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26 Create ZUGFeRD/Factur-X

Task: Create ZUGFeRD

26.1 Description

The Create ZUGFeRD/Factur-X task converts a PDF into an electronic invoice according to the ZUGFeRD or Factur-X standard. A pre-existing structured XML file with invoice data is embedded in the PDF and the PDF is converted to PDF/A-3b format.

Typical Use Cases

  • E-Invoice: Prepare PDF invoices for B2B or B2G requirements
  • XRechnung: Create German government invoices according to EU standard
  • Factur-X: Create French/European e-invoices
  • Automation: Combine invoice PDFs with existing XML data

26.2 General Settings

Enabled

Enable this option so the task is executed for matching PDF files. Disabled tasks are skipped.

26.3 ZUGFeRD Version

ZUGFeRD Configuration

Select the ZUGFeRD version:

Version Description
ZUGFeRD 2.1 Widely used version
ZUGFeRD 2.3.2 Current version (recommended)

26.4 Conformance Level

Choose the conformance level based on your requirements:

Level Description Usage
Minimum Minimum requirements Simple invoices
Basic Basic invoice data Standard invoices
Basic WL Basic without line item details Invoices without individual items
Comfort Extended invoice data Detailed invoices
Extended Complete invoice data Complex invoices
EN16931 EU standard for e-invoices EU-wide exchange
XRechnung German government standard Invoices to authorities

26.5 XML File

XML Source

Path to XML File

Specify the path to the XML file with invoice data. You can use placeholders.

Examples:

Input Result
D:\XML\<RuleId:1(InvoiceNo)>.xml D:\XML\2024001.xml
<ParentDirectory>\<FileName>.xml C:\Invoices\Invoice_001.xml

Search in Parent Folder

Enable this option to automatically search for the XML file in the same folder as the PDF.

Filename in Parent Folder

When “Search in Parent Folder” is enabled, specify the filename of the XML file. Default: factur-x.xml

26.6 Storage Location

Directory

Specify the target directory for the ZUGFeRD file.

Note: It’s recommended to use a separate folder for each processing step to ensure clear separation.

Filename

Set the name for the resulting ZUGFeRD PDF file.

Name Collisions

Choose what should happen if a file with the target name already exists.

26.7 File Date

Adjust Creation and Modification Date

Optionally, you can change the file date of the ZUGFeRD file.

26.8 Afterwards

Call External Program

After creating the ZUGFeRD file, an external program can be started automatically.

Parameters: Available placeholders: - <PathIncludingFilename> - Full path of the ZUGFeRD file - <ParentDirectory> - Path of parent folder - <Filename> - Filename

26.9 Example: Invoices for Government (XRechnung)

Initial Situation

You need to submit invoices to German authorities in XRechnung format. The XML files are created by your accounting software in the same folder as the PDFs.

Prerequisites

  • PDF invoice present
  • XML file with XRechnung-compliant data in the same folder

Configuration

  1. Enabled: Yes
  2. ZUGFeRD Version: ZUGFeRD 2.3.2
  3. Conformance Level: XRechnung
  4. Search in Parent Folder: Yes
  5. Filename in Parent Folder: xrechnung.xml
  6. Directory: D:\Outgoing\Authorities
  7. Filename: <FileName>

Result

Input Files Output
Invoice_2024001.pdf + xrechnung.xml D:\Outgoing\Authorities\Invoice_2024001.pdf (ZUGFeRD/XRechnung)

26.10 Example: Factur-X for French Customers

Initial Situation

You send invoices to French customers and must comply with the Factur-X format.

Configuration

  1. Enabled: Yes
  2. ZUGFeRD Version: ZUGFeRD 2.3.2
  3. Conformance Level: EN16931
  4. Path to XML File: D:\Export\<RuleId:1(InvoiceNo)>_facturx.xml
  5. Directory: D:\Sending\FR
  6. Filename: Facture_<RuleId:1(InvoiceNo)>

26.5 Tips and Notes

PDF/A-3b Conversion

The PDF is automatically converted to PDF/A-3b if it’s not already in this format. This is a requirement for ZUGFeRD/Factur-X.

XML Structure

The XML file must conform to the selected ZUGFeRD/Factur-X schema. Invalid XML files will cause processing errors.

Validation

Validate your ZUGFeRD files after creation with an appropriate validator: - Free online validators - ZUGFeRD SDK - Government portals (for XRechnung)

Choosing Conformance Level

  • Minimum/Basic: For simple invoices without special requirements
  • EN16931: For EU-wide B2B exchange
  • XRechnung: Required for German government invoices

XML Sources

The XML file can come from various sources: - ERP system - Accounting software - Manually created - Other automation processes

Combination with “Save Attachments” Task

If you’re processing an existing ZUGFeRD invoice, you can use “Save Attachments” to extract the XML file.

Embed Attachments Convert to PDF/A