Upload your Gordon Food Service invoice PDFs, scans or photos of the delivery copy, and every line comes back as a spreadsheet row: GFS item number, description, pack and size, quantity, unit price and extended price. Credits, fuel charges and deposits keep their own rows, so the file is ready for food cost, price tracking and your bookkeeper the same afternoon.
Reads Gordon Ordering PDFs, emailed invoices, credit memos, store receipts, scans and phone photos.
Compare the extracted fields and line items against your own document.
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The short answer
To convert Gordon Food Service invoices to Excel, download the invoice PDFs from your GFS online account (or photograph the paper delivery copy), upload them to InvoiceExtraction and export XLSX or CSV. You get one row per item line across every invoice, with the invoice number, date and ship-to repeated on each row, so the sheet pivots by item, category, week or location. Plans start at $49 a month, or $24 a month billed yearly, priced by pages and not by location.
The item number lands in a text column with leading zeros intact, so it still matches your order guide and a lookup against your recipe costing sheet.
Pack and size such as 4/5 LB or 6/#10 come across as printed, which is what you need to turn a case price into cost per pound or per portion.
Quantity, unit price and extended price are numeric cells, so SUM, pivots and charts work the moment the file opens.
Returns and credit memos keep their minus sign, so a sent-back case lowers food cost instead of inflating it.
Ship-to and customer number are captured per invoice, so a group with several GFS accounts gets one file it can split by store.
Items billed by actual weight keep billed pounds and price per pound next to the extended amount, so the line reconciles to what you paid.
Download invoice PDFs from your Gordon Food Service online account, save the ones GFS emails you, or photograph the signed paper copy from the delivery.
Drop a week or a month of invoices into the uploader at once. Mixed batches with Sysco, US Foods and local purveyors are fine.
Line totals are checked against the invoice total. A line that does not add up, like a driver's handwritten short-ship note, is flagged for a quick look.
Download one combined Excel or CSV file with a row per item line, or send the bills to QuickBooks on the Plus plan.
A GFS delivery for a busy kitchen easily runs to dozens of lines. Keying that in twice a week eats hours every month per location, and one transposed digit in a case price quietly skews the whole month.
Upload the stack instead and spend that time on what the numbers say: which items climbed, which credits never showed up, and where the prime cost went. The same file covers your Sysco invoices and US Foods invoices, so every broadliner lands in the same columns.
Convert a GFS invoice nowUpload the GFS invoice PDF, scan or photo and export it as XLSX or CSV. The extraction reads the header (invoice number, invoice date, customer number, ship-to, due date) and every item line, then checks that the lines add up to the invoice total before you download. No template setup is needed for the Gordon Food Service layout.
A PDF-to-Excel utility that copies the page layout is not the same thing. It puts wrapped descriptions, pack sizes and prices into the wrong cells, and you spend longer cleaning the sheet than typing it would have taken. Here the output is one clean row per item, the same way every time.
Gordon Food Service offers online ordering and invoice access, and it can send invoice data electronically to some inventory and back-office platforms it integrates with. If you already pay for one of those platforms and it pulls your GFS lines automatically, you are covered.
Most independent operators are not in that position. What they have is a PDF per delivery, emailed copies, or a signed paper ticket, plus invoices from two or three other suppliers in completely different layouts. The converter turns all of them into one consistent sheet without a per-location back-office subscription. If you are weighing those subscriptions, our comparisons of MarginEdge and xtraCHEF lay out the cost difference.
The total at the bottom of the invoice tells you what to pay. The lines tell you why food cost moved. Once they sit in a spreadsheet, a Sunday afternoon of typing becomes a pivot table.
Plenty of kitchens split purchasing between GFS and a second broadliner. The three layouts look different on paper, but the output columns here are identical, so a combined sheet compares like for like.
| Gordon Food Service | Sysco | US Foods | |
|---|---|---|---|
| Item identifier | GFS item number | SUPC item number | US Foods product number |
| Typical source file | PDF from your online account, emailed copy or delivery ticket | PDF from Sysco Shop or emailed copy | PDF or ZIP download from MOXe |
| Columns you get here | Item number, description, pack/size, quantity, unit price, extended price | Same columns | Same columns |
| Dedicated guide | This page | Sysco invoice to Excel | US Foods invoice to Excel |
Typing by hand is accurate until line forty. These are the lines that need care on a broadline distributor invoice, and how they come out of the converter.
Yes. Receipts from Gordon Food Service Store locations (the cash-and-carry stores) go through the same extraction as delivery invoices, whether you upload the printed receipt as a photo or a scan. Item lines, quantities and prices come out in the same columns, so a mid-week store run shows up next to your delivered orders instead of disappearing into a petty cash envelope.
Independent restaurant owners who run food cost in their own workbook. Chefs and kitchen managers watching price creep on their top 50 items. Multi-unit groups consolidating several GFS customer numbers into one file. Schools, senior living and other institutional kitchens that report cost per meal. And restaurant bookkeepers who get a monthly folder of distributor PDFs from each client and need them coded and posted into QuickBooks as bills.
Pricing is by pages processed, not by location. Starter is $49 a month ($24 a month billed yearly) and covers up to 500 pages a month on the most accurate model or 2,500 on the faster one, far more than a single location receives in distributor invoices. Plus is $149 a month ($74 billed yearly) and adds bulk upload of 50 files at a time, custom extraction templates, category normalization, QuickBooks export and three seats for groups and bookkeepers. Details are on the pricing page.
Upload the GFS invoice PDF, scan or photo here and export XLSX or CSV. Each item line becomes a row with the item number, description, pack and size, quantity, unit price and extended price, and the invoice number and date repeat on every row so the sheet sorts and pivots cleanly.
Yes. Upload the whole batch together and export one combined file with a row per item line across every invoice. The Plus plan takes 50 files per upload, which covers a month of deliveries for most locations in one go.
Yes. All three are read without templates and exported into the same columns, so you can compare prices for the same items across distributors side by side.
Yes. Photos and scans go through OCR first. A flat, evenly lit photo reads well; creases, shadows and handwritten driver notes are the weak spots, and any low-confidence field is flagged for you to check.
Yes. Export a CSV shaped for a QuickBooks bill import, or use QBO export on the Plus plan, with the vendor, invoice number, date and line amounts filled in and the PDF kept for your records.
No. Your invoices are processed to produce your export and are not shared with other customers or with the distributors whose invoices you upload.
Convert Sysco invoices to Excel line by line: item code, pack size, quantity, unit price and extended price from Sysco, US Foods and GFS PDFs, ready for food cost.
Convert US Foods invoices to Excel or CSV line by line. Product number, pack size, quantity, price and credits from MOXe PDFs and delivery copies, for food cost.
Convert PDF invoices to Excel or CSV. How to choose between one row per invoice and one row per line item, which formats survive Excel intact, and how to produce pivot-ready output.
Bulk invoice processing for high volumes: uploading hundreds of documents at once, queue behavior, parallelism, partial failure handling, splitting multi-invoice PDFs and surviving month-end spikes.
How AP automation works with QuickBooks Online and Desktop: how bills enter the file, how vendors are matched, how expense coding and class tracking are applied, and where QuickBooks stops being enough.
Upload a few of your least tidy supplier invoices and compare the extracted fields against the documents. That tells you more than any feature list.
