDF
1) Upload your PDF
Upload your invoice PDF. The tool extracts header fields, parties, line items, VAT and totals.
2) Review preview + XML
Compare the original source PDF, the preview PDF rendered from extracted data, and the embedded XML data.
3) Understand validation results
Issues are grouped by severity and explained in practical terms so you know what to fix next.
4) Request changes in plain language
Use changes like “Add missing payment terms”, “Correct the buyer address”, or “Line item 3 needs a clearer description”.
5) Export the final ZUGFeRD PDF
Once everything checks out, export the final ZUGFeRD PDF with embedded XML.
What you should double‑check
- Do totals/VAT calculations match exactly?
- Are seller/buyer details complete?
- Are line items unambiguous (quantity, unit, description, price, VAT)?
- Are payment terms clear (due date, IBAN/BIC, discounts)?
FAQ
Is ZUGFeRD an e‑invoice?
Yes—if the embedded XML meets the required standard/profile (for example, EN‑16931‑compliant data).
What if the PDF and XML differ?
In hybrid invoices, the structured data is the authoritative part. That’s why reviewing and validating the extracted data matters.
Do I need XML skills?
No. E‑Rechnungs‑Studio handles XML generation and validation; you provide change requests in plain language.
Can I export XML only instead of a hybrid PDF?
Yes—some recipients require pure XML (e.g., XRechnung) rather than a hybrid PDF.
Get started
Upload your PDF and generate a clean ZUGFeRD hybrid e‑invoice that works for both humans and systems.