Import PDF invoices into QuickBooks

Do you receive tens or hundreds of digital and scanned invoices every month? As a busy professional, you don’t have the time to manually enter all this information into QuickBooks or other systems. Thankfully, there’s a better way. You can use data extraction software to automatically convert the PDF invoices into an Excel spreadsheet that can be easily imported into QuickBooks. This article shows how.

Converting PDF invoices to CSV using DocuClipper

The conversion process has the following steps:

Creating a template
Extracting the data
Exporting the data to CSV
Importing the CSV into QuickBooks

Creating a template

The first step is to create a template that specifies how to extract the data from a given invoice type.

If you work with a small number of vendors, creating one template for each vendor is quick and provides the best results. If you work with 100s or 1000s of vendors, this solution might not scale well for you.

A screenshot of an example Invoice template

Extracting the data

Now that you have a template you can go ahead and extract the data:

Go to “Add document”.
Click on “Extract data” on the template you just created.
Drop one or more invoices.
Click on “Start data extraction”.

A screenshot showing how to add documents

Every time you receive an invoice from a vendor, you can repeat this process to quickly get the data extracted.

DocuClipper supports automating this process using email. Contact support to learn more.

Exporting the data to Excel

Once the process is finished, the extracted data is available in the “Data Archive” and can be exported to Excel from there.

A screenshot showing the DocuClipper data archive

Click on “Save as CSV” to download the data in CSV format.

A spreadsheet containing the extracted data

Adding extra data

Sometimes, to be able to import the CSV into QuickBooks, you need data that isn’t present in the original document. DocuClipper has support to add the extra data you need.