Some suppliers send structured e-invoices: a PDF with embedded XML, or a standalone XML file. Cortena reads the structured data directly instead of scanning the PDF like a photo.
Who this is for: AP teams receiving German ZUGFeRD / Factur-X, European UBL, or other machine-readable invoices who need to know how Cortena treats them differently from scanned PDFs.
1. What counts as a structured e-invoice
| Format | What you receive |
|---|---|
| ZUGFeRD / Factur-X | PDF with embedded XML (common in Germany) |
| UBL / CII | XML invoice file, sometimes with a PDF attachment |
| XRechnung | German public-sector XML variant |
When detected, Cortena shows an e-invoice indicator. Fields such as supplier, invoice number, line items, and VAT come from the embedded XML, not from OCR on the PDF pages.
2. How extraction differs from scanned PDFs
- Totals and VAT are taken from the XML · usually more reliable than OCR
- Line items map directly from the structured data
- Matching still runs · booking accounts, cost centres, and creditors from your guidelines
- Reprocess runs the full pipeline again but does not slice PDF pages · the XML is the source of truth
If the XML is wrong, fix the file at the supplier or edit allowed fields manually in Cortena after import.
3. Page-range reprocess is not available
Page-range reprocess works for multi-page scanned PDFs. It does not apply to structured e-invoices because slicing the PDF would not change the embedded XML.
For e-invoices:
- Use Reprocess invoice (full reprocess) from the ⋯ menu
- Or edit fields directly where your permissions allow
See Reprocess.
4. Common situations
| Situation | What to do |
|---|---|
| PDF looks correct but totals are wrong | Check if it is an e-invoice · values come from XML |
| Supplier sent ZUGFeRD with bad XML | Ask supplier for a corrected file; full reprocess after re-upload |
| Mixed scan + XML attachment | Cortena uses the structured attachment when present |
| Invoice already synced | Editing and reprocess are locked |
Tips
- Prefer suppliers to send ZUGFeRD 2.x or UBL for fewer OCR errors.
- After import, spot-check VAT breakdown against your accounting system's expectations.
- Use list filters Document type to separate e-invoices from scans when reviewing queues.