Documents to spreadsheet, without the retyping

The problem

Invoices, receipts and forms arrive as PDFs or email attachments, and someone types the same few fields into a spreadsheet every week: vendor, date, invoice number, total. It is slow, and one mistyped number can take an hour to find later.

We build small tools that read those documents and fill the spreadsheet for you.

What you get

• A tool that reads every PDF in a folder and writes one row per document to an Excel sheet.
• The fields you need, such as vendor, date, number and total.
• A review column. If a field can't be read with certainty, it is left blank and the row is flagged with the reason. The tool never guesses.
• A short summary each time it runs, for example “10 files, 8 OK, 2 need review”, so you only check the flagged rows.
• Settings for each of your document layouts, so adding a new vendor later is a small change, not a rebuild.
• Simple run instructions for Windows.

Limits worth knowing up front: the tool reads PDFs that contain real text. A scanned photo of a page has no text to read, so it is flagged for a person rather than guessed. Your files are used only for your project and are deleted or returned at the end.

What you provide

• Two or three sample documents for each layout, as copies. You can black out anything private before sending.
• The fields you want in the spreadsheet.
• How many documents you handle in a typical week.

How it works

1. You send sample documents and the fields you want.

2. We agree in writing what gets built and what it costs.

3. We build and test the tool on your samples.

4. You get the tool and run instructions, then any agreed changes.

Timeline and price

Most extraction tools take about two weeks, depending on how many document layouts you have. We work evenings and weekends, so we quote timelines with room to spare.

Every project is quoted after a short call (evenings or weekends) or a few emails, then agreed in writing at a fixed price before anything is built.

See a demo