Automatic X-Invoice Processor - automatically process e-invoice files

The complete solution for an automated e-invoice intake (ZUGFeRD, Factur-X, XRechnung)
Automatically rename, archive, and organize e-invoice files Convert XML invoices to readable PDFs, print and email them automatically Extract invoice data to CSV/Excel or save it to a SQL database

Process e-invoices automatically - receive, convert, and archive XRechnung, ZUGFeRD, and Factur-X files

Q: What is an e-invoice (EN 16931)?

An e-invoice is an invoice whose data is transmitted in a structured, machine-readable format based on the European standard EN 16931 - not just a scanned or printed PDF. Common formats are Factur-X/ZUGFeRD (a PDF with embedded XML data) and XRechnung or UBL invoices (pure XML files). Automatic X-Invoice Processor reads all of these formats automatically.

Q: What is the difference between Factur-X/ZUGFeRD and XRechnung?

Factur-X and ZUGFeRD are hybrid formats: a regular PDF invoice with the structured XML invoice data embedded in it. An XRechnung, by contrast, consists of XML only, without a PDF view. Automatic X-Invoice Processor processes both variants in all common versions automatically.

Automatic X-Invoice Processor - e-invoice software

Automatic X-Invoice Processor is your complete solution for automatically processing e-invoices in all common EN 16931 formats, including ZUGFeRD, Factur-X, and XRechnung (both CII and UBL). The program monitors any number of folders — for example, your invoice inbox folder, a scan folder, or a portal download folder — and applies your rules to every incoming e-invoice: pure XML invoices are rendered graphically and can be saved or printed as readable PDFs, files are renamed based on invoice data and sorted into dynamically named folders, and the invoice data itself is made available as a CSV/Excel extract or written directly to a SQL Server database for your accounting.

The e-invoice files to be processed can be filtered individually for each profile, using criteria that include both invoice data (e.g., seller, amount, invoice date) and general file information. This is how companies, accounting departments, and tax firms automate their entire e-invoice intake — from receipt through archiving to handing the data over to their accounting software. As e-invoicing becomes mandatory in more and more countries, Automatic X-Invoice Processor makes incoming XML invoices readable and keeps your invoice archive organized without any manual steps.

Start your no-obligation, 30-day free trial of Automatic X-Invoice Processor now ... Go to the download page

Monitor any number of folders

Examine incoming e-invoice files and apply individual rules

Archive e-invoice files in a structured manner

Automatically rename e-invoice files and save them in dynamically created folders

Make e-invoices readable and print them

Render XML invoices graphically, save them as readable PDFs, or send them directly to the printer

Hand the data over to your accounting

Extract invoice data to CSV/Excel or save it directly to a SQL Server database

With Automatic X-Invoice Processor, you can:

Print, rename, move, or copy e-invoice files automatically (from one or multiple folders)
Render XML invoices (e.g., XRechnung files) like a regular invoice and print them or save them as readable PDFs — instead of cryptic XML
Send e-invoice files automatically by email (also with additional attachments)
Store embedded XML attachments in any folder for archiving
Automatically extract data from e-invoices (including invoice line items) and save it as a CSV file
Write invoice data directly to a SQL Server database (with duplicate checking)
Monitor any number of folders (hot folder monitoring)
Create the storage location (storage folder) dynamically from e-invoice properties

Create individual rules for different tasks and filter by invoice data or file info
Get notified about different processing statuses by email
Limit the automatic processing of e-invoice files to certain days and times, for example, to print only during office hours
Perform subsequent actions e.g., start a program with the path of the saved e-invoice file or attachment as a parameter
Process all already existing e-invoice files of a folder (with user-defined criteria)
Sort e-invoice files automatically, or have them moved to another folder, with subfolders created dynamically from file properties
Send or store an Excel report with an overview and detailed information on a regular basis

Automatically print e-invoice files

Print e-invoices automatically - print settings in Automatic X-Invoice Processor

Automatic X-Invoice Processor monitors the folders you specify and sends every e-invoice that matches your criteria straight to the printer as soon as it appears. XML invoices are rendered as a clear, readable printout. You can define individual print settings for each profile — for example, printing e-invoices 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 an invoice).

Rename and archive e-invoice files automatically

With Automatic X-Invoice Processor, all new or existing e-invoice files can be renamed automatically. Invoice data can be inserted at any position within the file name, and a file name can even be built entirely from data extracted from the invoice. For instance, you could place the extracted invoice date at the start of the file name and then sort the renamed invoice into a folder named after the invoice year — resulting in a structured, searchable invoice archive without any manual work.

Extract invoice data - CSV, Excel, and SQL database

Extract invoice data from e-invoices and save it as CSV

The program can automatically extract data from your e-invoices. It can pull out the invoice number, date, amount, IBAN, and more — optionally including the individual invoice line items — and save it to a CSV file that opens directly in Excel, with the column order defined in advance. You can create a separate CSV file for each invoice, or append the extracted data line by line to a single cumulative file. In addition, invoice data can be written directly to a SQL Server database (with duplicate checking) for further processing in your accounting systems.

Automatically send e-invoice files via e-mail

Automatic X-Invoice Processor can send e-invoice files by email automatically. You can send them to one or more recipients with a predefined message and additional attachments, and dynamic content — your extracted data — can be woven into the message text as well. Emails can be sent through an SMTP server or via Exchange Online (Microsoft 365).

The email address of the recipient can be specified as follows:

A fixed email address or an email address from a data placeholder
An email address from a CSV mapping (also from extracted data, such as reading the email address based on the extracted customer number from a CSV file)

An individual attachment can also be added to the document to be sent, for example, a delivery bill. In this case, the file names of both documents must contain the same identifier, for example, the invoice number.

Automate e-invoice processing among others:

Rename
e-invoices
automatically

Print
e-invoices
automatically

Archive
e-invoices
automatically

Convert e-invoices
to readable PDFs
automatically

Save
attachments
automatically

Extract
invoice data
automatically

Automatic X-Invoice Processor - general settings

Automatic X-Invoice Processor - notifications

Start your no-obligation, 30-day free trial of Automatic X-Invoice Processor now ... Go to the download page

Frequently asked questions about e-invoices (FAQ)

What is an e-invoice (EN 16931)?

An e-invoice is an invoice whose data is transmitted in a structured, machine-readable format based on the European standard EN 16931 - not just a scanned or printed PDF. Common formats are Factur-X/ZUGFeRD (a PDF with embedded XML data) and XRechnung or UBL invoices (pure XML files). Automatic X-Invoice Processor reads all of these formats automatically.

What is the difference between Factur-X/ZUGFeRD and XRechnung?

Factur-X and ZUGFeRD are hybrid formats: a regular PDF invoice with the structured XML invoice data embedded in it, so the document can be opened and read as usual. An XRechnung, by contrast, consists of XML only, without a PDF view. Automatic X-Invoice Processor processes both variants in all common versions automatically and applies the same rules to them.

How can I open and read an XML e-invoice?

Without additional software, Windows only displays an XML invoice as raw XML source code. Automatic X-Invoice Processor automatically converts incoming XML invoices into readable PDFs or prints them graphically rendered - like a classic invoice with sender, line items, and totals. See the step-by-step guide How to convert e-invoices to readable PDFs.

Do I need to keep the XML original?

Yes. The readable PDF rendering is intended for checking, approval, and everyday filing - the structured XML file remains the authoritative original and should be archived alongside it. Automatic X-Invoice Processor can store both together in a structured folder hierarchy automatically.

How can I automate my e-invoice intake?

Let Automatic X-Invoice Processor monitor the folders where your e-invoices arrive - for example, an email attachment folder, a scan folder, or a portal download folder. Incoming invoices are then renamed, converted, archived, and their data extracted automatically according to your rules - try it free for 30 days.