What is ZUGFeRD

ZUGFeRD is a hybrid invoice format with two layers:

    • PDF for display and receipt view (human-readable)
    • XML for structured data and automatic processing (machine-readable)

This means an electronic invoice in the ZUGFeRD format is both readable and machine-readable. The XML data is based on the European data model according to EN 16931, thus enabling automated processing and validation. It is precisely this combination that makes the format attractive in everyday use. Especially when companies want to fulfil requirements for structured data without completely redesigning their voucher logic.

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What a ZUGFeRD invoice looks like
and what distinguishes them

The most important distinction between ZUGFeRD and PDF:

  • You may receive a PDF, but not every PDF is automatically ZUGFeRD.
  • A genuine ZUGFeRD invoice additionally contains an embedded XML file.

This XML will be visible depending on the tool, for example, via a ZUGFeRD Viewer. For internal training, clear ZUGFeRD invoice examples help teams quickly understand what is important in practice.

Employee explains ZUGFeRD and how to handle e-invoicing formats.

Create ZUGFeRD invoice:
This is how it works in practice

In practice, there are two typical routes that stem from your existing setup:

  • Generate ZUGFeRD from ERP/FiBu system

    Wenn Ihr System ZUGFeRD nativ unterstützt, kann die Rechnung direkt als ZUGFeRD ausgegeben werden, also PDF + XML in einem Dokument. Wir in der SGH übernehmen anschließend Validierung, Versand über den passenden Kanal und Statusverfolgung. Auch im Zusammenspiel mit XRechnung, Peppol oder EDI.

  • Conversion: converting existing invoices to ZUGFeRD

    If you generate PDF invoices today, for example, they can be converted into ZUGFeRD e-invoices. This is precisely where SGH takes over the format logic: translation/conversion, validation, and clean output into the recipient processes. Without it needing to become a major project.

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Receiving and processing ZUGFeRD: Automate invoice receipt

On the receiving end, it's about more than just accepting a file. To receive ZUGFeRD, you need a process that remains stable:

  • Acceptance of the format (PDF + XML) via suitable channels
  • Automatic data capture from the ZUGFeRD XML
  • Validation and plausibility checks
  • Handover to release and booking workflows

Even if multiple formats and methods are used simultaneously, SGH ensures that your invoice reception remains clean and consistent.

ZUGFeRD Invoice Check: Validator and Viewer

Even minor formatting errors in the XML can lead to returns. Returns cost time, delay payments, and increase the number of queries. The check therefore focuses primarily on ensuring that the embedded XML is factually and technically correct, for example, with regard to mandatory fields and rules according to EN 16931.

Therefore, a validation (essentially a ZUGFeRD validator) is part of a professional process before the invoice is sent to the recipient or processed further in incoming invoice processing. A ZUGFeRD viewer additionally helps to make the content and presence of the embedded XML visible.

ZUGFeRD Software:
What solution do I really need?

What's crucial is less a single tool, but a clean, seamless process:

    • Erzeugung/Konvertierung
    • Testing/Validation
    • Shipping / Transfer (incl. status / proof, where applicable)
    • Empfang/Workflow/Integration

SGH and ivi support this exact process chain, ensuring that ZUGFeRD does not end up as a standalone solution but reliably fits into your workflow.

Employee explains ZUGFeRD invoices and validation of structured XML data.

Conclusion: ZUGFeRD as a bridge to e-invoicing. With stable processes instead of isolated solutions

ZUGFeRD is a pragmatic solution for e-invoicing: a PDF for display and XML data for automatic processing.

With SGH, this becomes a seamless process: from creation and receipt to checking, including workflow.

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More on the topic

Frequently asked questions about ZUGFeRD

What is ZUGFeRD?

ZUGFeRD is a hybrid e-invoicing format which combines a human-readable PDF with structured invoice data as XML. This makes the invoice both human- and machine-readable simultaneously.

What does a ZUGFeRD invoice look like?

In practice, it works like a normal PDF. The difference is: a genuine ZUGFeRD invoice additionally contains an embedded XML.

How do I recognise a ZUGFeRD invoice?

Not every PDF is automatically ZUGFeRD. You can recognise a ZUGFeRD invoice by the fact that an XML file is embedded in the PDF, which can be displayed with a ZUGFeRD viewer, for example.

How can I create a ZUGFeRD invoice?

Typically, there are two ways: either your ERP/accounting system generates ZUGFeRD directly (PDF + XML), or you convert existing invoices (e.g. PDFs) into the ZUGFeRD format.

How do I check a ZUGFeRD invoice?

For practical purposes, validation is important because minor formatting errors in the XML can lead to rejections. A ZUGFeRD validator is used to check the XML structure, while a ZUGFeRD viewer helps with displaying and verifying the embedded XML.