Convert e-invoices to readable PDF files automatically

XRechnung invoices are plain XML files - practically unreadable for humans. This how-to shows how Automatic X-Invoice Processor automatically converts incoming e-invoices into a readable PDF visualization: a neatly formatted invoice view with sender/recipient, invoice header, line item table, totals and payment information.

Step 1: Create a profile and choose the mode

1. Click New profile… in the profile toolbar and enter a name under General (e.g. “Make e-invoices readable”).
2. Under Mode, choose the appropriate processing mode - for XRechnung files, Process XML file (XRechnung). ZUGFeRD PDFs can be visualized as well (mode Process PDF file), e.g. to get a uniformly formatted view with an inbox stamp.
3. Under Monitored folders, add the folder where your e-invoices arrive.

The basic setup of a profile is described in detail in the how-to “Getting started”.

Step 2: Add the “Save visualization as PDF” task

Click Add in the task list and choose Save visualization as PDF.

On the Storage location tab:

1. Enter the target directory (e.g. D:\Archive\Invoices (readable)). If the field is left empty, the PDF file is placed in the source folder.
2. Optionally enter a file name with placeholders, e.g. <InvoiceDateComplete> <SellerName> <InvoiceId> - so the generated PDFs carry descriptive names right away (see chapter 70.1).
3. The preview shows the resolved target path based on an example invoice (see chapter 8.9).
4. Define the conflict behavior if a file with this name already exists (default: Add numbering).

Step 3 (optional): Inbox stamp via the header

If desired, every page of the visualization gets a header with three freely configurable text areas (Left, Center, Right) - typical use: an inbox-stamp or processing note such as “Received electronically - Automatic X-Invoice Processor”. Multi-line texts are possible.

Step 4 (optional): Archive the original afterwards

To keep the inbox folder empty, add Move file as a second task and move the original invoice file to an archive (see chapter 19). The order in the task list is the execution order - the PDF generation should come before the move.

Step 5: Verify and save

1. Add a typical invoice under Example invoices and check the resolved target path in the result preview (see chapter 8.11).
2. Click OK and place an invoice into the monitored folder - or click Check now in the status bar.
3. The result appears in the log list; use Open file in the context menu to inspect the generated PDF file.

Good to know

• The same visualization is also used by the Print file task (see chapter 15) and by Send file with the option “Include visualization PDF” (see chapter 17) - so filing, printout and email forwarding show the same layout.
• The original invoice file remains unchanged; the PDF visualization is an additional file.
• Via the File date tab, the modification date of the PDF file can be set to the invoice date, for example - so Explorer sorts chronologically by invoice date (see chapter 9.4).

Common issues

Further reading

• Program help chapter 12 - Save visualization as PDF in detail
• Program help chapter 8.7 - processing mode (file type)
• Program help chapter 15 - Print file (uses the same visualization)
• Program help chapter 70.1 - list of all placeholders