Converting an invoice PDF to XML means extracting its data and arranging it in a defined structure. Renaming the file extension is not enough. A scanned invoice needs recognition, review and an export format accepted by the receiving accounting software.
PDF and XML have different roles
A PDF preserves the visible document. XML carries labelled fields such as invoice number, dates, business partners, totals and line items. eSLOG 2.0 and UBL 2.1 are different structured formats: confirm which one the recipient supports.
| Document | Check before using it |
|---|---|
| Scanned PDF or photo | Legibility and complete original pages |
| Text-based PDF | Correct association of values with invoice fields |
| Structured XML | Supported format and accurate invoice content |
Prepare the invoice for XML export
Select the company and a structured-processing delivery mode. If the PDF contains several invoices, confirm the document boundaries first.
- Upload the original PDF or clear images of every invoice page.
- OCR recognises the content and extraction arranges it into accounting fields.
- Compare supplier, buyer, invoice number, dates, currency, VAT and items with the original.
- Correct missing or incorrect fields and resolve validation warnings.
- Select the supported eSLOG or UBL XML export or configured delivery method.
- Import one test document and verify the result in the receiving accounting system.
Review the fields before exporting
The invoice total, outstanding amount and amount already paid may differ. Check each field against its label rather than copying the largest visible total. Issue date, service date and due date also serve different purposes.
- Correct supplier and buyer roles and tax details.
- Original invoice number and document type, including credit notes.
- Currency, net amount, VAT, gross total and amount due.
- Tax breakdown and agreement between items and totals.
- Quantities, prices, discounts and descriptions.
- IBAN and payment reference where supplied.
Data import is separate from invoice issuance
This workflow prepares data from an incoming invoice for further processing. Exporting the fields does not issue a new invoice on the supplier’s behalf or establish that the original has been posted. Keep the source document with its extracted data and agree the import process with your accountant.
Invoice XML and SEPA payment XML are also different outputs. eSLOG carries invoice data; SEPA files prepare payment instructions. Choose the export for the task you intend to complete.
Troubleshoot a rejected XML import
Well-formed XML is only one requirement. The receiving program must support the selected standard, version and import workflow, and may require partner records, accounting codes or additional fields.
- Confirm whether the recipient expects eSLOG or UBL.
- Read the import error and check missing fields.
- Compare tax identifiers, currency and totals with the original.
- Correct the data and test one company’s import again.
- Use the same workflow for larger batches only after the test succeeds.
Choose original PDF, XML or API delivery
Send the original when the recipient needs it for review or its own OCR. Use XML for a supported structured import. API delivery requires a configured receiving endpoint and a plan supporting that delivery method.
Check the actual import route and your account settings rather than assuming that every program listed as an integration accepts every output format.
Frequently asked questions
Can I rename a PDF file to XML?
No. Its content must be extracted and written according to the structure of the target format.
Does every invoice need OCR?
Scanned PDFs need recognition. If a usable structured XML invoice is already available, use those fields directly without another OCR pass.
Do all accounting programs accept the same XML?
No. Check the supported standard, version, fields and import procedure for your receiving program.
Is SEPA XML the same as eSLOG invoice XML?
No. A SEPA file contains payment instructions. eSLOG represents invoice data. Select the output for the workflow you need.
Try the workflow on your own invoice
Free: 3 invoices and 10 OCR pages per month. Review the result before sending it to accounting.