How to Convert a PDF Invoice to ZUGFeRD XML

ZUGFeRD is a unique e-invoicing format that combines a human-readable PDF with machine-readable XML in a single file. If you already have PDF invoices and need to upgrade them to ZUGFeRD for compliance with Germany's e-invoicing requirements — or simply to enable automated processing while keeping the visual invoice intact — this guide shows you how.

This is for businesses trading in Germany, Austria, or Switzerland (the DACH region), companies preparing for Germany's B2B e-invoicing mandate, and anyone who wants to send invoices that both humans and software can read without separate files.

Step-by-Step: Convert a PDF Invoice to ZUGFeRD

1. Sign up or log in to InvoicePeppol

   Create a free InvoicePeppol account with your email or Google login. Your free tier includes monthly conversions — no credit card needed.

2. Upload your PDF invoice

   Go to the PDF converter and upload your invoice. Standard PDF invoices from any accounting software work — DATEV, Lexware, SAP, or even a simple Word-to-PDF export. Text-based PDFs produce the best extraction accuracy.

3. AI extracts your invoice data

   InvoicePeppol's AI analyses your PDF and extracts all structured data: seller and buyer details, invoice number, issue and due dates, line items with descriptions, quantities, unit prices, VAT rates, payment information, and totals. The extraction typically completes in seconds.

4. Review the extracted data

   Carefully review the structured form. Check seller and buyer names, addresses, and VAT numbers. Verify each line item — description, quantity, unit price, and VAT rate. Confirm that totals (net, VAT, gross) are correct. For ZUGFeRD, accurate data is essential because the embedded XML must match the visual PDF.

5. Select ZUGFeRD as the output format and choose a profile

   Choose ZUGFeRD from the output format options. You'll also select a profile that determines how much structured data is included in the XML (see the profiles section below). For most business use cases, the EN 16931 (Comfort) profile is the right choice — it's fully compliant with the European e-invoicing standard.

6. Download your ZUGFeRD file

   InvoicePeppol generates a PDF/A-3 file with the CII XML embedded as an attachment. The result is a single file that looks like a normal PDF when opened in any PDF viewer, but contains the full structured invoice data inside. Download it and send it to your trading partner, upload it to a portal, or import it into ERP software that supports ZUGFeRD.

ZUGFeRD Profiles Explained

ZUGFeRD defines several profiles that control how much structured data is included in the embedded XML. Each profile builds on the previous one:

• Minimum — contains only basic metadata (invoice number, date, total amount, seller/buyer names). Not sufficient for automated processing or EN 16931 compliance. Useful only as a transitional step.
• Basic WL (Without Lines) — adds payment details and tax breakdown, but no individual line items. Suitable for simple invoices where line-level detail isn't needed.
• Basic — includes line items with descriptions, quantities, and prices. A practical choice for straightforward B2B invoices.
• EN 16931 (Comfort) — the recommended profile. Fully compliant with the European e-invoicing standard EN 16931. This is the profile required for Germany's B2B mandate and accepted across the EU. It includes all fields defined in the European standard.
• Extended — adds fields beyond EN 16931 for complex scenarios like group billing, detailed delivery information, or additional trade terms. Use this only if your trading partner specifically requires it.

For Germany's e-invoicing mandate, you need at minimum the EN 16931 profile. InvoicePeppol defaults to this profile to ensure compliance.

What's in the Output File?

A ZUGFeRD file is a PDF/A-3 document with an embedded XML attachment named factur-x.xml (or zugferd-invoice.xml in older versions). The XML uses the UN/CEFACT Cross Industry Invoice (CII) syntax — a different XML standard than UBL, but equally compliant with EN 16931.

The embedded XML contains:

• Exchange document context — identifies the ZUGFeRD profile and specification version
• Header — invoice number, type code, issue date, and currency
• Seller (SellerTradeParty) — legal name, address, VAT ID, and contact details
• Buyer (BuyerTradeParty) — recipient name, address, and identifiers
• Payment terms — due date, payment method, IBAN/BIC, and any discount terms (Skonto)
• Tax summary — applicable VAT rates and calculated amounts
• Line items — product/service entries with quantities, unit prices, and tax categories
• Monetary summary — net total, tax total, and amount due

The visual PDF layer looks exactly like a normal invoice — recipients who don't have ZUGFeRD-capable software can simply open it as a regular PDF. Recipients with compatible ERP or accounting software can import the XML data automatically, eliminating manual data entry.

Next Steps

Learn more about ZUGFeRD and related formats:

• ZUGFeRD Format Guide — comprehensive technical overview of the ZUGFeRD specification, profiles, and validation
• Germany E-Invoicing Guide — full details on Germany's B2G and B2B e-invoicing mandates and how ZUGFeRD fits in
• Factur-X Format Guide — the French-German twin of ZUGFeRD, technically identical from version 2.x onwards
• XRechnung Format Guide — Germany's pure-XML alternative to ZUGFeRD, required for some B2G scenarios
• Peppol BIS 3.0 Guide — if you also need to send invoices across the Peppol network

Frequently Asked Questions