PDF to XML Conversion Guide

Converting flat PDF documents to structured XML unlocks powerful automation capabilities:

• Automation: Feed PDF invoice data directly into accounts payable systems without manual data entry.
• Hierarchical Data: Unlike CSV, XML can represent nested data structures (e.g., an invoice header containing a list of line items, each with its own attributes).
• Standardization: XML is the backbone of global e-invoicing standards like UBL (Universal Business Language) and CII (Cross Industry Invoice).
• Interoperability: XML is platform-independent, making it the perfect exchange format between different software systems.

There are three main approaches to converting PDF documents to XML, depending on your needs:

#### 1. Acrobat Pro (Tagged XML)

Adobe Acrobat Pro offers a "Save As XML" feature.

• Pros: Built-in standard tool.
• Cons: Produces "Tagged XML" which often follows the visual layout rather than logical data structure. Requires manual tagging for good results.

#### 2. Template-Based Parsers (e.g., Docparser)

These tools allow you to define "zones" on your PDF (e.g., "the top right box is the Date").

• Pros: Highly accurate for recurring documents like monthly invoices.
• Cons: Setup time required for each new document layout.

#### 3. AI-Powered Extraction

Modern tools use Machine Learning to identify fields automatically (e.g., finding the "Total Amount" regardless of where it is on the page).

• Pros: Zero setup, handles variable layouts.
• Cons: Can be more expensive for high volumes.

If you are converting invoices, you should target the UBL (Universal Business Language) XML standard.

UBL is an ISO standard (ISO/IEC 19845) adopted by governments worldwide (including Canada and the EU) for digital procurement. Converting a PDF invoice to UBL XML makes it legally valid for electronic exchange networks like Peppol.