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

For public-sector invoices, effectively yes: EU member states must be able to receive EN 16931-compliant e-invoices, and national rules such as Germany’s XRechnung turn that into a concrete obligation for suppliers. For cross-border B2B supplies within the EU, the ViDA directive provides for e-invoices based on EN 16931 as the rule from July 2030; member states set the details when they transpose it.

Question 3

Do I need an account?

Accepted Answer

Not to upload and review. Without an account you can process PDFs with a combined total of up to 6 pages and see the extracted data. To download the e-invoice, you need an account and one credit (single conversion) or a subscription.

Question 4

Do I need technical skills?

Accepted Answer

No XML coding is needed. Upload the PDF, then check the extracted supplier, buyer, amounts and tax details against the original before downloading. If the tax treatment is unclear, ask the person responsible for your accounts.

Question 5

How long does conversion take?

Accepted Answer

It depends on the number of pages and the quality of the source file. You see the progress while the invoice is processed. Then you review the extracted data and download the e-invoice once validation has passed.

Question 6

Can ChatGPT convert and download an invoice directly with WebMCP?

Accepted Answer

Yes. In a supported WebMCP browser, ChatGPT can guide the existing page workflow from conversion through review, validation, generation, and download. You first select one PDF in the normal file picker. ChatGPT can then read and edit the review data. Final generation and download each require explicit confirmation and a short-lived token bound to the current validated invoice. The normal web credit rules still apply. Browser and model availability can vary.

Question 7

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. Our Privacy Policy lists every retention period.

Question 8

Is my invoice information stored?

Accepted Answer

Separate encrypted diagnostic bundles for failed review or download flows may be retained for up to 14 days. We do not create a permanent invoice archive. Task and result artifacts normally remain available for up to 10 minutes, and External API tasks and results for 24 hours after completion or failure; a failed External API task with a pending credit release is kept until that release completes. For the download reminder, we keep the finished e-invoice for 24 hours and send one service reminder; turn off automated e-mails in your profile to stop this. If you ask us to keep a review result through an e-mailed link, we keep its source PDF and your review for 7 days, or until you delete it through the link. For quality assurance, we keep conversion evidence: raw files expire after 30 days, and case metadata and audit findings are kept for up to 365 days. Our Privacy Policy lists every retention period.

Question 9

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 10

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. Batches of up to 10 files are included in Professional and Enterprise; with a single credit or Starter you convert one file at a time.

Question 11

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 12

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 13

When will German B2B e-invoicing become mandatory?

Accepted Answer

Since January 1, 2025: German businesses in scope must be able to receive e-invoices. January 1, 2027: Issuers with previous-year turnover above €800,000 must generally issue B2B e-invoices. January 1, 2028: The remaining in-scope domestic B2B issuers must generally issue e-invoices. Statutory exceptions remain, including supplies by Kleinunternehmer, certain invoices up to €250, and tickets. Kleinunternehmer must still be able to receive e-invoices.

Question 14

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

Accepted Answer

ViDA (VAT in the Digital Age) is an EU package to modernize VAT. From July 1, 2030, it provides for e-invoices as the rule for cross-border B2B supplies within the EU, together with digital reporting of the transaction data to the tax authorities. Member states set the details when they transpose the directive. Businesses with cross-border trade should follow their national implementation.

Question 15

Can I send PDF invoices instead of XRechnung?

Accepted Answer

A plain PDF is not a German e-invoice because it has no structured invoice data. XRechnung is structured XML. ZUGFeRD/Factur-X can qualify with an accepted embedded-XML profile. Transition rules, statutory exceptions, and recipient requirements can still permit a plain PDF in specific cases.

Question 16

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 17

How do I submit XRechnung invoices?

Accepted Answer

Use the channel specified by the recipient. OZG-RE serves the immediate federal administration and connected entities. The former ZRE is decommissioned. States and municipalities can use separate portals or Peppol where supported.

Question 18

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 19

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 20

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 21

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 22

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 23

Are my uploaded invoices stored permanently?

Accepted Answer

Separate encrypted diagnostic bundles for failed review or download flows may be retained for up to 14 days. No, we do not store your uploaded invoices permanently. Task and result artifacts normally remain available for up to 10 minutes for download recovery and troubleshooting, and External API tasks and results for 24 hours (a failed External API task with a pending credit release is kept until that release completes). For the download reminder, we keep the finished e-invoice for 24 hours and send one service reminder; turn off automated e-mails in your profile to stop this. If you ask us to keep a review result through an e-mailed link, we keep its source PDF and your review for 7 days, or until you delete it through the link. For quality assurance, we keep conversion evidence, including uploaded files; these raw files expire after 30 days, and case metadata and audit findings are kept for up to 365 days. Our Privacy Policy lists every retention period.

Question 24

How is my data protected and secured?

Accepted Answer

We implement multiple layers of security: HTTPS encryption for all data transmission, secure hosting with backend hosting and database providers in the EU/EEA (DPA Annex 1), strict access controls, and password hashing. All processing follows GDPR standards with appropriate technical and organizational measures (TOMs).

Question 25

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), Microsoft Azure OpenAI for primary or fallback AI processing in the EU Data Zone, Koyeb for backend hosting (EU/EEA per DPA Annex 1), Cloudflare for security, and Stripe for payments. All international transfers use Standard Contractual Clauses (SCCs).

Question 26

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 27

When do you refund a payment?

Accepted Answer

Contact support with the invoice file; we first try to fix the problem. If a paid single conversion still fails because of a technical error that our support cannot fix, we refund it on request (money-back guarantee). User errors and invalid source files are not covered. Your first subscription includes a 3-day trial: cancel before it ends and there is no charge or refund. For charged subscriptions, cancellation within an eligible 3-day refund window triggers an automatic full refund; your profile shows the deadline. No technical failure or support request is required. If the first SEPA payment is still processing, we cancel access immediately and refund automatically once the money arrives. If the debit fails without a payment, there is nothing to refund. Read the money-back guarantee.

Question 28

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 29

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 30

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 31

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 32

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 33

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 34

What happens to my data when using AI conversion?

Accepted Answer

Separate encrypted diagnostic bundles for failed review or download flows may be retained for up to 14 days. Your invoice data is temporarily processed by our AI partners (OpenAI, Mistral AI and Microsoft Azure OpenAI for primary or fallback processing in the EU Data Zone) 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 normally remain available for up to 10 minutes. For quality assurance, we keep conversion evidence whose raw files expire after 30 days; case metadata and audit findings are kept for up to 365 days. Our Privacy Policy lists every retention period.

Question 35

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. Batches of up to 10 files are included in Professional and Enterprise; with a single credit or Starter you convert one file at a time.

Question 36

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 37

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 38

Can I include attachments such as time sheets in the conversion?

Accepted Answer

Yes. Select the invoice and its supporting PDFs together and choose Invoice + attachments. One file is the main invoice; up to nine further PDFs, for example time sheets, delivery notes or measurement records, are embedded in the XRechnung or ZUGFeRD file. This counts as one conversion. For ZUGFeRD the attachments may add up to about 13.5 MB.

Question 39

How are advance payments handled when I convert a final invoice?

Accepted Answer

For a final invoice issued after advance invoices, the review shows a table of the received advance payments with advance invoice number, date, net, VAT and gross. Advances printed on the final invoice are read from it; you can complete or correct every row. The rows must add up to the prepaid amount (BT-113) before the e-invoice is created. The table is embedded in the e-invoice as a PDF, so the recipient can trace every deduction.

Question 40

Can I save my company details and bank accounts for future conversions?

Accepted Answer

Yes. In your profile you save your seller master data once: name, address, VAT ID or tax number, electronic address and up to five bank accounts. With automatic use switched on, the saved values replace the values read from the invoice, so a misread IBAN does not end up in the e-invoice. If you change seller details during review, we offer to save them to your profile. This works with every account.

Question 41

Which paid options are available?

Accepted Answer

You can pay per conversion without a subscription or choose a subscription. You buy one credit per conversion (€5 excl. taxes); it stays in your account until you use it. Billing starts when you choose and confirm a paid option.

Question 42

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 43

Does creating an account start billing?

Accepted Answer

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

Question 44

When do I need a credit card?

Accepted Answer

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

Question 45

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 46

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 47

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 48

What is the difference between ZUGFeRD and Factur-X?

Accepted Answer

ZUGFeRD and Factur-X are the German and French names for a jointly maintained hybrid PDF/XML standard from FeRD and FNFE-MPE. Match the version and profile to your recipient’s requirements. Shared technical specifications do not replace national invoice requirements or submission through the required platform; a valid file alone does not establish compliance with a country’s entire invoicing process.