How to Convert a PDF Invoice to ZUGFeRD or XRechnung
A PDF invoice and a ZUGFeRD invoice are not the same thing. A normal PDF, even one emailed from your accounting software, contains no structured data a machine can read. ZUGFeRD embeds an EN 16931 compliant XML layer inside a PDF/A-3b container, so the file stays human-readable while DATEV, SAP, Lexware, and other systems can process it automatically. The converter above turns your existing PDF, DOCX, or XLSX invoice into that compliant file.
What the ZUGFeRD converter does
Upload an existing invoice and the converter reads it, extracts the invoice data, and rebuilds it as ZUGFeRD or XRechnung in four steps:
- It reads your PDF, DOCX, or XLSX file and detects the seller, buyer, line items, tax rates, and totals.
- It maps the data to the EN 16931 semantic model that ZUGFeRD and XRechnung share.
- It generates a ZUGFeRD PDF/A-3b with embedded CII XML, or a standalone XRechnung XML for public-sector invoices.
- It validates the result against the official EN 16931 Schematron before you download it.
ZUGFeRD or XRechnung output?
Choose ZUGFeRD when you invoice private companies (B2B): the result is a PDF your customer can open normally while their system reads the embedded data. Choose XRechnung when you invoice public authorities (B2G): the result is pure XML and requires a Leitweg-ID, which you enter during conversion.
Why a scanned or exported PDF is not enough
Under the German e-invoicing mandate (E-Rechnungspflicht), a PDF on its own is not a valid electronic invoice. Since January 2025 every business must be able to receive structured invoices, and from 2027 issuing them becomes mandatory in stages. Converting your existing PDFs is the fastest way to become compliant without changing how you produce invoices today.
Check the extracted data before you send
Automatic extraction is accurate, but you should always review the result, because figures from an unusual layout or a low-quality scan can be misread. To confirm every field, the converter can hand the extracted data to the guided ZUGFeRD editor so you can adjust it before generating the final file. Review in the guided editor →
Convert, then validate
Every file the converter produces is checked against EN 16931 before download. To re-check a file from another system, run it through the validator. Validate a ZUGFeRD or XRechnung file →
New to the format? Our guide explains what ZUGFeRD is, who the e-invoicing obligation affects, and how to avoid the most common mistakes. Read our complete ZUGFeRD guide →