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PDF/A compliance for e-invoices (letterhead, logo, font, signature)

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For e-invoices, the finished invoice must comply with the PDF/A format. easybill checks this when you upload your layout elements and shows the notice „Achtung: Mit diesem Briefpapier sind keine E-Rechnungen möglich“ („Warning: e-invoices are not possible with this letterhead“) if a file is not suitable. This article shows you what to look out for with letterhead, logo, fonts and signature, and how to create a PDF/A-compliant file:

What exactly easybill checks

easybill does not check the uploaded file on its own. Instead, it checks a sample invoice generated with that file – including all other layout elements of your account (logo, custom fonts, signature).

  • The check result in easybill is always the decisive one
  • An external PDF/A check of the individual file (e.g. in Adobe Acrobat) can produce a different result – in both directions
  • If the notice appears, your letterhead is still saved. You can continue to create regular PDF invoices – only e-invoices are not possible with this layout

Warning notice when uploading a letterhead that is not suitable for e-invoices

Comparable notices are also planned for the upload of logo, custom fonts and signature.
 

What to consider for letterhead

The most common cause of a non-compliant e-invoice is the letterhead. Please pay attention to the following points:

  • Format: Save or export the file explicitly as PDF/A (e.g. PDF/A-1b or PDF/A-3b) – not as a regular PDF
  • Fonts: All fonts used must be fully embedded in the file
  • Transparency: Do not use transparent areas, drop shadows or gradients with transparency
  • No password protection: The file must not be encrypted or restricted for editing
  • Colours: Use clearly defined colour spaces (RGB with an embedded colour profile). Avoid mixed or undefined colour profiles
  • No active content: No form fields, references to external files, JavaScript, video or audio elements
  • File size: maximum 1.5 MB
  • Pages: one page – or two pages if the second page should apply to all subsequent pages
     
  • No transparency: Use a JPG with a matching (usually white) background instead of a transparent PNG
  • Colour space: Use RGB, not CMYK
  • Resolution: High enough for print (approx. 300 dpi at the actual size), but as small as possible in file size
  • No vector files with effects: Gradients, shadows and transparency from graphics programs are a common source of errors
     

What to consider for custom fonts

  • Embedding permission: The font licence must allow the font to be embedded. Fonts with embedding restrictions („restricted“ / „no embedding“) result in a non-compliant invoice
  • Format: Upload the font styles in .ttf format
  • Completeness: Provide all four styles – regular, italic, bold and bold italic

💡 Tip: If in doubt, test with an easybill standard font to rule your own font in or out as the cause.

What to consider for the signature

This refers to the signature image printed on your documents – not a digital signature of the PDF file.

  • No transparency: Use JPG instead of a transparent PNG
  • Colour space: RGB, ideally greyscale for a black signature
  • Cropping: Crop the image tightly so that it stays small and is placed cleanly
     

How to create a PDF/A file

In most programs you can select PDF/A directly when saving or exporting:

Microsoft Word File > Export > Create PDF/XPS Document > Options > ISO 19005-1 compliant (PDF/A)
LibreOffice File > Export As > Export as PDF > General > Archive (PDF/A)
Adobe InDesign File > Export > Adobe PDF (Print) and select PDF/A-1b or PDF/A-3b as the standard
Adobe Acrobat Pro Tools > PDF Standards > Convert to PDF/A

Important: Some methods do not produce a PDF/A – for example „Print to PDF“, macOS Preview or the PDF download from Canva and Google Docs. In these cases, additionally open the file in Acrobat Pro or LibreOffice and save it as PDF/A there.
 

If the notice still appears

Proceed step by step to narrow down the cause:

  1. Export the letterhead again – explicitly as PDF/A
  2. Replace the logo with a JPG without transparency
  3. Temporarily switch your custom font to an easybill standard font
  4. Temporarily remove the signature
  5. Save after each change and check whether the notice still appears

If the notice persists, ask the agency or person who created your letterhead to export it again – explicitly referring to PDF/A. Alternatively, a simple, newly built letterhead without effects will help.
 

Currently, the articles are only available in German.