Invoice data extraction, automated
Stop retyping invoices. We build you a private tool that reads PDF and scanned invoices, pulls out supplier, dates, totals, tax and line items, and writes them straight into your spreadsheet or accounting system.
The problem with manual invoice entry
It eats hours
A few minutes per invoice becomes days a month once volume grows — time finance staff should spend on exceptions, not typing.
Every supplier is different
Layouts, tax wording and line item formats vary wildly, so templates break and staff end up hunting for the same numbers each time.
Mistakes are expensive
A mistyped total or missed due date turns into a duplicate payment, a late fee or a reconciliation problem at month end.
How the automation works
You get a single tool in your dashboard. Behind it sits a pipeline we build and test against your own sample invoices.
1. Send the invoices
Drop PDFs into the tool in your dashboard, or forward them to a dedicated inbox and let them queue automatically.
2. Read and extract
Text-based PDFs are parsed directly; scans go through OCR first. An AI extraction step then pulls each field into a structured record.
3. Validate and flag
Rules check totals, tax and dates, match suppliers against your list, and mark anything uncertain for review instead of guessing.
4. Deliver the data
Clean rows land in your spreadsheet, CSV export or accounting system, with the source file linked to each row.
Inputs and outputs
What you provide
- PDF invoices (text or scanned) and image files
- Optional: supplier list or chart of accounts for matching
- Optional: currency and tax rules for your region
- Optional: destination sheet, CSV format or accounting API access
What you get back
- Supplier name, address and tax ID
- Invoice number, issue date and due date
- Net, tax and gross totals with currency
- Line items: description, quantity, unit price, line total
- Purchase order or supplier code where matched
- Confidence flags on anything needing a human check
Invoice extraction questions
What invoice formats can be processed?
PDF invoices (both text-based and scanned images), plus common image formats such as JPG and PNG. Emailed invoices can be picked up from a dedicated inbox if you prefer not to upload them manually.
How accurate is the extraction?
Header fields such as supplier, invoice number, dates and totals are typically the most reliable. We add validation rules — for example line items must sum to the invoice total — and flag anything that fails for a human to check rather than silently guessing.
Can it match invoices to purchase orders or suppliers?
Yes. If you provide a supplier list, chart of accounts or open PO data, the automation can match each invoice and add the correct codes before the row reaches your finance system.
Where does the data end up?
Wherever you need it: a Google Sheet or Excel file, a CSV export, or straight into accounting software such as Xero or QuickBooks through their API.
What happens to our invoice files?
Files are processed for the run and stored against your account only. Each customer's data is isolated, and access is limited to your own users.
Get invoice extraction built for your invoices
Send us a handful of real invoices and the fields you need. We build the tool, test it against your samples and hand it over in your dashboard.