FAQ

PEDIF receives the PDF document through the agreed input channel, matches it to an approved layout, captures the agreed fields, and checks the generated target output against defined rules. The result is then passed to the configured downstream process or made available for review if anything is unclear.

Yes. A useful starting point is a test with representative documents. The test assesses the layout, data quality, required fields, target format, and potential exceptions. It indicates suitability, but does not replace a full implementation or legal review.

For a new layout, sample documents, relevant fields, validation rules, the target format, and the handoff method are agreed. This results in an approved processing configuration or fingerprint for the agreed scope.

Protection depends on the agreed operating model and the approved technical and organizational measures. Before use, the data location, access rights, encryption, deletion, subprocessors, and data processing arrangements should be reviewed against the current evidence. Further information is available at: https://www.pedif.digital/en/security.

Recurring, text-based PDF documents with a stable structure are the most reliable. Whether scans or image files can be processed depends on the approved workflow and the recognition steps used. Suitability is assessed in advance using sample documents.

Separate processing for multiple tenants, legal entities, or business units can be included in a project. Whether and how this is implemented depends on roles, data spaces, routing rules, and the agreed operating model.

That depends on the input channel and the configured separation and routing logic. One or more documents per message can only be processed automatically if assignment, file separation, and exception handling are clearly defined.

Scans and image-based PDFs require additional image or OCR recognition and depend more heavily on readability and quality. Whether they are included in the approved scope is assessed using real examples.

Each relevant layout variant must be recognizable and assignable to the correct workflow. Recurring variants can be approved separately; new or changed layouts are treated as exceptions until they have been reviewed and, if necessary, configured.

A fingerprint describes the recurring characteristics of a document layout and the rules used to recognize and process relevant fields. It is followed by data validation and, where necessary, exception handling.

With hybrid formats such as ZUGFeRD or Factur-X, a visible PDF representation can remain part of the target format. With purely structured formats such as XRechnung, the XML file is the primary output. The representation produced depends on the selected target format and workflow.

Typically, the use case, documents, fields, target format, interfaces, and exceptions are agreed first. This is followed by testing, configuration, business review of the results, approval, and a controlled go-live.

Representative examples of the standard layout and relevant special cases are required, such as multi-page documents, discounts, credit notes, or different line-item tables. The number and selection are determined by the document variety and desired scope; there is no universal minimum quantity for every case.

Cross-border workflows can generally be assessed. However, the target format, mandatory fields, tax logic, transmission method, and local requirements differ by country and recipient. Business and legal assessment must be carried out separately.

Yes, provided the required format can be technically described, aligned from a business perspective, and approved for the target workflow. Mapping, validation, and the interface are defined for each implementation.

Processing time depends on the document type, input channel, validation, exception rate, and operating model. Binding response or processing times apply only if they have been agreed in writing for the specific service.

PEDIF is provided according to the agreed operating model. Whether cloud-based, customer-specific, or local deployment options are available must be confirmed technically and contractually for the specific use case.

The recipient, target format, and transmission method are determined through agreed attributes and routing rules, such as a partner ID, customer number, document content, or input channel. Unclear or conflicting information is not forwarded automatically, but treated as a review case.

A ZUGFeRD or Factur-X invoice is a PDF/A-3 file with embedded structured XML data. You can check whether an XML file is included by viewing the attachments in a PDF viewer. The file should also be checked against the required profile using a suitable validator.

OCR turns the image of a page into text and leaves the interpretation to people or to further software. PEDIF works with recurring document layouts: once a layout has been set up and approved as a fingerprint, PEDIF knows which value belongs in which field, checks the result against defined rules and hands over structured data. The same document therefore always leads to the same result, instead of a new estimate each time.

No. EDI remains the right channel for partners who already exchange structured messages with you. PEDIF closes the gap for partners who send or expect PDFs, for example smaller customers and suppliers. Where required, PEDIF can deliver the data as an EDI message such as EDIFACT, so both groups end up in the same downstream process.

Typical documents are purchase orders, order confirmations, delivery notes, invoices and credit notes. PEDIF can also process further business documents such as shipping documents or payment advices. Each document type is assessed with its own scope during onboarding. An overview is available on the page about the 21 document types.

PEDIF delivers data in the format your process requires, for example XML, CSV or JSON files, EDI messages such as EDIFACT, the import format of your ERP system, or data via REST API. For invoices, PEDIF can also create e-invoice formats such as XRechnung, ZUGFeRD and Peppol BIS Billing 3.0.

A document that no longer matches its approved fingerprint is not processed with outdated rules. It is flagged instead, so that the change is visible. The fingerprint is then adjusted, tested with the new documents and approved again. Because fingerprints and rules are versioned, it remains clear which version was applied to which document.

Documents with validation findings, for example missing mandatory fields, totals that do not reconcile or unknown article numbers, are not handed over silently. They are routed for review with the specific finding, so the responsible person can correct or clarify the case. Documents without findings continue automatically.

Common connections are file transfer in the import format of your ERP system, a REST API or webhooks, and email for incoming documents. Which connection is used depends on your system landscape and is agreed during onboarding. Your ERP system itself does not need to be changed.

Yes. PEDIF can create XRechnung files from recurring PDF invoices and validate them before delivery. Public-sector recipients usually require a Leitweg-ID as buyer reference. If it is not printed on the invoice, it can be added from rules or master data, for example as a fixed value per customer.

PEDIF can create invoices in the Peppol BIS Billing 3.0 format and hand them over for delivery via the Peppol network. Delivery requires a Peppol access point and a recipient who is registered in the network with a Peppol ID. Which setup fits is clarified per recipient before the first invoice is sent.

pedif+ extends PEDIF to inputs that do not arrive in a known PDF layout, such as order text in an email body, XLSX or CSV files, Word documents or new PDF layouts. These inputs are prepared and shown for focused review, so that only unclear values need attention. Cases that start to repeat can later be set up as a fingerprint.

Yes. Many documents do not contain everything your system needs, for example your internal customer or article numbers. With data refinement, PEDIF can enrich the extracted data and match it against your master data, so that the result can be processed directly in your system.

No. Your business partners can keep sending or receiving documents in the way they do today. PEDIF works with the documents as they arrive, which is why it is also suitable for partners who will not introduce EDI or e-invoicing software of their own.

Yes. Many companies start with one clearly bounded use case, for example invoices from their most important suppliers or orders from their largest customers. Further document types, layouts and business partners can be added step by step once the first process runs reliably.

That depends on the number of layouts, the fields required and the target format. After reviewing your sample documents, the setup, testing and approval are planned together with you, so you know in advance when a layout will go live.

Yes. Documents with several pages and many line items are part of normal operation. How line items continue across pages, and how subtotals and totals are checked, is defined when the layout is set up.

Exceptions usually involve business decisions, for example whether an unknown article should be ordered or a price deviation accepted. They are therefore normally reviewed by your own team. Which cases are routed to whom is agreed during onboarding.

The hosted service runs in data centres certified to ISO 27001, and processing follows the GDPR. For companies with stricter data control requirements, an on-premises option is available. Details on hosting, access control and deletion are described on the security page.

Yes. The pricing is based on document volume and workflow scope, with a plan for smaller companies and low volumes. This makes it possible to start with a small number of documents and grow later.

Yes. With X to PDF, structured files such as XRechnung, EDIFACT or XML are converted into readable PDF documents, for example for review, approval or archiving by people who do not work with XML.

Useful figures are the share of documents processed without manual intervention, the number of exceptions per layout and the time needed to resolve them. These figures show which layouts are stable and where further setup is worthwhile.

Yes. Documents can be sent to a dedicated mailbox, from where PEDIF picks them up automatically. Several attachments in one email can be processed, and each document is assigned to its own processing route.

A document without a matching fingerprint is not forced into a wrong layout. It is shown for review or, with pedif+, prepared so that the relevant values can be checked and completed. If the same layout keeps arriving, it can be set up as a new fingerprint.

Yes. For each processed document it is traceable which fingerprint and which rule version were used and which values were extracted. This makes results verifiable for internal checks and audits.

Yes. On the incoming side, PEDIF structures orders, delivery notes or invoices from business partners. On the outgoing side, it turns your own PDF documents, such as invoices, into the electronic formats your recipients require.