Guide · Updated May 2026
Markdown exportPDF invoice readiness for e-invoicing
Use this checklist before upload to spot missing fields, weak scans, and review work that can block validated export.
What this means
A PDF can be the source for conversion, but the compliant artifact is the reviewed structured data or a hybrid file with embedded XML.
If a buyer or portal expects an e-invoice, treat the PDF as evidence to extract and verify, not as the final machine-readable invoice by itself.
Before you upload
Use these points as the practical checks for this section.
- Use the final issued invoice, not a draft, quote, order confirmation, or pro forma document.
- Check that seller, buyer, invoice number, issue date, currency, totals, VAT, payment terms, and every line item are visible.
- Prefer a text-based PDF. If it is scanned, make sure the scan is straight, complete, and readable at normal zoom.
- Have the expected output format ready, such as XRechnung, ZUGFeRD, Factur-X, UBL, or CII.
- Keep recipient references nearby, especially buyer reference, purchase order, Leitweg-ID, VAT ID, and service period.
Why review is normal
Conversion can fill structured fields only when the source evidence is clear enough. Review catches OCR mistakes, missing mandatory fields, total mismatches, and buyer-specific routing details before export.
When to ask for a better source
Use these points as the practical checks for this section.
- The PDF is a screenshot, photo, or scan with cropped edges.
- The invoice has handwritten changes, merged pages, or multiple invoices in one file.
- Important totals, tax rows, bank details, or line items are blurry or partly hidden.
- The buyer requires portal-specific references that are not on the invoice.