Frequently Asked Questions

Question 1

What is EN 16931?

Accepted Answer

EN 16931 is the European standard for electronic invoicing, required for public procurement across the EU. It defines the semantic data model and technical requirements for e-invoices to ensure cross-border interoperability.

Question 2

Is EN 16931 mandatory?

Accepted Answer

Yes, any business sending invoices to public authorities in the EU is required to comply with EN 16931. Additionally, from July 2030, all cross-border B2B transactions within the EU will require EN 16931-compliant e-invoices.

Question 3

Do I need technical skills?

Accepted Answer

No. Our tool is designed to be user-friendly. Simply upload your PDF, and we'll handle the rest.

Question 4

How long does conversion take?

Accepted Answer

The conversion from PDF to different EN 16931 e-invoice standards (e.g., XRechnung, ZUGFeRD) typically takes 10-30 seconds. You can download your e-invoice within seconds.

Question 5

How is my data protected?

Accepted Answer

We use state-of-the-art encryption and security measures to protect your data. Uploads are processed securely and are not kept permanently; task and result artifacts may remain available briefly for retrieval and troubleshooting, normally up to 10 minutes.

Question 6

Is my invoice information stored?

Accepted Answer

We do not create a permanent invoice archive. Conversion data and task/result artifacts are retained only briefly to deliver downloads and support retries, normally up to 10 minutes, then deleted or expired.

Question 7

What happens if there's an error in conversion?

Accepted Answer

Our AI is highly accurate, but in the rare case of an error, you can manually edit the output before finalizing. We also provide customer support to assist with any issues.

Question 8

Can I use this for multiple invoices?

Accepted Answer

Yes, our service is designed to handle both single and batch conversions. You can upload multiple PDF invoices and convert them to the e-invoice format of your choice.

Question 9

What is the difference between XRechnung and EN 16931?

Accepted Answer

EN 16931 is the European e-invoicing standard, while XRechnung is Germany's national implementation of this standard. XRechnung adds specific German requirements while maintaining compatibility with EN 16931.

Question 10

Is XRechnung mandatory for all invoices to German authorities?

Accepted Answer

Yes, since November 27, 2020, XRechnung is mandatory for all invoices to German federal authorities, with few exceptions (e.g., invoices under €1,000). Many state and local authorities also require XRechnung.

Question 11

When will German B2B e-invoicing become mandatory?

Accepted Answer

Since January 1, 2025: All German businesses must be able to receive e-invoices. This obligation is already in force. January 1, 2027: Companies with a previous-year turnover above €800,000 must issue B2B e-invoices. January 1, 2028: All companies must issue e-invoices for domestic B2B transactions, regardless of size. Until then, transitional rules still allow paper or simple PDF invoices. Small businesses and freelancers under the small business regulation (§19 UStG) are exempt from the issuing requirement but must still accept e-invoices.

Question 12

What is the EU ViDA initiative and how does it affect e-invoicing?

Accepted Answer

ViDA (VAT in the Digital Age) is an EU initiative to modernize VAT systems. Key timeline: July 1, 2030 - mandatory e-invoicing for all cross-border B2B transactions within the EU. This includes real-time reporting to tax authorities and standardized VAT data exchange between member states. Businesses engaged in cross-border trade should prepare for these requirements.

Question 13

Can I send PDF invoices instead of XRechnung?

Accepted Answer

No, PDF invoices are not accepted as e-invoices by German authorities. XRechnung requires structured XML data that can be processed automatically.

Question 14

What formats are accepted for XRechnung?

Accepted Answer

XRechnung accepts two XML syntax bindings defined by the current KoSIT release: Universal Business Language (UBL 2.1) and UN/CEFACT Cross Industry Invoice (CII). Both must comply with EN 16931.

Question 15

How do I submit XRechnung invoices?

Accepted Answer

XRechnung invoices can be submitted through various channels: the central platforms ZRE (for federal authorities) and OZG-RE (for state authorities), via PEPPOL network, or through approved service providers. Note: ZRE and OZG-RE platforms are being consolidated to streamline the submission process.

Question 16

What information must be included in an XRechnung invoice?

Accepted Answer

Besides standard invoice elements, XRechnung requires specific information like the buyer reference (Leitweg-ID), payment terms, bank details, and the invoice issuer's contact information.

Question 17

Can I use ZUGFeRD instead of XRechnung?

Accepted Answer

Some recipients also accept ZUGFeRD/Factur-X in an XRechnung-compatible profile, but pure XRechnung XML remains the default format for German B2G workflows. ZUGFeRD is especially useful for B2B because it combines a visual PDF with structured XML data. Always confirm the accepted format with your recipient platform.

Question 18

Do I need special software for XRechnung?

Accepted Answer

Yes, you need software capable of creating XML files in the required format. Our tool helps you create valid XRechnung invoices from your existing PDF invoices.

Question 19

Where can I find official information about XRechnung?

Accepted Answer

You can find comprehensive information about XRechnung on the official government portals: • XRechnung FAQ Portal• Federal E-Invoicing Portal• Federal Ministry of the Interior (BMI) Guidelines

Question 20

When did XRechnung become mandatory?

Accepted Answer

Since November 27, 2020, all suppliers to German federal agencies must submit invoices in XRechnung format. This requirement is part of the German government's digitalization initiative. For more details, visit the BMI website.

Question 21

Are my uploaded invoices stored permanently?

Accepted Answer

No, we do not store your uploaded invoices permanently. Files are processed for conversion, and task/result artifacts may remain available briefly for download recovery and troubleshooting, normally up to 10 minutes. We do not build a repository of user-uploaded files.

Question 22

How is my data protected and secured?

Accepted Answer

We implement multiple layers of security: HTTPS encryption for all data transmission, secure hosting in Frankfurt, Germany (EU), strict access controls, and password hashing. All processing follows GDPR standards with appropriate technical and organizational measures (TOMs).

Question 23

What third-party services do you use for processing?

Accepted Answer

We use several trusted partners: OpenAI and Mistral for AI conversion (with GDPR-compliant Data Processing Agreement), Koyeb for hosting (Frankfurt, Germany), Cloudflare for security, and Stripe for payments. All international transfers use Standard Contractual Clauses (SCCs).

Question 24

What are my data protection rights under GDPR?

Accepted Answer

You have comprehensive rights: Access (see what data we have), Rectification (correct errors), Erasure (delete your data), Restriction (limit processing), Data Portability (export your data), and Object (opt-out of certain processing). Contact us at contact@invoice-converter.com to exercise these rights.

Question 25

Do you offer refunds if I'm not satisfied?

Accepted Answer

Yes, we offer a money-back guarantee under specific conditions. If you are unable to successfully convert a PDF invoice to one of our supported e-invoicing standards (ZUGFeRD, XRechnung) and we are unable to resolve the issue, you are eligible for a refund. Learn more about our money-back guarantee policy.

Question 26

What happens if there's a data breach?

Accepted Answer

While we implement strong security measures, if a breach occurs we will notify you and authorities as required by GDPR (within 72 hours to authorities, without undue delay to affected users). Our incident response procedures ensure rapid containment and transparent communication.

Question 27

Am I responsible for legal compliance of converted invoices?

Accepted Answer

Yes, you remain responsible for your specific legal and tax obligations. We provide operational conversion and validation guidance, not legal or tax advice. For your situation, consult qualified legal/accounting professionals.

Question 28

What is UBL and how does it relate to XRechnung?

Accepted Answer

UBL (Universal Business Language) is one of two XML syntax formats accepted for XRechnung. UBL is an international standard that provides a common vocabulary for electronic business documents. XRechnung can be delivered in either UBL 2.1 or UN/CEFACT CII format, both complying with EN 16931.

Question 29

What is CII format for e-invoicing?

Accepted Answer

CII (Cross Industry Invoice) is a UN/CEFACT invoice syntax. In the XRechnung context, it is one of the supported XML syntax bindings alongside UBL 2.1, as defined by the current XRechnung validation artefacts.

Question 30

What is ZUGFeRD and how is it different from XRechnung?

Accepted Answer

ZUGFeRD is a hybrid PDF/XML format combining a human-readable PDF with embedded structured XML data. It is common in B2B workflows because one file supports both visual review and automated processing. For German B2G, pure XRechnung XML is usually the safer default unless the recipient explicitly accepts a compatible ZUGFeRD/Factur-X profile.

Question 31

Which EU countries require e-invoicing for B2G transactions?

Accepted Answer

Most EU countries now require e-invoicing for B2G (Business-to-Government) transactions: Germany (XRechnung), Italy (FatturaPA), France (Chorus Pro), Spain (FACe), Netherlands (NLCIUS), and many others. Each has specific requirements, but all must comply with the base EN 16931 standard.

Question 32

What happens to my data when using AI conversion?

Accepted Answer

Your invoice data is temporarily processed by our AI partners (OpenAI, Mistral AI) under strict GDPR-compliant contracts. Data is transmitted securely via HTTPS and processed for conversion only; it is not used for training AI models. Our own task/result artifacts may remain briefly available for delivery and troubleshooting, normally up to 10 minutes.

Question 33

Can I convert invoices in bulk or batches?

Accepted Answer

Yes, our service supports bulk conversion for multiple invoices. You can upload several PDF invoices simultaneously and convert them efficiently to XRechnung, UBL, or other formats.

Question 34

How accurate is the AI conversion process?

Accepted Answer

Our AI achieves high accuracy in data extraction from standard invoices. The system uses advanced machine learning to recognize invoice layouts, extract key data fields, and structure them according to e-invoicing standards. However, we recommend reviewing converted output for critical transactions.

Question 35

What invoice formats can be converted to XRechnung?

Accepted Answer

We support conversion from PDF invoices to XRechnung XML (both UBL and CII formats), ZUGFeRD, and other e-invoicing standards. Our AI can process various PDF layouts, including scanned documents, and extract structured data for compliant electronic invoicing.

Question 36

Which paid options are available?

Accepted Answer

You can choose pay-per-use credits or a subscription. Billing starts when you choose and confirm a paid option.

Question 37

What technical standards does your conversion follow?

Accepted Answer

Our conversions follow the EN 16931 semantic model, the current XRechnung/KoSIT validation artefacts where applicable, UBL 2.1, and the relevant UN/CEFACT CII syntax binding for the selected profile. Outputs are validated against official artefacts to support German and EU e-invoicing requirements.

Question 38

Does creating an account start billing?

Accepted Answer

No. Billing starts only when you choose and confirm a paid plan.

Question 39

When do I need a credit card?

Accepted Answer

A valid credit card is required when you start the Starter plan.

Question 40

When am I charged, and what happens if I cancel within 3 days?

Accepted Answer

Your first subscription payment is charged after the first 3 days. If you cancel during those 3 days, no subscription payment is charged.

Question 41

Do I need a Leitweg-ID?

Accepted Answer

You only need a Leitweg-ID when invoicing German public-sector (B2G) recipients. It is a routing identifier assigned by the receiving authority and must be included as the buyer reference in an XRechnung. For B2B invoices between companies, no Leitweg-ID is required.

Question 42

Can I email a ZUGFeRD invoice?

Accepted Answer

Yes. A ZUGFeRD invoice is a regular PDF with embedded XML, so you can send it by email like any other PDF, and the recipient can process the structured data automatically. Peppol is an alternative transmission network, not a requirement for ZUGFeRD.

Question 43

What is the difference between ZUGFeRD and Factur-X?

Accepted Answer

Technically they are the same hybrid PDF/XML standard, maintained jointly by FeRD (Germany) and FNFE-MPE (France). Since ZUGFeRD 2.1 and Factur-X 1.0 the formats are identical; only the name differs by market. An invoice that is valid in one is valid in the other.