Automatic PDF Processor supports splitting newly filed PDF documents with collective invoices or protocols according to various criteria. For example, you can specify the maximum number of pages or file size of the new PDF document or use top-level bookmarks and keywords for splitting. In addition, splitting PDF files using QR codes or barcodes such as Code 128, ITF, etc., is also supported.

Using keywords is recommended to extract only specific pages from PDF files. With this type of splitting, a start keyword can be specified, which designates the first page of each new document and optionally an end keyword. This way, the program will extract all matching partial documents as standalone PDF documents.

Automatic PDF Processor supports the automated moving of PDF documents, among other things, based on the presence of one or more keywords in the document text. This can be done either by setting a filter "Text of the document --> contains: xyz" or by using the data type "Query with list". Define a separator such as a semicolon and enter a list with search term;result.

Example (search company name, use customer number as result):

• Acme Corporation<AND>5th Avenue;CustomerID_12345
• Global Industries<AND>6th Street;CustomerID_12349

The program enables the automatic extraction of data from PDF files. For example, invoice data such as invoice number, date, total, IBAN, etc., can be extracted and saved in a CSV file. The order of the columns can be predefined. The export file can be created individually for each PDF document. Alternatively, it is also possible to append the extracted PDF data line by line to a collection file.

PDF data can be specified by providing one or more search words (e.g., Invoice Number:|Invoice No.:|Invoice #:) and specifying the position of the data area (e.g., to the right of it) or position-based by moving a selection rectangle. It is also possible to extract data from QR codes or barcodes.

Automatic PDF Processor enables automated sending of PDF files via email. PDF files newly placed in a monitored folder are sent to one or more recipients with a predefined message text and optionally additional attachments. Dynamic content, i.e., extracted data, can be integrated into the message text. For sending the email, SMTP settings defined in the program options, Exchange Online or the Outlook default account can be used.

The recipient's email address can be specified as follows:

• Fixed email address
• Email address from placeholder (i.e., from extracted data)
• Email address from CSV mapping (based on e.g., customer number)

Automatic PDF Processor can automatically create ZUGFeRD/Factur-X compliant e-invoices. The user-provided XML invoice file is embedded into the PDF file according to the selected profile (Basic, Comfort, Extended). ZUGFeRD 2.0/2.1 and Factur-X 1.0 are supported.

This feature is particularly valuable for:

• Automated creation of e-invoices from PDF and associated XML file
• Compliance with legal requirements (e.g., mandatory e-invoicing for B2G)
• Simplifying invoice processing for business partners

For audit-proof long-term archiving, PDF files can be automatically converted to PDF/A format. PDF/A is an ISO standard that ensures documents can be displayed faithfully in the future.

Supported PDF/A variants:

• PDF/A-1b - Basic visual reproducibility, broad compatibility
• PDF/A-2b - Supports JPEG2000, transparencies, layers
• PDF/A-3b - Allows embedded attachments of any format (e.g., for ZUGFeRD)

Ideal for companies with retention requirements according to GoBD, HGB or other compliance requirements.

PDF documents can be automatically provided with stamps and watermarks. This feature is suitable for:

• Text stamps - e.g., "APPROVED", "COPY", "CONFIDENTIAL" with date and time
• Image stamps - company logo, signature or approval seal
• Dynamic content - stamp texts generated from extracted data
• Watermarks - semi-transparent text or image overlays

Position, size, rotation and transparency are freely configurable. The stamp can be placed on all pages, only on certain pages or only on the first/last page.

Sensitive data in PDF documents can be automatically replaced with placeholder text. This feature is essential for:

• GDPR compliance - remove personal data before sharing
• Confidential information - anonymize prices, terms or internal data
• Sample documents - create templates with anonymized example data

The areas to be anonymized are defined via extraction rules. The found content is replaced with a configurable replacement text.

Large PDF files can be automatically compressed to save storage space and enable email sending. The compression optimizes:

• Images - adjust resolution and quality
• Fonts - remove unused font characters
• Metadata - remove unnecessary information
• Object structures - consolidate redundant elements

The compression strength can be individually adjusted to achieve the optimal ratio between file size and quality.

PDF documents can be automatically provided with barcodes or QR codes. The code content can be generated from extracted data.

Supported formats:

• 2D codes: QR Code, DataMatrix, PDF417, Aztec
• 1D codes: Code 128, Code 39, EAN-13, EAN-8, UPC-A, ITF

Typical use cases:

• Document ID for quick assignment in DMS
• Link to digital version of the document
• Tracking information for logistics