Convert Invoices to Excel

Invoice data extraction to Excel, automated: pull invoice numbers, dates, line items, tax, and totals out of PDF invoices into a spreadsheet.

This converter reads PDF invoices and turns them into Excel rows: vendor, invoice number, dates, line items with quantities and prices, tax amounts, and totals, each in its own column. Digital PDFs and scanned paper invoices both work, in any layout.

Manually keying invoices into a spreadsheet or accounting tool is the classic data-entry time sink, and the classic source of typos in the books. AI extraction does the reading for you, so a stack of invoices becomes a clean table you can reconcile, analyze, or import.

How to convert an invoice to Excel

Upload an invoice
Drag a PDF invoice into the box above, or click to browse. Scans and photos of paper invoices work too.
AI extracts the fields
The converter finds the header fields and the line-item table, whatever the layout, with no template setup.
Check the preview
The first page appears as structured data in seconds, so you can verify the fields before going further.
Download as Excel
Export to .xlsx for analysis, or CSV for import into QuickBooks, Xero, or your ERP.

Every field, in its own column

An invoice is two tables pretending to be a document: header fields (who, when, how much) and line items (what, exactly). The AI extracts both:

Header fields: vendor name, invoice number, issue and due dates, currency, totals
Line items: description, quantity, unit price, and amount for every line
Taxes: VAT or GST rates and amounts, kept separate from net totals

The result is analysis-ready: sum by vendor, check totals against line items, or feed the sheet straight into your bookkeeping.

Works with any invoice layout

Template-based invoice tools need you to define zones for every supplier, which breaks the first time a supplier redesigns their invoice. ScanPilot has no templates to configure: the AI locates the fields by understanding the document, so invoice number one converts as well as invoice number one thousand, from any supplier, including scanned and photographed paper invoices.

From shoebox to clean books

The free preview converts one invoice page so you can judge the quality on your own documents. Paid plans process full documents and batches, which is how bookkeepers and small businesses clear a backlog: upload the month’s invoices, download one consolidated spreadsheet, reconcile. For bank-side reconciliation, pair it with the bank statement converter.

Why convert with ScanPilot?

AI table extraction

The AI reads your document the way you do, so columns land where they belong instead of being guessed from character positions.

Scans included

OCR runs automatically, so scanned pages convert the same way digital PDFs do.

Try before you decide

The first page converts free with no signup, so you judge the quality on your own document, not a marketing sample.

Private and encrypted

Files are encrypted in transit, processed only for your conversion, deleted afterwards, and never used for training.

Frequently asked questions

How do I convert an invoice to Excel?

Upload the PDF invoice above. The AI extracts the fields and line items automatically; the first page converts free with no signup.

Does it extract line items or just totals?

Both. Each line item becomes its own row with description, quantity, unit price, and amount, alongside the header fields.

Does it work with scanned paper invoices?

Yes. OCR runs automatically, so scans and photos convert the same way digital PDF invoices do.

Does it handle VAT and GST?

Yes. Tax rates and amounts are extracted as separate fields, kept apart from net and gross totals.

Can I import the result into QuickBooks or Xero?

Yes. Download the extraction as CSV and use your accounting tool’s standard import. XLSX and JSON are also available.

Is my data safe?