Skip to content

Upload PDF

This guide describes how to upload a PDF invoice in xTool and turn a scanned or ordinary PDF into an e-invoice (for example Peppol BIS, XRechnung, ZUGFeRD, or KSeF).

What happens when you upload a PDF

xTool looks at the file and treats it in one of two ways:

What you upload What xTool does
ZUGFeRD / Factur-X (an electronic invoice in PDF) The document is created with the invoice data already in the file. You do not need to convert it.
Scan or ordinary PDF (no electronic invoice data) The file is stored as a Raw PDF. Invoice data is not read yet. You convert it when you are ready.

A Raw PDF appears in the document list like any other file. You can open and view it. Conversion does not replace the original file: xTool creates a new document in the format you choose.

Upload a PDF

  1. Documents → Outbound.
  2. Click Upload.
  3. Select a PDF file (up to 100 MB).
  4. Click Upload Document. On success, xTool opens the new document.

A file you upload here always becomes an outbound document, even if it is an invoice from a supplier. To receive supplier invoices as inbound documents, use your xTool mailbox — see Receive by email.

If you upload a ZUGFeRD / Factur-X PDF and its invoice data does not pass validation, xTool shows a validation report instead of creating the document. To store the file anyway, click Upload invalid. A scan or ordinary PDF is never rejected for this reason.

The same Upload page also accepts XML, IDoc, and JSON files. See Create documents.

Convert a Raw PDF

xTool does not recognise invoice fields when you upload a scan or ordinary PDF. Start conversion when you need an e-invoice:

  1. Open the Raw PDF document.
  2. Open the ⋯ menu → Format conversion.
  3. Choose the target format (for example Peppol BIS, XRechnung, ZUGFeRD, or KSeF).
  4. Click Convert.

Format conversion appears only for users who are allowed to delete documents. If you do not see it, ask your administrator to check your rights.

Conversion runs in the background. The dialog closes as soon as conversion starts. You can go back to the document list or refresh the page — the process continues.

You can convert several documents one after another. The same document cannot be converted twice at once: while its conversion is running, a second attempt is rejected.

When conversion finishes

Where you are What happens
On that document or in the document list xTool opens the new invoice.
On a different document A notification appears with Open converted document. You stay on the current page until you choose to open it.

xTool tracks a running conversion for five minutes. If you leave the app and come back later, there is no automatic redirect and no notification — the new document is simply there in the document list.

If conversion fails or the file is not an invoice, the original PDF stays unchanged and a banner on it explains the result. You can try again from Format conversion.

The new document

The recognised invoice is a separate document. The original PDF remains, so you can convert it again if needed.

The new document may be valid or invalid, depending on which fields were found. A banner on the new document shows the result:

  • All fields were recognised.
  • All required fields were recognised; some optional fields are missing.
  • Some required fields are missing — fill them in so the invoice becomes valid and can be sent.

If recognition does not produce an invoice, no new document is created. The banner then appears on the original Raw PDF instead:

  • The PDF could not be recognised as an invoice — it is kept as a Raw PDF.
  • Recognition failed — you can complete the document yourself.

You can close any of these banners. It will not appear again for that document, on any device. While conversion is still running, the Raw PDF shows a progress banner that cannot be closed.

If fields are missing, edit the new document and save. See Create documents and Validate and convert.

PDF received by email

If a supplier sends an ordinary PDF to your xTool mailbox, it is stored the same way. Open the inbound document and use Format conversion. See Receive by email.

Next steps