Convert PDF invoices to Excel
Get a stack of invoices into one Excel workbook you can sort, filter and pivot by supplier, with the totals already checked.
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What it does
Invoice to Excel, explained
To get invoices into Excel, drop up to 10 PDFs here, read them, and download Excel (.xlsx). The workbook has three sheets: Invoices, with one row per invoice (file, supplier, bill to, invoice number, invoice date, due date, PO number, currency, subtotal, discount, shipping, tax, total, number of lines and whether it adds up); Line items, with one row per line and the invoice number and supplier repeated so you can filter; and Checks, listing every check with what was expected, what was printed and the difference.
Read more
The cells are typed. Invoice and due dates are Excel dates, so sorting by date and grouping by month work straight away. Amounts are numbers with the currency's decimals, so SUMIFS by supplier or a pivot of spend by month needs no clean-up. Copying an invoice table out of a PDF usually gives you text that only looks like numbers.
Before you download, each invoice is checked: line quantity × unit price against the line amount, the lines against the subtotal, and subtotal − discount + shipping + tax against the total. A wrong cell is easier to fix on this page, where you can see the quote it came from, than in a spreadsheet later.
If you're loading bills into accounting software, the QuickBooks and Xero bill files on the same page are easier than Excel. For tables in other PDFs, PDF to Excel copies them as they are without AI.
How to do it
Convert PDF invoices to Excel in 4 steps
1Your PDF
2Convert
3The new format
- 1
Add the invoice PDFs
Several suppliers at once are fine; up to 10 per run.
- 2
Read and check
Each invoice gets a tab with its fields, lines and a check that the numbers add up.
- 3
Choose Excel (.xlsx)
Your edits are included. Exports don't use credits, so download again after more fixes.
- 4
Analyse
Pivot the Invoices sheet by supplier or month; use the Line items sheet for spend by product.
Example
Before and after
Four supplier invoices from one month in PDF: two in USD with sales tax, one in EUR with 20% VAT and a discount line, one in JPY.
A workbook with four invoice rows whose totals keep their own currency and decimals (no yen decimals), 23 line rows, and a Checks sheet where all four invoices read “OK”.
Settings & formats
What you can control
- Invoices sheet
- One row per invoice with typed dates and amounts and an Adds up / Does not add up column.
- Line items sheet
- Description, quantity, unit price, amount, currency, the page it was read from and its line check.
- Checks sheet
- Every check per invoice: label, expected, printed, difference, result and a note on how it matched.
- CSV instead
- One row per invoice or one per line item; comma, semicolon or tab; ISO, US or European dates.
Input
Output
Good to know before you start
- The workbook holds values, not formulas; add SUM or pivot tables yourself.
- Currencies are never converted. Mixed-currency invoices sit side by side with a Currency column, so total them per currency.
- Logos, layout and fonts from the invoice aren't reproduced: this is the data, not a copy of the page.
- Each file is read as one invoice, 10 files per run.
Invoice to Excel: questions people ask
Will the dates and amounts be real Excel values?
Yes. Dates are Excel dates shown as YYYY-MM-DD (change the number format if you like) and amounts are numbers with the currency's decimals.
Can I get one row per line item instead?
The Line items sheet has that, with the invoice number and supplier on every row. As a single flat file, choose CSV, one row per line item.
What does the Check column mean?
“Adds up” means every check that could run passed; “Does not add up” means at least one failed; “Not checked” means there wasn't enough printed (for example no total) to check.
Can I fix a value before exporting?
Yes. Every field and line is editable on the page; the check reruns as you type and the export uses your values.
What does it cost?
Reading uses from 1 AI credit per page read (the Free plan includes 20 AI credits a month, Pro 500); scans and photos also use OCR pages (20 a month on Free). Exports are free and can be repeated.