How to extract PDF invoice data into Google Sheets

The fields worth extracting

For a basic expense register, capture the supplier, invoice date, gross total, currency, tax amount and a source reference. Keep the original PDF under your normal records policy; the spreadsheet row is an index and working record, not necessarily a replacement for the invoice itself.

Process a PDF invoice

1. Download the invoice directly from the supplier portal or a trusted email.
2. Open Receipt Export Pro, confirm that your connected account shows Pro, and choose Upload PDF.
3. Select the invoice. Processing starts automatically after selection.
4. Wait for confirmation, then open the monthly Google Sheet.
5. Compare the new row with the supplier name, invoice date, total, currency and tax stated on the PDF.

Why PDF extraction needs a verification step

A PDF can contain several plausible amounts: subtotal, tax, amount paid, amount due, account balance, previous balance and credit. It can also show order dates, service periods and due dates alongside the invoice date. OCR adds another source of error when the document is scanned or low resolution.

Use these checks before accepting the row:

• Choose the invoice or tax-point date, not the payment due date.
• Use the final invoice total in its stated currency, not a subtotal or account balance.
• Record a tax amount only when the invoice states one separately or clearly identifies its tax calculation.
• Do not treat a VAT number, the letters VAT, or a percentage in general text as the tax amount.
• Confirm that the supplier name is the organisation issuing the invoice, not the document filename.

Scanned and image-only PDFs

Text-based PDFs usually produce the cleanest extraction. Image-only scans require OCR, so use a straight, readable scan at a sensible resolution. If key figures are faint, handwritten, obscured or split across pages, enter or correct them manually after checking the source.

Duplicates and corrections

Receipt Export Pro uses the uploaded filename as part of the source key and warns before adding the same source again. If a supplier reuses filenames, give each saved invoice a stable unique name before processing it. Correct an inaccurate spreadsheet row rather than uploading repeated copies in the hope of a different result.

Privacy during PDF processing

PDF text is extracted in the browser where possible. When Google Drive OCR is needed, the selected file is uploaded temporarily to your Google Drive and deletion is requested after processing. Blue Crow's licensing service does not receive the PDF contents or extracted spreadsheet rows. Read the full privacy policy for the precise data flow and retention details.