How to Convert a PDF Invoice to Peppol BIS 3.0 XML

If you have existing PDF invoices and need to submit them in Peppol BIS 3.0 XML format — whether for a government contract, a trading partner requirement, or an upcoming national e-invoicing mandate — this guide walks you through the entire conversion process using InvoicePeppol.

This guide is for accountants, finance teams, and business owners who already issue invoices as PDFs and need to convert them to structured Peppol XML without re-keying every field by hand. The process takes under a minute per invoice.

Step-by-Step: Convert a PDF Invoice to Peppol BIS 3.0

1. Sign up or log in to InvoicePeppol

   Create a free account at InvoicePeppol. You can sign up with your email or use Google login. Free accounts include a set number of conversions per month — no credit card required to start.

2. Upload your PDF invoice

   Go to the PDF converter and upload your invoice file. The system accepts standard PDF invoices — scanned documents work too, though PDFs with selectable text produce the most accurate results. The maximum file size is 10 MB.

3. AI extracts your invoice data

   InvoicePeppol's AI reads your PDF and automatically extracts all invoice fields: seller and buyer details (names, addresses, VAT numbers), invoice number, dates, payment information, line items with quantities and prices, and tax breakdowns. This typically takes a few seconds.

4. Review the extracted fields

   You'll see a structured form showing everything the AI extracted. Review each section carefully: seller information (company name, address, VAT ID), buyer information (recipient details, Peppol participant ID if applicable), line items (descriptions, quantities, unit prices, VAT rates), and totals (net amount, VAT, gross total). Edit any field that needs correction.

5. Select Peppol BIS 3.0 as the output format

   Choose Peppol BIS 3.0 (UBL 2.1) from the output format options. This generates XML that conforms to the Peppol Business Interoperability Specification and passes Peppol validation rules.

6. Download your Peppol XML

   Click "Convert" and your validated Peppol BIS 3.0 XML file is generated instantly. Download it and submit it to your Peppol Access Point provider, upload it to your government procurement portal, or import it into your accounting software.

What's in the Output XML?

The Peppol BIS 3.0 file InvoicePeppol generates is a UBL 2.1 XML document conforming to the EN 16931 European e-invoicing standard. At a structural level, it contains:

• Invoice header — invoice number, issue date, due date, currency code (ISO 4217), and document type code
• AccountingSupplierParty — the seller's legal name, postal address, country, VAT number, and optional Peppol endpoint ID
• AccountingCustomerParty — the buyer's details in the same structure
• PaymentMeans — how the invoice should be paid (bank transfer with IBAN/BIC, direct debit, etc.)
• TaxTotal — VAT summary with breakdowns per tax category and rate
• LegalMonetaryTotal — net amount, tax amount, payable amount, and any allowances or charges
• InvoiceLine — one entry per product or service, each with its own description, quantity, price, and tax classification

The XML validates against both the UBL 2.1 schema and Peppol's business rules (known as Schematron rules). These rules enforce practical constraints — for example, that the sum of line amounts equals the invoice total, or that reverse-charge invoices carry zero tax.

Next Steps

Now that you know how to convert PDFs to Peppol XML, you might find these resources helpful:

• Peppol BIS 3.0 Format Guide — deep dive into the Peppol specification, validation rules, and country-specific requirements
• Belgium E-Invoicing Guide — Belgium's B2B Peppol mandate explained
• Netherlands E-Invoicing Guide — Peppol adoption in the Netherlands
• XRechnung Format Guide — if you also invoice German public sector entities

Frequently Asked Questions