Automatic PDF Processor - automatically process PDF files
The complete solution for automated processing of PDF documents
24 task types: Rename, move, print, compress, send email and more Create ZUGFeRD/Factur-X, PDF/A conversion, OCR text recognition Add stamps, watermarks, barcodes Anonymize documents, remove pages

Monitor folders - automatically process PDF files according to individual rules

Automatic PDF Processor

Automatic PDF Processor handles your PDF files automatically. Monitor any number of folders to automatically print, rename, compress, or move incoming PDFs into dynamically named folders. The program offers 24 different task types that can be combined in any order. A wide range of PDF metadata can be used alongside the document content — to fold invoice details into the file path, for example.

Extracting data from the text of your PDFs is entirely optional. Within a profile, you can create any number of extraction rules, and the extracted data can be used — after optional validation and formatting — to name folders or files, or saved to a CSV file. Other important features include creating ZUGFeRD/Factur-X e-invoices, PDF/A conversion for long-term archiving, compressing PDF files, and anonymizing sensitive data.

24 task types including:


Automatically
rename
PDF files

Automatically
print
PDF files

Automatically
move
PDF files

Automatically
split
PDF files

Automatically
merge
PDF files

Automatically
compress
PDF files

Send PDF files
via
email

Make PDFs
searchable
(OCR)

Create
ZUGFeRD/
Factur-X

Convert to
PDF/A
 

Add stamps
& watermarks
 

Anonymize
documents
 

Flatten
PDF pages
 

Auto-rotate
PDF pages
 

Redact
sensitive data
 
Start your no-obligation, 30-day free trial of Automatic PDF Processor now ...     Go to the download page

With Automatic PDF Processor, you can:

File Operations

  • Print PDF files automatically, rename, move, copy and delete
  • Send PDF files automatically by email (also with additional attachments, also password-protected)
  • Split PDF files (by file size, bookmarks, page count, QR code, barcode, blank pages or keywords)
  • Merge PDF files (combine with static or dynamic partial documents)
  • Compress PDF files - reduce file size through image optimization and removal of unnecessary elements

PDF Editing

E-Invoicing & Archiving

Data Extraction & OCR

Automation & Workflow

  • Monitor any number of folders and create profiles
  • Any number of tasks per profile in any order
  • Set processing times (e.g., only during office hours)
  • Execute follow-up actions (start external program)
  • Automatically create and send Excel reports with overview

Automatically print PDF files
 

Automatic PDF Processor - print settings

Automatic PDF Processor monitors the folders you specify and sends every PDF that matches your criteria straight to the printer as soon as it appears. You can define individual print settings for each profile — for example, printing PDFs on different printers or at different quality levels. You can even have only certain pages printed automatically (for instance, just the first or last page of a document).

Rename PDF files automatically
(e.g., based on content)

Automatic PDF Processor - batch rename PDF files

Automatic PDF Processor can automatically rename both newly arriving and existing PDF files. PDF metadata or the document's content can be inserted at any position in the name, and a file name can even be built entirely from extracted parts of the document. For invoices, for example, you could set up a task that places the extracted invoice date at the start of the file name and then moves the renamed PDF into a folder named after the year.

Automatically split PDF files

Automatic PDF Processor - batch split PDF files

Automatic PDF Processor can split newly added PDFs — such as collective invoices or reports — by a range of criteria. You can set a maximum page count or file size for each new PDF, or split on top-level bookmarks and keywords. Splitting by QR code or barcode (Code 128, ITF and more) is supported as well.

Keyword-based splitting is ideal when you need to extract only specific pages. You define a start keyword that marks the first page of each new document, plus an optional end keyword — and the program saves every matching section as a standalone PDF.

Automatically move PDF files

Automatic PDF Processor - batch move PDF files

Automatic PDF Processor can move PDFs automatically — for instance, based on whether one or more keywords appear in the document text. You can do this either with a filter ("Text of the document --> contains: xyz") or with the "Query with list" data type. Just define a separator such as a semicolon and enter a list of search term;result pairs.

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

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

Automatically extract PDF data

Automatic PDF Processor - extraction settings

The program can automatically extract data from your PDF files. Invoice data such as the invoice number, date, total, or IBAN, for example, can be extracted and saved to a CSV file, with the column order defined in advance. You can create a separate export file for each PDF, or append the extracted data line by line to a single collection file.

You can pinpoint the data by giving one or more search terms (e.g., Invoice Number:|Invoice No.:|Invoice #:) and stating where the value sits relative to them (for example, to the right) — or simply by dragging a selection rectangle over the area. Data can also be read from QR codes or barcodes.

Automatically send PDF files via email

Automatic PDF Processor - email settings

Automatic PDF Processor can send PDF files by email automatically. As soon as a PDF lands in a monitored folder, it's sent to one or more recipients with a predefined message and, optionally, extra attachments. Dynamic content — your extracted data — can be woven into the message text. Emails can be sent via the SMTP settings from the program options, via Exchange Online, or through your default Outlook account.

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)

Create ZUGFeRD/Factur-X e-invoices

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

PDF/A conversion for long-term archiving

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.

Add stamps and watermarks

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.

Automatically anonymize documents

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.

Compress PDF files

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.

Insert barcodes and QR codes

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

Monitor any number of folders

Examine incoming PDF files and apply matching rules

Combine 24 task types

Any number of tasks per profile in any order

Store PDF files in a structured manner

Automatically rename PDF files and save them in dynamically created folders

Optional further processing

Perform subsequent tasks, e.g., pass PDF file as parameter to a program

Profile - general settings
PDF filter
Further processing
Start your no-obligation, 30-day free trial of Automatic PDF Processor now ...     Go to the download page

Step-by-step instructions

Getting Started

Basic Tasks

PDF Editing

E-Invoicing & Archiving

Practical Examples

Operation & Server

Frequently asked questions

Can Automatic PDF Processor rename PDF files automatically based on their content?

Yes. The program monitors folders and renames incoming PDFs using extracted text (such as the invoice number or date) or metadata, inserting it at any position in the file name. You define the rules once; every matching PDF is then renamed and filed into dynamically named folders automatically.

How do I extract data from PDF invoices into a CSV file?

Create extraction rules that locate values by keyword (e.g. 'Invoice No.:') or by position. The extracted fields – invoice number, date, total, IBAN – are written to a CSV file, either one per PDF or appended to a single collection file, in a column order you define.

Does Automatic PDF Processor process PDFs automatically in the background?

Yes. It watches any number of folders and processes each new PDF the moment it arrives, around the clock. You can restrict processing to certain times (for example only during office hours), and all tasks run without any manual steps.

Can Automatic PDF Processor split PDF files automatically?

Yes. It splits incoming PDFs automatically by various criteria – page count, file size, bookmarks, blank pages or a start/end keyword, as well as by QR code or barcode. Each resulting part is saved as a separate PDF, so collective invoices or batches are broken up without manual work.