Dispatch of invoices by PDF

Forwarding invoices in PDF format ensures significant cost savings and faster transmission, as well as providing us with the chance to optimize handling times for your invoices.

Legal VAT requirements

The map provides an overview of countries in which the sending of invoices in PDF format is legally permitted.  


Process for PDF invoices

Please create your PDF file directly from the original electronic document - do not print and scan your invoice.

Requirements for sending invoices in PDF format

In addition to the general requirements for invoices there are also requirements for the PDF document and the sending of this per email.

Creating the document

  • Please do not send scanned documents - The PDF file should be created directly from the application (ERP, Excel, Word ...) via print function (preferably with Adobe Distiller)

Document conventions

  • File type: Only unencrypted documents with the format .pdf will be accepted and processed
  • File name: No special characters (\ / : * ? „ < > |)
  • File size: Maximum 45,00 MB per PDF
  • File content:
    • Only one invoice per PDF file
    • Invoices with more than one page should not be split into separate PDF documents
    • Any attachments with information relevant to the invoice need to be send in the same PDF document. The invoice needs to be placed on the first page of the PDF document.

email conventions

  • Sending of invoices:
    • Please send only invoices / credit notes to the appropriate ICE-e-mail address
    • Each BASF company has a unique email address which can be found in the ICE BOX Flyer
    • A maximum of 50 PDF documents with unique file names can be sent per email

Next steps

  1. Inform our central PDF team (invoice-quality@basf.com) that you would like to submit invoices in PDF format providing your contact data and supplier number
  2. Download relevant BASF invoice addresses (ICE-BOX)
  3. Enter the email addresses in your customer master data
  4. Download and archive the BASF letter of approval for PDF procedure
  5. Dispatch of PDF invoices

Criteria: Invoice volume per supplier p/a

< 200