Convert PDF to ZUGFeRD: A Guide in 3 Steps
Many companies still create their invoices as simple PDF files — with Word, Excel, or accounting software that doesn't support e-invoice formats. These PDFs do not meet the requirements of the e-invoice mandate. The good news: you don't need to overhaul your invoicing workflow — you can simply convert existing PDFs.
> Quick answer: With TaxLayer, you upload your PDF invoice, the AI extracts all data automatically, and generates a validated ZUGFeRD 2.1 PDF/A-3 file. The entire process takes under 30 seconds, and the data never leaves your browser.
Why should I convert my PDF invoices to ZUGFeRD?
Starting in 2027 or 2028, all B2B invoices must be sent as structured e-invoices. A simple PDF does not meet this requirement. ZUGFeRD is the most practical solution for most companies because the invoice remains readable as a PDF while simultaneously containing machine-readable data.
TaxLayer solves this problem: it takes your existing PDF invoice and automatically converts it into a ZUGFeRD 2.1 PDF/A-3 file.
How does the conversion work step by step?
Step 1: Upload PDF
Open TaxLayer and drag your PDF invoice into the upload area. All common PDF invoices up to 20 MB are supported.
Step 2: Review AI extraction
TaxLayer analyzes the PDF and automatically extracts:
- Invoice number and date
- Seller and buyer data
- VAT IDs and tax numbers
- IBAN and payment information
- All invoice line items with quantities and prices
- Tax breakdown by tax rates
The result is then validated against the EN 16931 required fields. Missing fields are flagged so you can complete them.
Step 3: Download ZUGFeRD PDF
You receive a PDF/A-3 file with an embedded factur-x.xml. This file is:
- Human-readable: Looks like your original invoice
- Machine-readable: Contains all data as structured XML
- EN 16931 compliant: Meets the European invoice standard in the EN 16931 (COMFORT) profile
- KoSIT-validatable: Can be checked with the official KoSIT Validator
How can I verify the result after conversion?
Check the result after conversion with the free ZUGFeRD & XRechnung Validator — also works with ZUGFeRD PDFs directly in the browser. Alternatively, you can create an XRechnung via the form-based XRechnung Generator.
What if I need XRechnung instead of ZUGFeRD?
No problem. After the AI extraction, you can switch the output format. TaxLayer generates either ZUGFeRD 2.1 or XRechnung 3.0 — the data does not need to be re-entered.
Start converting now: TaxLayer — the first 2 conversions per month are free, no credit card required.
Frequently asked questions
Can I convert a regular PDF invoice to ZUGFeRD?
Yes. With TaxLayer, you upload your existing PDF invoice, the AI extracts all data, and generates a validated ZUGFeRD 2.1 PDF/A-3 file. The first 2 conversions per month are free.
Will my original PDF be modified?
No. The original PDF remains unchanged. TaxLayer creates a new file with the suffix _zugferd.pdf.
What happens with my invoice data?
Your invoice contents (PDF, extracted data, XML) are not stored. They are processed only in memory and immediately discarded. Only account data and usage counters are stored in Firebase (Frankfurt). GDPR-compliant.
How accurate is the AI extraction?
The extraction is very accurate for standard German invoices. For unusual layouts, we recommend reviewing the result in the data preview and making manual corrections if needed.
Which ZUGFeRD profile is used?
TaxLayer generates ZUGFeRD files in the EN 16931 (COMFORT) profile — the standard that fulfills the e-invoice mandate and is optimally processed by DATEV, Lexware, and sevDesk. Details: ZUGFeRD Profiles Explained.
Can I generate an XRechnung instead of ZUGFeRD?
Yes. After the AI extraction, you can choose between ZUGFeRD 2.1 and XRechnung 3.0 — without re-entering the data. Comparison: XRechnung vs. ZUGFeRD.
Free tools
Related articles
Convert PDF invoices now
Try TaxLayer for free — 2 conversions per month, no credit card required.
Get started