How PDFs will be Affected by ZUGFeRD in 2025

ZUGFeRD is a standard for electronic invoicing in the EU. It will become the standard for e-voicing in 2025. It integrates structured invoice data in XML format into a PDF document (usually a PDF/A-3 file). This approach ensures that the invoice can be visualized as a typical PDF for human readability while also using machine-readable XML data for automated processing. The way ZUGFeRD affects PDFs can be understood in terms of document format, compatibility, content organization, and interoperability. Here are all the ways PDFs will be affected by ZUGFeRD when it becomes the e-voicing standard:

1. Document Format: ZUGFeRD requires the use of PDF/A-3 format. PDF/A is an ISO-standardized version of the PDF that is specialized for use in the archiving and long-term preservation of electronic documents. PDF/A-3 allows embedding of arbitrary files into the PDF. In the case of ZUGFeRD, the embedded file is an XML file containing the structured invoice data.
2. Compatibility and Accessibility: Since the ZUGFeRD standard embeds the XML invoice within a PDF, the resulting document is both human-readable and machine-readable. This dual-format creates compatibility across different systems and devices, allowing any recipient to open the PDF part of the document using standard PDF readers, while accounting and ERP systems can extract and process the XML data directly.
3. Content Organization: In a ZUGFeRD-enabled PDF, the PDF serves as the visual representation of the invoice, suitable for review by humans. This part of the invoice looks like any traditional digital invoice, displaying information such as sender, recipient, amounts, taxes, descriptions, etc. The XML file, which is embedded within the same document, mirrors this information in a structured, standardized format that can be automatically parsed and processed by software.
4. Interoperability and Automation: The major benefit of the ZUGFeRD standard is its support for automated electronic invoice processing. Since the XML data is standardized and machine-readable, it simplifies the exchange and automated processing of invoices between businesses, reducing the need for manual data entry and the associated errors. This is particularly advantageous in contexts where businesses interact with multiple partners across different sectors and countries, ensuring that the invoice format is maintained across different systems.
5. Standard Compliance: ZUGFeRD is compliant with various international standards, including ISO PDF/A standards for archiving, ensuring that invoices are not only interoperable but also legally compliant and suitable for long-term digital preservation.

To sum up, ZUGFeRD affects PDFs by enhancing them from simple documents to complex containers that carry both visual and structured data, promoting greater efficiency in electronic invoicing processes. This standard supports the broader move towards digital transformation by enabling seamless, automated transactions between businesses in a way that is both reliable and accessible.
 

Are you prepared for the 2025 ZUGFeRD updates? Read from our series to learn more:
  

A Timeline of ZUGFeRD Updates
 

ZUGFeRD is Coming, Are Your PDFs Compliant?

 

Get your PDFs ready for ZUGFeRD compliance by downloading Adobe PDF Library today. Experience the reliability of Adobe PDF technology and integrate powerful PDF functionalities into your applications.