when enterprises need to convert a large number of PDF invoices, contracts or archived documents into ZUGFeRD standard formats, opening the files one by one will be very time-consuming and easy to miss. This article HeSoft Doc Batch Tool For example, this paper introduces how to select "PDF to other versions of PDF" in PDF tool, import multiple PDF files in batch, and select ZUGFeRD in version options to help users quickly complete batch conversion tasks, reduce repeated operations, and improve document processing efficiency.
In scenarios such as financial archiving, electronic invoice circulation, and cross-system document exchange, enterprises often encounter a problem: there are many ordinary PDF files in hand, which need to be uniformly converted into ZUGFeRD standard formats. If files are opened, saved or converted one by one, it is not only time-consuming, but also prone to problems such as missing processing and inconsistent versions. HeSoft Doc Batch Tool It is a batch file processing software for office scenes, suitable for centralized processing of a large number of PDF, Word, Excel, pictures and other files. This article will combine the interface operation to explain how to batch convert multiple PDF files to ZUGFeRD standard format.
Applicable Scenarios
batch PDF to ZUGFeRD is suitable for the following office needs:
- electronic invoice filing: multiple PDF invoice files need to be organized into a format that meets ZUGFeRD relevant requirements.
- Enterprise Document Standardization: the company needs to convert PDF files from different sources into a unified version to facilitate long-term storage and system identification.
- Batch Document Delivery: when submitting documents externally, the other party requires the use of ZUGFeRD standard formats, which is inefficient for manual conversion.
- Financial or administrative centralized processing: there are dozens or hundreds of PDFs in a folder, and format conversion needs to be completed at one time.
Through batch processing, users only need to import files, select the target version, and set the save location, so that the software can automatically complete the subsequent conversion, reducing duplication of labor.
Effect Preview: Pre and Post Processing
before treatment
before processing, the file is usually a scattered ordinary PDF, such as human-exploration.pdf, learning-tips.pdf, SampleContract-Shuttle.pdf, etc. imported in the screenshot. They may have different sources and different file names, but they all have pdf extensions.
After treatment
after processing, these PDFs will be converted to ZUGFeRD according to the selected target version. Users do not need to manually set each file, suitable for batch generation of unified standard PDF files. It should be noted that the ZUGFeRD is related to business specifications such as electronic invoices and embedded data. In actual use, it is still recommended to check the internal requirements of the enterprise or the requirements of the receiver.
Operation steps
step 1: Enter the PDF tool and select "Convert PDF to other versions of PDF"
open HeSoft Doc Batch Tool After that, select in the left function category. PDF Tools. Locate and click in the list of PDF tools 12. Convert PDF to other versions of PDF.
This function is used to batch convert PDF files to other versions or standard PDF. As you can see in the screenshot, the description of the function card is "Batch convert PDF files to other versions of PDF", so it is suitable for batch selection of ZUGFeRD as the target format.
Operation purpose: enter the PDF version conversion function.
Expected results: the software opens the processing wizard page for "PDF to another version of PDF.
Step 2: Add PDF files that need to be converted
after entering the function page, the top of the interface provides add File and import files from a folder two types of entrance. For a small number of files, you can click "Add Files" to select one by one. If a large number of PDFs are stored in a folder, it is recommended to use "Import Files from Folder" to complete batch import faster.
After the file is imported, information such as the serial number, name, path, extension, creation time, and modification time is displayed in the list. In the screenshot, 4 PDF files have been imported, and the number of records shown at the bottom is 4. On the right, you can also see the delete operation entry, and provide filtering and sorting buttons to facilitate checking and sorting of pending records when there are many files.
Operation purpose: add all PDF files that need to be converted to ZUGFeRD to the pending list.
Expected results: all target PDF files are displayed in the pending list, and click at the bottom after confirming that they are correct. Next step.
Step 3: Select ZUGFeRD in Version Options
after entering "Set Processing Options", the interface will list multiple convertible PDF versions or standards, such as PDF/A-1a, PDF/A-1b, PDF/A-2a, PDF/A-3a, PDF/X, PDF 1.7, etc. Find and check these options ZUGFeRD.
The ZUGFeRD option in the screenshot is selected, indicating that the target version of this batch conversion has been set to ZUGFeRD.
Operation purpose: specifies that the target standard for the batch transform is ZUGFeRD.
Expected results: ZUGFeRD the Single option is selected, and then click next step go to save location settings.
Step 4: Set the save location and start processing
as can be seen from the interface step bar, the whole process includes four stages: "select the records to be processed", "set processing options", "set saving location" and "start processing. After selecting the ZUGFeRD, continue to click Next and follow the software prompts to set the save location of the converted file.
It is recommended to save the output file to a new folder, such as "ZUGFeRD output" or "converted PDF", which can avoid mixing with the original PDF and make the subsequent check clearer. After the setup is complete, go to the last step and start processing, the software will batch convert files by list.
Operation purpose: determine where the conversion results are saved and start the batch conversion task.
Expected results: multiple PDF files are converted to ZUGFeRD standard format, and users can view the processing results in the output directory.
Frequently Asked Questions and Precautions
1. How many PDFs can be processed at one time?
From the perspective of operation mode, the software supports batch addition of files and import of files from folders, so it is suitable for processing multiple PDFs. The actual processing quantity is recommended to be arranged in combination with computer performance, file size and task urgency. When there are a large number of files, they can be processed by folder or batch to facilitate checking the results.
2. What else do you need to do after choosing the ZUGFeRD?
Select ZUGFeRD just set the target conversion version. In the future, you need to continue to complete the save location setting and start processing in the last step. Do not close the software directly after selecting the version in the second step, otherwise the task will not be executed.
3. Will the original PDF file be overwritten?
The screenshot shows that the process contains the Set Save Location step. For security, it is recommended to save the converted file to a separate directory instead of directly overwriting the original file. This preserves the original PDF even if it needs to be reconverted or checked later.
4. Will the requirements of the receiver be met after conversion?
ZUGFeRD is a standard format commonly used in scenarios such as electronic invoices. Different enterprises, platforms, or countries may have further requirements for file content, embedded data, and verification rules. After the batch conversion is completed, it is recommended to sample open the file for inspection and verify it as required by the receiver.
5. Does a long file name or a deep path affect processing?
It is recommended to use clear and short folder paths for batch processing, and to avoid too many special symbols. In this way, the path identification problem can be reduced, and it is also convenient to find the conversion result subsequently.
Summary
the core process of converting PDF files to ZUGFeRD standard formats in batches is not complicated: in HeSoft Doc Batch Tool Enter the PDF tool, select "PDF to other versions of PDF", add or import multiple PDF files, check the ZUGFeRD in the version list, finally set the save location and start processing.
Compared with manual conversion on a file-by-file basis, batch processing can significantly reduce repetitive operations, especially suitable for scenarios such as finance, administration, file management, and enterprise document delivery. If you need to process a large number of PDF files at one time, it is recommended to test the process with a small number of files according to the steps in this article, confirm that the output results meet the requirements, and then batch convert PDF files in the complete folder.