Converting PDF to XRechnung – compliance achieved?

by | Jul 16, 2025 | E-invoicing

Since the implementation of the B2B e-invoicing mandate in Germany, electronic invoices have been prioritized. Now companies based in Germany must be able to receive e-invoices. They can still exchange PDF or paper-based invoices, but only with the explicit consent of both parties.

With such multi-level digitisation, PDF invoices still remain popular. Entrepreneurs are so used to this that they are happy to look for ways to keep PDF invoices in use. At this moment, software service providers are stepping in to offer digital conversion from PDF to XRechnung. This approach allows companies to keep their internal organization and processes but is detrimental in the long run.

How reliable are the conversion tools?

When converting PDF invoices to XRechnung format, the reliability of the conversion tool is of the utmost importance. These tools are designed to extract data from a PDF file and reformat it into a structured electronic invoice that complies with German regulations. However, this process is not foolproof.

Errors can occur during the data extraction phase, resulting in inaccurate invoice details such as incorrect amounts, item descriptions or tax calculations. In addition, formatting errors can affect your XRechnung file and lead to problems with the recipient or regulatory authorities. This can cause delays in payment processing, strained relationships with business partners and even legal consequences.

Are you able to verify the accuracy of every converted invoice? If your organization does not have the resources to manually check each file, the risk of error remains high. This lack of reliability undermines the very purpose of e-invoicing, which is to comply with regulations and streamline processes.

Hidden costs of e-mail exchange

Sending electronic invoices by email is another common practice, but it comes with significant security risks. Email systems are vulnerable to cyberattacks, including hacking, phishing, and interception. If an invoice is compromised during transmission, sensitive financial information about your organisation and business partners can fall into the hands of malicious actors.

Such security breaches can have far-reaching consequences. For example, leaked invoice data can lead to fraud, identity theft, or unauthorised changes to payment data. The reputational damage caused by such incidents can undermine trust between your organisation and business partners, ultimately impacting on your bottom line.

Aside from security, invoicing by email is inefficient and time-consuming. Each invoice requires manual intervention, from attaching the file to composing the email and ensuring it reaches the right recipient. This process is prone to human error and delays, especially when it comes to large volumes of invoices.

Solution to these challenges? Automated e-invoicing platforms resolve these challenges by using Peppol as a secure and standardized communication method. By adhering to strict compliance standards and using encryption protocols, Peppol protects sensitive data and prevents unauthorized access during invoice exchange.

The choice between temporary solutions and long-term strategy

The e-invoicing landscape in Germany is evolving rapidly and companies need to adapt to stay ahead. The XRechnung format, which was originally introduced for transactions in the public sector, is gradually becoming the standard in various industries. As electronic invoicing continues to gain traction, relying on manual conversion tools is no longer a sustainable option.

What PDF to XRechnung conversion tools lack is scalability, so they are not suitable for organisations that process large volumes of invoices. Furthermore, such tools do not integrate seamlessly with enterprise resource planning (ERP) systems, leading to inefficiencies and bottlenecks in the invoicing workflow.

By investing in a robust e-invoicing platform, you can future-proof your business. These platforms offer scalability, automation and compliance, ensuring your invoicing processes can keep pace with regulatory changes and business growth. They also offer real-time tracking and reporting capabilities that provide greater visibility and control over invoice management. This way, your company can move away from reactive compliance measures and adopt a proactive strategy that increases efficiency, security and reliability. The question is no longer whether you can achieve compliance through a manual transition, but whether your organization can thrive in the age of e-invoicing with the right tools and strategy.

Aleksandra Vovchenko
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