Process Invoices Automatically
Manual invoice data entry is slow, error-prone, and expensive. This workflow automates the entire process: scan or upload invoices, apply OCR if they are scanned images, use AI to extract vendor names, amounts, dates, and line items, then export everything to a structured Excel spreadsheet ready for your accounting system.
Why this workflow?
90%+ Accuracy
AI extraction handles diverse invoice formats — tables, headers, footers — with high accuracy.
Hours to Minutes
Process a month's invoices in minutes instead of spending hours on manual data entry.
Scanned or Digital
Works with both digital PDFs and scanned paper invoices — OCR handles the conversion.
Audit-Ready Output
Structured Excel output with consistent columns makes reconciliation and auditing straightforward.
Step-by-step workflow
- 1Upload invoicesOCR PDF
Upload one or more invoice PDFs — digital or scanned paper copies from vendors.
- 2OCR scanned invoicesInvoice Extractor
If invoices are scanned images, run OCR to add a searchable text layer so data can be extracted.
- 3Extract invoice dataPDF to Excel
Use the AI Invoice Extractor to pull vendor name, invoice number, date, amounts, tax, and line items automatically.
- 4Export to Excel
Export the extracted data to a structured Excel spreadsheet with columns for every field.
- 5Import into accounting
Open the Excel file in your accounting software (QuickBooks, Xero, SAP) or review for reconciliation.
Typowe wyzwania związane z dokumentami
- Manually typing invoice data into spreadsheets — vendor, amount, date, line items
- Dealing with scanned paper invoices that are not machine-readable
- Inconsistent invoice formats across different vendors making data extraction unreliable
- Spending hours each month on data entry instead of analysis and reconciliation
- Errors from manual transcription causing payment discrepancies and audit issues
Tools used in this workflow
OCR PDF
Convert scanned paper invoices into machine-readable PDFs with searchable text layers
Invoice Extractor
AI-powered extraction of vendor name, invoice number, date, amounts, tax, and line items into structured data
PDF to Excel
Export extracted invoice data and tables into editable Excel spreadsheets for accounting systems
Często zadawane pytania
- What data does the Invoice Extractor pull out?
- The AI extracts vendor/company name, invoice number, invoice date, due date, subtotal, tax amount, total amount, currency, and individual line items (description, quantity, unit price, amount). Fields that are not present on the invoice are left blank.
- Can I process invoices from different vendors in one batch?
- Yes. Each invoice is processed independently, so different formats, layouts, and languages are handled automatically. The AI adapts to each invoice's structure.
- Do I need to OCR every invoice?
- Only scanned invoices (images of paper documents) need OCR. If your invoice is a digitally-created PDF (from an accounting system or email), you can skip the OCR step and go directly to extraction.
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