Upload UNFI invoices as PDFs, emailed copies or phone photos of the delivery paperwork, and every line comes back as a spreadsheet row: item number, UPC, description, pack, quantity, unit cost, deal and extension. A delivery that runs across grocery, dairy, produce and supplements becomes one sheet you can sort by department.
Reads UNFI PDFs, emailed invoices, delivery copies, credit memos and phone photos with no EDI setup.
Compare the extracted fields and line items against your own document.
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The short answer
To convert a UNFI invoice to Excel, upload the PDF, the emailed copy or a photo of the delivery invoice to InvoiceExtraction and export XLSX or CSV. Each line becomes one row with item number, UPC, description, pack, quantity, unit cost, deal and extended price, and credits come out as separate negative rows. It also reads invoices you could not export from the distributor portal. Plans start at $49 a month, or $24 a month billed yearly, with no per-location fee.
Item numbers and UPCs stay in text columns exactly as printed, so leading zeros survive and the same product matches across deliveries.
Case packs and sizes sit in their own columns, so cost per unit is one formula before you set the shelf price.
Grocery, dairy, frozen, produce, bulk and wellness lines carry a department, so margin can be checked the way the store is laid out.
Promotional deals and allowances come out as their own columns or rows instead of being buried in a net price.
Short shipments, returns and credits come out as their own negative rows, so they never hide inside the total.
One combined file for the week, or bills sent to QuickBooks on the Plus plan with the invoice image attached.
Save the PDF from your distributor account or email, or photograph the invoice that came with the delivery.
UNFI and your direct vendors can go in one batch. Each document is read on its own, with no templates.
Lines are summed against the invoice total. Anything that does not tie, such as a faded photo, is highlighted.
Download XLSX or CSV with one row per item, or send bills to QuickBooks with vendor, dates and line amounts filled in.
A natural food store carries thousands of items, many with thin margins and frequent cost changes. If invoices stay as PDFs, shelf prices lag behind cost and the difference comes straight out of margin.
Converting each UNFI delivery when it lands gives you cost by item over time. Sort by item and date and you see the week a case cost moved, which deal ended and which short shipment was never credited.
Convert a UNFI invoiceUpload the UNFI invoice PDF, the emailed copy or a photo of the delivery invoice, then export XLSX or CSV. The header (invoice number, date, account and ship-to) is read once and repeated on every row, and each line is split into item number, UPC, description, pack, quantity, unit cost and extended price. Lines are checked against the invoice total before the file is built.
A generic PDF to Excel tool copies the page layout, which on a dense distributor invoice usually means description and pack in one cell and numbers shifted between columns. Here every item is a row and every number sits in a number cell, ready for a lookup against your item list.
Sometimes. Retail customers report that the distributor ordering site can export some invoices to Excel, while other invoice types are only available as PDF. When a document exists only as a PDF, a paper copy or a photo, reading it directly is the way to get a spreadsheet. The same tool also covers the invoices from your other vendors, which have no portal export at all.
No. EDI files need a translator and a mapping project before they reach a spreadsheet. A single store or a small group usually works from a PDF or a paper copy, and reading that document directly avoids the setup.
A single delivery mixes grocery, refrigerated and wellness lines. These sample rows show how they come out, with the department column that lets you total each one separately.
| Line on the invoice | Pack | Qty | Unit cost | Extension | Department |
|---|---|---|---|---|---|
| Organic rolled oats, 32 oz | 6 CT | 4 | $21.60 | $86.40 | Grocery |
| Almond milk, 64 oz | 6 CT | 3 | $18.90 | $56.70 | Refrigerated |
| Vitamin D3 softgels | 12 CT | 1 | $74.40 | $74.40 | Wellness |
| Kombucha, 16 oz | 12 CT | 5 | $27.00 | $135.00 | Beverage |
| Credit, short shipped item | 1 CS | -1 | $21.60 | -$21.60 | Credit |
Most natural grocers buy from a distributor plus local producers, a bakery and a club store for the gaps. The KeHE invoice converter and the Costco Business Center converter export into the same columns, so a week of mixed deliveries becomes one sheet you can total by department, supplier or item.
For every other supplier at the back door, the invoice scanner covers the rest, and the invoice to Excel converter handles any document that is not on a vendor page.
Independent natural food store and co-op owners and small chains that buy from UNFI, and the bookkeepers who keep their books and need each invoice split by line and department rather than posted as one lump sum.
Yes. Export a CSV in the shape QuickBooks expects, or use the QuickBooks export on the Plus plan, which creates bills with vendor, invoice number, invoice date, due date and line amounts, with the invoice image attached. Most bookkeepers post distributor invoices as bills, split across grocery, produce and supplement cost of goods accounts. The QuickBooks AP automation page covers the bill workflow.
You pay for pages processed, not per invoice, supplier or location. Starter is $49 a month ($24 a month billed yearly) for up to 500 pages on the most accurate model or 2,500 on the faster one. 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. Full details are on the pricing page.
Upload the UNFI invoice PDF, the emailed copy or a photo of the delivery invoice and export XLSX or CSV. Each line becomes a row with item number, UPC, description, pack, quantity, unit cost and extended price, and the invoice number and date repeat on every row.
No. The tool reads the PDF or photo of the invoice directly, so a single store or small group does not need an EDI translator or a mapping project.
Yes. Credit and short shipment lines are extracted as separate negative rows, so returns and shorts never inflate your cost of goods.
Yes. Invoices from UNFI and any other supplier are read without templates and land in the same columns, so a week of deliveries can go in one batch and come out as one combined file.
Plans start at $49 a month, or $24 a month billed yearly, for up to 500 pages on the most accurate model. Pricing is by pages processed across all suppliers and locations, with no per-location or per-vendor fee.
No. Your invoices are processed only to create your export and are never shared with other customers or with the suppliers whose documents you upload.
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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.
