# PDF 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 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

- 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.

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