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:

LBMX’s PDF to EDI Testing Process
PDF Criteria for Testing
Required Data Elements
PDF Processing in Production
LBMX Support Information

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.

2 - Configuration: LBMX configures a cross-reference list matching the supplier’s Ship To IDs (or Ship To Addresses) to the trading partner’s Ship To IDs. 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

PDF Criteria for Testing

We ask you provide samples for testing that meet the following criteria. This can be used as a checklist to ensure test invoices with all scenarios are provided.

√	Provide an invoice that:
	Is one page in length
	Is more than one page in length
	Contains freight and/or other charges (additions to the invoice) or allowances (discounts)
	Is a credit invoice
	Contains a mix of payment terms, if the supplier offers varying terms
	Is for a drop-shipment (direct to job site), if the supplier performs drop-ships
	Contains varying tax types, if taxes apply (for example, HST, GST, and QST/PST)
	Contains different currency (if applicable)

NOTE: We recommend providing 10-15 samples to develop a robust PDF to EDI map.

Required Data Elements

PDF invoices must contain the data elements shown below in order to be processed successfully, both during testing and 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
	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
	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

Serial Number

Ship Date

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:

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 delays in invoice processing.

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.

Full Document: PDF to EDI User Guide (2026)