Full Document: PDF to EDI User Guide (2026)

Jessica Boere
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Overview

PDF to EDI is a service provided by LBMX that allows suppliers to email PDF invoices to LBMX and have the data extracted and translated to meet their trading partners’ format and receipt methods. 

This User Guide includes the following:

 

PDF to EDI Testing Process

Here is the typical process that a supplier can expect to follow during their onboarding.

1 - LBMX Development: LBMX will configure a "PDF to EDI" map for the supplier's PDF format that will handle all invoices using this template. 

To ensure accurate processing, your invoice PDFs must be one of two types:

  • Digitally generated - exported directly from your billing or ERP system. The text must be selectable (try highlighting a field and copying it to ensure it pastes as readable text). PDFs where text selection produces garbled, corrupted, or unreadable characters are not supported and will fail processing.
  • Fully scanned / image-only - a flat image with no visible or hidden text layers (i.e. nothing can be highlighted or copied)

2 - Configuration: LBMX can route invoices to your customers using either the Ship-To address or a unique account number included on the PDF. If you provide a unique account number, please inform LBMX so routing can be configured accordingly. LBMX also requests a list of all email addresses from which invoices will be sent. Email addresses are used to identify the supplier, and as troubleshooting contacts for any PDF processing issues.

3 - Production: LBMX certifies the supplier in production, inviting the supplier to transmit all invoices and credits via email from that point forward. LBMX also notifies the trading partner that the supplier’s invoices will now be delivered via EDI.

NOTE: The supplier sends PDFs to a specified email address, which is generally in the format “invoices.tradingpartnername@lbmx.com.”  This mailbox only accepts emails with pdf attachments, and any other emails will be deleted automatically.

NOTE: Please review our PDF to EDI Production Processing notes to ensure timely invoice delivery

 

 

Required Data Elements

PDF invoices must contain the data elements shown below in order to be processed successfully in production.  This can be used as a checklist to ensure invoices with all required data elements are provided. Each PDF file must contain data for only a single invoice.

√ Field Name Notes
  Invoice Date Dates must be in the same format for all dates on the invoices
  Invoice Number  
  Purchase Order Number  
  Ship To Number This might be listed as a “customer number” or “account number” or “ship to number”
  Ship To Address Details  
  Original Invoice Number Mandatory on Credits
  Terms Discount Amount if Terms Discounts are offered
  Terms Discount Due Date if Terms Discounts are offered
  Terms Discount Percent if Terms Discounts are offered
  Invoice Net Due Date  
  Terms Description  
  Supplier Product Number  
  Product Description  
  Unit Price  
  Units Shipped/Quantity Invoiced  
  Unit Of Measure Description Unit price and Quantity must be in the same UOM
  Total Invoice Amount  
  Allowance/Charge Type  
  Freight Amount (or other Allowance/Charge amount)  
  Allowance/Charge Description  
  Tax Amount if applicable
  Tax Type/Description/ Number e.g. GST, HST, PST

LBMX will map the following fields if available on the PDF.

Field Name
Bill of Lading Number
Carrier Reference Number
Contract Number
Currency
Invoice Net Due Date
Purchase Order Date
Serial Number
Ship Date
Ship Via Method
Supplier Order Number

 

PDF Processing in Production

Once the supplier is certified to send PDF invoices in production, invoices must include the Required Data Elements shown in the checklist.  Suppliers should note the following: 

  • Must send 1 invoice number per PDF file. Multiple PDF files can be sent in 1 email. LBMX does not accept multiple invoice numbers in 1 PDF file. 
  • Date fields must all be in the same date format.
  • Do not send zip files.
  • If a PDF is missing Ship To information, LBMX cannot process the document.
  • LBMX is able to process Invoices sent from Messaging Services used by Accounting Applications such as Netsuite, Xero, and Quickbooks (Example: post.xero.com, netsuite.com, notification.inuit.com, etc.) by configuring a unique LBMX receiver email. Please reach out to LBMX if you send invoices from a generic messaging domain and we will provide you a unique email address to send your invoices to.

Please keep in mind that if these guidelines are not followed, there may be impacts to invoice processing success.

Support

If you have any questions about working with the LBMX PDF to EDI system, please contact the LBMX Support Team at support@lbmx.com.

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