When archiving or delivering electronic invoices externally, many companies need to convert large volumes of PDF invoices into the ZUGFeRD standard format. This article uses HeSoft Doc Batch Tool as an example to introduce the complete workflow from the PDF tool interface to adding files, importing folders, selecting the ZUGFeRD version, saving the output, and starting processing. It also explains the file status before and after processing, applicable scenarios, and common precautions to help finance and office professionals reduce repetitive operations through batch processing.
Financial personnel often encounter the following situation when organizing electronic invoices: receiving a large number of PDF invoices within a month, files from different suppliers, different systems, or forwarded by different people. While the formats appear similar, delivery, archiving, or system import often requires a unified ZUGFeRD standard format. Processing PDFs one by one not only involves repeatedly selecting files, setting versions, and saving outputs, but also easily leads to missed conversions, duplicate conversions, or disorganized save locations.
This type of work is highly suitable for batch processing functions found in office software. HeSoft Doc Batch Tool is an office software designed for document batch processing, offering various tools for PDF, Word, Excel, PowerPoint, images, audio, and video in its interface. This article focuses on its PDF batch conversion capability: how to convert multiple PDF files to the ZUGFeRD standard format in one go.
Applicable Scenario: Why Convert PDF Invoices and Business Documents to ZUGFeRD
ZUGFeRD is commonly used for electronic invoices and structured business document exchange. In actual office work, the following needs may arise: the finance department needs to uniformly archive PDF invoices sent by suppliers; enterprises need to convert historical PDF documents into the standard format required by the recipient; project materials containing numerous PDF contracts, quotations, and invoices need to be output in a unified version; or before system migration, audit checks, or cross-enterprise delivery, PDF files need to be batch-organized.
If the number of files is small, manual processing can be a temporary solution. However, if a large number of PDFs need processing weekly or monthly, repetitive labor accumulates continuously. The value of a batch conversion tool lies in: setting the target format once and applying it to multiple files in batch. For office files like invoice PDFs, contract PDFs, and scanned PDFs, a unified processing workflow significantly reduces operational costs.
Result Preview: What Results to Focus on Before and After Conversion
Before Conversion: Pending PDFs Need to be Centralized in the Task List
Before processing, PDF files may be scattered across different folders. For batch conversion, the first step is to add them to the software's pending list. The list displays information such as file name, path, extension, creation time, and modification time. These fields allow users to verify the file source and quantity before conversion.
Taking the task in the screenshot as an example, 4 PDFs have been added to the list, and the bottom shows "Record count: 4". This indicates the software will treat these 4 records as the objects for this batch conversion. For invoice files in actual work, you can add dozens or more PDFs at once and then convert them uniformly.
After Conversion: Obtain ZUGFeRD Target Format Files in the Output Directory
After conversion, files will be output to the save location according to the selected ZUGFeRD target version. Since the current screenshot does not show the final completion interface, it is recommended that users enter the output folder after processing to confirm the file count, file names, and open status. For invoice archiving scenarios, acceptance should also be carried out according to unit or client requirements to ensure the output results meet business delivery standards.
Operation Steps: Batch Convert PDF Invoices to ZUGFeRD
Step One: Enter the PDF Tools Category on the Left
After launching HeSoft Doc Batch Tool , first find "PDF Tools" in the left navigation bar. This category centrally houses PDF-related batch processing functions, including watermarking, page processing, and format conversion. Since we are dealing with PDF standard version conversion, we need to continue selecting the corresponding function within PDF Tools.
The red arrow in the screenshot points to the "Convert PDF to other PDF versions" function card. Its description is "Batch convert PDF files to other PDF versions," suitable for unifying multiple PDFs into a specified version or standard, which includes the subsequently selectable ZUGFeRD.
Operation Objective: Find the batch processing entry capable of PDF version conversion. Expected Result: Clicking enters the task configuration page for this function.
Step Two: Add PDF Files or Import from Folder
After entering the function, the page top displays the task name "Convert PDF to other PDF versions" and provides action buttons like "Add Files", "Import Files from Folder", "Clear", and "More". For a small number of PDFs, click "Add Files" to select manually; for folders organized by month, supplier, or project, use "Import Files from Folder" to add all PDFs from the folder to the task at once.
Operation Objective: Place all PDFs to be converted to ZUGFeRD into the same task. Expected Result: Pending records appear in the table, displaying information like name, path, and extension.
When batch processing invoice PDFs, it is recommended to first place the batch of files in a separate folder, such as "Supplier Invoices May 2026". This makes folder import clearer and facilitates subsequent cross-checking of output results.
Step Three: Verify Record Count, Delete Unnecessary Files
After adding files, do not rush to the next step. Check the record count at the bottom of the list first, and verify whether the file names and paths fall within the scope of this task. The screenshot shows a record count of 4 at the bottom, indicating 4 PDFs will be processed. Each record has a delete icon on the right; if incorrectly added files are found, they can be removed first.
There are also "Filter" and "Sort" buttons on the right side of the interface, helpful for searching when file numbers are large. For example, you can check by name to see if a specific supplier's file is included, or check by time to see if old files were mixed in. Although these actions take only a few seconds, they can effectively reduce rework after batch conversion.
Step Four: Click Next, Enter Version Settings
After confirming the file list is correct, click "Next" at the bottom. The page will enter the second stage, "Set Processing Options". From the interface step bar, the entire process is divided into four steps: Select records to process, Set processing options, Set save location, Start processing. Such a wizard-style workflow is user-friendly for office staff, requiring no memorization of complex menus—just completion in order.
Step Five: Check ZUGFeRD in Version Options
Upon entering "Set Processing Options", the software displays multiple target versions. The screenshot shows options like PDF/A-1a, PDF/A-1b, PDF/A-2a, PDF/A-3a, PDF/X, PDF/UA-1, PDF 1.0, PDF 1.7, PDF 2.0, and also includes "ZUGFeRD".
To batch convert multiple PDF invoices to ZUGFeRD, select the "ZUGFeRD" radio button. The blue selected state in the screenshot indicates the target version is currently set to ZUGFeRD. After making the selection, click "Next" to proceed to save settings.
Operation Objective: Specify the target standard for this batch conversion. Expected Result: All pending PDFs will be processed according to the ZUGFeRD option.
Step Six: Select Output Location, Start Batch Conversion
Although the screenshot does not show the save location page, the step bar clearly includes "Set save location" and "Start processing". It is recommended to choose a new output directory to avoid overwriting original PDFs or mixing them with source files. For example, create a folder named "ZUGFeRD_Converted" to save processed files centrally.
After setting the save location, proceed to "Start processing". The software will execute the conversion in batch according to the task list order. After completion, it is recommended to immediately check the output directory: Does the file count match the task record count? Do files open correctly? Do the files meet internal archiving or recipient acceptance requirements?
Common Questions and Notes
1. Why Organize the Original PDF Folder First?
The prerequisite for batch processing is a clear task scope. Placing the same batch of invoice PDFs in one folder reduces mis-imports and makes it easier to cross-check after output. For invoices spanning multiple months, projects, or suppliers, it is not recommended to process them mixed in one task.
2. Will ZUGFeRD Conversion Definitely Meet All Platform Requirements?
Different platforms or clients may have additional rules for ZUGFeRD files. The software helps users batch-select and convert to the ZUGFeRD target format, but if formal tax, financial system import, or long-term compliance archiving is involved, further verification against the recipient's standards is recommended.
3. Can I Convert to Multiple PDF Standards Simultaneously?
Judging from the screenshot interface, the version option is a single selection form, so one task typically selects one target version. If both ZUGFeRD and other versions are needed simultaneously, it is recommended to create separate tasks to avoid mixing output standards.
4. How to Reduce Risk When Processing a Large Number of Files?
It is recommended to test with a small number of sample files first, confirming the output meets expectations before processing the full batch. Before formal batch conversion, keep the original PDFs, output to a separate folder, and spot-check the results after completion.
Summary: Delegate Batch Conversion of PDF Invoices to Office Software
The biggest concern when converting multiple PDF invoices to ZUGFeRD isn't the complexity of a single step, but the excessive repetitive operations when file volumes are high. Using HeSoft Doc Batch Tool consolidates "select files, set target version, specify save location, start conversion" into a clear batch process.
If you are processing a large number of PDF invoices, electronic documents, or business documents, it is recommended to follow the method in this article: enter PDF Tools, open "Convert PDF to other PDF versions", import the pending files, select ZUGFeRD, set the output directory, and start processing. This reduces manual repetitive labor and makes PDF standardization conversion more stable and efficient.