How to scan invoices to Excel and QuickBooks

How to scan invoices to Excel and QuickBooks

Do you spend a lot of time manually entering invoice data into a database or spreadsheet? There’s a better way. With DocuClipper you can quickly extract fields and line items from scanned and digital invoices and automatically export them to Excel, Google Docs and QuickBooks. Check out this short video to see how:

Creating a template

The first step is to create a template. Invoice templates have 2 types of data: fields and line items.

Example Invoice

To extract data from a field click and drag to draw a box around the field. Select “Text”. And choose the field type:

  • Customer Name
  • Date
Invoice Fields

Next step is to extract the line items. Click and drag to draw a box around the line items. Select “Table”. And mark the different columns:

  • Product or Service
  • Quantity
  • Unit cost
  • Total
Invoice Line Items

Extracting the data

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

  • Go to “Extract Data > Template”.
  • Select the template you just created.
  • Drop one or more invoices.
  • Click on “Start data extraction”.

Now every time you receive an invoice from a vendor, you can repeat these steps to get the data extracted.

Extract Invoice Data

Exporting the data to QuickBooks

Once the process is finished you can find your data in the “Data Archive”.

  • Go to “Data Archive”
  • Click on the job.
  • Click on “Export to QuickBooks”.
Export invoice data to QuickBooks

The invoices will be available in your QuickBooks account:

Exported invoice in QuickBooks
That's it! If you have questions feel free to send us an email to and we'll be happy to help.

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