Save the invoice PDF for each WebstaurantStore order, or forward the emailed copy, and every product comes back as a spreadsheet row with item number, description, quantity, unit price and extended price. Shipping, sales tax and discounts land on their own rows, so a case of deli containers, a new sheet pan rack and a box of sanitizer stop sharing one lump expense line.
Reads order invoice PDFs, emailed sales invoices, printed packing paperwork, scans and phone photos.
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The short answer
To convert a WebstaurantStore invoice to Excel, save the invoice PDF for each order (or the emailed sales invoice), upload a batch to InvoiceExtraction and export XLSX, CSV or a QuickBooks-ready file. Each product becomes one row with item number, description, quantity, unit price and line total, while shipping, tax and discounts stay separate so you can split supplies, disposables and equipment into the right accounts. Plans start at $49 a month, or $24 a month billed yearly, priced by pages rather than per location.
WebstaurantStore item numbers mix letters and digits. They go into a text column unchanged, so the same lid or glove SKU matches across every reorder.
A line for 10 cases of 500 cups keeps the order quantity and the pack size readable, so cost per unit is a formula instead of guesswork.
Freight, liftgate and shipping charges are separated from products, which matters when one order carries both a $40 box of gloves and a $1,900 reach-in.
Tax is a separate line, so it is easy to spot an order that was taxed when your resale or exemption certificate should have applied.
Add a category column once (smallwares, disposables, janitorial, equipment) and reuse it, so the bookkeeper posts each order across the right accounts.
One combined file for a month of orders, or bills and expenses sent to QuickBooks on the Plus plan with the invoice attached.
Save the invoice PDF for each order from your account order history, or forward the invoice emails to one folder. Photos of printed copies work too.
WebstaurantStore orders can share a batch with Sysco, Restaurant Depot and Costco documents. Each file is read on its own.
Lines are summed against the invoice total. Anything that does not tie out, such as a split shipment or a cut-off photo, is flagged.
Download XLSX or CSV with a row per product, or send the order to QuickBooks with lines split by account.
An online supply order is rarely one kind of purchase. A single WebstaurantStore invoice can hold to-go containers that belong in cost of goods or paper, chemicals for janitorial, a few hotel pans for smallwares and a fryer that your accountant may want to treat as equipment. Typed in as one total, all of that ends up in whatever account the first line suggested.
With each line in a spreadsheet, the split takes a minute. The same columns come out of the Sysco invoice to Excel converter and the Restaurant Depot receipts converter, so supply orders, deliveries and cash and carry runs sit in one purchasing file.
Convert a WebstaurantStore invoiceUpload the invoice PDF, the emailed sales invoice or a photo of a printed copy, then export XLSX or CSV. The header (order or invoice number, date, ship-to name and invoice total) is read once and repeated on every row, and each product line is split into item number, description, quantity, unit price and extended price. Shipping, tax and discounts are kept as their own rows, and the lines are checked against the invoice total before the file is created.
Copying from a PDF viewer usually breaks long product names across several cells and pushes prices out of line. That is tolerable for one order. It is not tolerable for the 15 or 20 supply orders a busy kitchen or a multi-unit group places in a month.
Sign in to your WebstaurantStore account and open your order history, where each order can be opened and its invoice viewed, printed or saved as a PDF. Most buyers also receive the order confirmation and invoice by email, which is often the quickest source: forward them all to one inbox or folder and upload the batch at month end. If an order shipped in several boxes from different warehouses, keep every invoice or shipment document that carries a charge.
This is how a typical mixed order comes out. Descriptions stay as printed, and the category column is yours to fill once and reuse on every reorder.
| Line on the invoice | Item number | Qty | Unit price | Line total | Your category |
|---|---|---|---|---|---|
| Clear deli containers with lids, case | Text, as printed | 4 | $38.99 | $155.96 | Disposables |
| Full size aluminum sheet pan | Text, as printed | 12 | $11.49 | $137.88 | Smallwares |
| Quat sanitizer concentrate, case | Text, as printed | 2 | $54.99 | $109.98 | Janitorial |
| Countertop gas fryer | Text, as printed | 1 | $1,849.00 | $1,849.00 | Equipment |
| Shipping | n/a | n/a | n/a | $89.00 | Freight |
Yes. Export a CSV shaped for a QuickBooks bill or expense import, or use the QuickBooks export on the Plus plan, with vendor, invoice number, date and line amounts filled in and the invoice image attached. Orders paid by card at checkout are usually posted as expenses against that card account, while orders on terms go in as bills. Either way the lines can be split across supplies, cost of goods and equipment accounts before posting. The QuickBooks AP automation page covers the bill workflow in more detail.
It depends on your accounting policy and your CPA, but you need the line detail to decide either way. Many small businesses use the IRS de minimis safe harbor election, which lets taxpayers without an applicable financial statement expense items costing up to $2,500 per invoice or per item, as substantiated by the invoice. A fryer, a reach-in cooler or a mixer above that threshold is usually capitalized and depreciated, while sheet pans and gloves are expensed. When equipment and supplies arrive on the same invoice, a line level export is what makes that split defensible.
Independent restaurants, coffee shops, bakeries, caterers and food trucks that buy smallwares, disposables and equipment online and want those costs in the same workbook as food purchases. Multi-unit groups that order supplies centrally and need to allocate them by location. Bookkeepers and fractional controllers who receive a stack of supply invoices from each client every month and have to post them to the right accounts.
You pay by pages processed, not by order, 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. Back office suites that scan invoices usually charge per location, as the MarketMan pricing and MarginEdge pricing breakdowns show. Plan details are on the pricing page.
Save the invoice PDF from your order history or the emailed sales invoice, upload it here and export XLSX or CSV. Each product becomes a row with item number, description, quantity, unit price and line total, with shipping, tax and discounts on separate rows.
Yes. Upload a month of invoices in one batch (up to 50 files at a time on Plus) and download one combined spreadsheet, with the invoice number and date repeated on every row so each line traces back to its order.
Yes. Every line keeps its own amount, so you can tag equipment separately from smallwares, disposables and janitorial supplies before posting to QuickBooks or your fixed asset schedule.
Yes. Distributor invoices, cash and carry receipts and online supply orders are read without templates and exported into the same columns.
No. Your invoices are processed only to produce 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.
