Invoice OCR · line items · Excel, CSV, API
Supplier bills arrive as PDFs, scans and phone photos. InvoiceExtraction turns them into structured data (header fields and full line items), then routes them for approval and hands them to your accounting system. No templates to build, no re-typing.
Upload a bill and compare the extracted fields against the document.
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The gap between an invoice arriving and a clean entry existing in your ledger is where finance teams lose their hours. This is what closes it.
What arrives
NORTHFIELD SUPPLY CO.
14 Bell Row, Leeds LS1 4TG
Invoice
NF-20841
A PDF, a scan, or a photograph taken on a phone. Every supplier lays theirs out differently.
What you get back
| description | qty | unit_price | amount |
|---|---|---|---|
| Steel bracket 60mm | 120 | 2.40 | 288.00 |
| Anchor bolt M10 | 500 | 0.36 | 180.00 |
| Delivery | 1 | 35.00 | 35.00 |
Header fields and every line item, checked so the lines actually sum to the stated total. Export as Excel, CSV or JSON.
Automating payables is sold as one thing. It is really five, and each is automated differently.
Bills arrive by email, portal, post or shared drive. They get one destination instead of five inboxes.
Vendor, numbers, dates, tax and line items are read off the document rather than typed in.
The bill is checked against the purchase order, and the goods receipt where you use one.
It routes to whoever owns the budget, with the document visible beside the numbers.
The approved bill leaves as a file or an API call your accounting system accepts.
Extraction reads the document rather than matching fixed coordinates, so a supplier who sends you one bill a year is handled like one who sends fifty.
Skewed, shadowed and re-photographed pages go through OCR before extraction. Digital PDFs skip that step and are read directly.
Lines are checked against the subtotal and subtotal plus tax against the total. A total that does not reconcile is flagged, not silently accepted.
The same bill arriving twice by two channels is caught on vendor and invoice number, not on filename.
Consolidated bills running to dozens of pages, and single PDFs containing several separate invoices, are split and handled as distinct documents.
Field-level history: what was extracted, what a person changed it to, who approved it and when, with the original document kept alongside.
Every accounting system expects a different shape. Each guide covers the specifics of that platform rather than the general idea.
Online and Desktop, vendor matching, chart-of-accounts coding
Vendor bill records, subsidiaries, three-way matching
S/4HANA and ECC, invoice verification, tolerance handling
Bills, contact matching, tracking categories
Dimensions, multi-entity consolidation, AP bills
One row per invoice, or one row per line item
Building it yourself instead? Use the extraction API.
It is software that handles the mechanical work of processing supplier bills: collecting them from email and other channels, reading their data, checking them against purchase orders, routing them for approval, and exporting them to your accounting system. People are left with the decisions rather than the data entry.
No. Extraction is based on reading the document rather than matching fixed coordinates, so an invoice layout the system has never seen before is processed the same way as a familiar one. That matters because most businesses have a long tail of suppliers who send one or two bills a year.
Both. Header fields such as vendor, invoice number, dates, currency, tax and total are captured, and so are the individual line items with their descriptions, quantities and amounts. Line items are what let you code spend at any level of detail.
Digital PDFs, scanned PDFs, and photographs or images of invoices including JPG, PNG, TIFF, BMP and HEIC. Scans and phone photos go through OCR first; digital PDFs are read directly, which is both faster and more reliable.
Approved bills can be exported as Excel, CSV or JSON in the shape your system expects, or pulled through the API if you want to write the integration yourself. There are dedicated guides for QuickBooks, NetSuite, SAP, Xero and Sage Intacct.
The field is flagged for review rather than guessed at silently. A reviewer sees the extracted value next to the original document and corrects it in place, which takes seconds compared with re-keying an entire invoice.
Not the clean ones. Upload the faded scan, the 30-page consolidated bill and the photo someone took at an angle, then compare the output against the documents.
