Invoice to Excel Converter – automate invoice data entry
Turn vendor invoices into structured spreadsheets that are ready for reconciliation, approvals, and import into your accounting tools. No more retyping line items or chasing totals in PDFs.
- Extract vendor, invoice number, dates, line items, taxes, and totals
- Works with multi-page, scanned, and mixed-layout invoices
- Built for accountants, bookkeepers, and AP teams
How AP and bookkeeping teams actually use SendItSheets
More than a generic converter – Invoice to Excel in SendItSheets is tuned for real month-end workflows.
Collect vendor invoices for the period
Drag in all the PDFs and scanned invoices your clients or vendors emailed you this month – no templates or pre-mapping required.
Extract line items and totals in bulk
SendItSheets detects descriptions, quantities, unit prices, taxes, and totals even when layouts vary by supplier or invoice format.
Export a clean spreadsheet to your accounting system
Download Excel or CSV files you can plug into bills imports, AP tools, and your own pivot tables for review and approvals.
Designed around the “close the month” checklist
Instead of keying invoice data late at night, you upload once, review the extracted sheet, and then spend your time on exceptions and approvals.
Close your month faster with batch invoice processing
Drop in a folder of invoices and turn them into ready-to-use spreadsheets in a few clicks. Perfect for monthly AP cycles and client bookkeeping work.
Built for real-world invoice workflows
SendItSheets understands invoices as financial documents, not just pictures with text.
Line items stay intact
Descriptions, quantities, unit prices, and line totals stay aligned, even when invoices have multi-line text or long product names.
Totals, VAT, and discounts detected
Capture subtotal, tax, and grand total reliably so you can reconcile against your accounting system without hunting through the PDF.
Scanned PDFs and photos supported
Use SendItSheets with emailed PDFs, scanned paper invoices, or photos taken on your phone. OCR converts the image first, then extracts the structure.
One export for all your tools
Download Excel or CSV files you can plug into QuickBooks, Xero, your ERP, or just hand straight to your client.
Great for client bookkeeping
Bookkeepers and accountants can upload client invoices monthly and export ready-to-use spreadsheets instead of manually entering each bill.
Minutes, not evenings
Convert a month of invoices in one sitting and get your evenings back. Let your team focus on review and analysis, not data entry.
Manual invoice entry vs generic tools vs SendItSheets
See why finance teams switch from copy–paste and generic PDF converters to a dedicated invoice extraction workflow.
| Method | Speed | Line item accuracy | Scanned invoices | Batch processing |
|---|---|---|---|---|
| Manual entry | ✗ Slowest | ~ Depends on fatigue | ✓ Works, but painful | ✗ One invoice at a time |
| Generic PDF converters | ✓ Fast | ✗ Broken columns | ✗ Often fails | ✗ No true batch |
| Desktop OCR software | ~ Okay | ~ Some templates required | ~ Works with setup | ~ Limited automation |
| SendItSheets | ✓ Fast & cloud-based | ✓ Line items preserved | ✓ Built-in OCR | ✓ Dozens of invoices per batch |
How to convert invoices to Excel with SendItSheets
Whether you’re closing the books for a small business or reconciling spend for a department, the workflow is simple:
- Sign in to SendItSheets and navigate to the Invoice to Excel tool.
- Upload one or more invoices – PDFs exported from billing systems, scanned paper invoices, or photos.
- Choose your output mode: one Excel file per invoice or a combined spreadsheet with all line items.
- Review the extracted table, adjust any fields, and approve.
- Download your spreadsheet and feed it into your accounting or reporting workflow.
Once you’ve run a batch, repeating the process every month or every week is just a matter of dropping new files into SendItSheets.
Why invoice data is harder than it looks
Invoices rarely share a single format. Some place tax above the total, others below. Some have discounts on separate lines, others inline. Many include multi-line descriptions or multiple subtotal blocks.
That variability is why copy–paste and basic converters break down: they can’t consistently tell what’s a line item versus what’s just a note or subtotal.
SendItSheets is tuned specifically for invoices and purchase-style documents. It looks for patterns like “description + quantity + unit price + line total” and knows how to associate those with the correct header row. Totals, taxes, and dates are interpreted as structured data, not just text on a page.
Who benefits the most from invoice to Excel automation?
Any team that regularly receives invoices in PDF form can benefit, but we see the biggest impact for:
- Bookkeepers and accounting firms that process invoices for multiple clients every month.
- Small and mid-sized businesses that want clean spend data without hiring a full AP team.
- E-commerce and wholesale sellers reconciling supplier invoices, freight bills, and packaging charges.
- Finance and operations teams analyzing vendor spend, shipping costs, and tax across hundreds of invoices.
If you currently drag numbers from PDFs into Excel just to build a pivot table or reconcile balances, SendItSheets replaces that manual step entirely.
Security and data handling
Invoices often contain sensitive information like customer names, account details, and pricing. SendItSheets is designed with that in mind:
- Documents are transmitted and stored using strong encryption.
- You decide how long converted files are retained or whether they are auto-deleted.
- Data is never sold or used for advertising purposes.
- Only you and your authorized teammates can see your uploaded invoices.
If your team needs stricter controls or wants to talk about retention policies, we can walk you through options.
Invoice to Excel: common questions
Quick answers to the things accountants, bookkeepers, and AP teams ask most often.
Stop keying invoice data into Excel by hand
Upload your next batch of vendor invoices and see how much faster month-end close can be when line items just appear in your spreadsheet.
Convert my first invoices