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How to convert PDF invoices to Excel, including scanned invoices with OCR
Convert PDF invoices into Excel spreadsheets with the rows, columns and numbers intact, handle scanned invoices with OCR, and batch convert a whole folder at once using Tenorshare PDNob.
By Nur Islam- 4:51 video
- 5 steps
- 1.6K views
Jump to a step (5)
Bookkeepers and small business owners often copy invoice lines from PDFs into Excel by hand. Copy and paste breaks the table layout, and scanned or faxed invoices cannot be selected at all, so everything gets retyped and mistakes creep in.
In this video I use Tenorshare PDNob, a desktop PDF app for Windows and macOS (also on iOS). A digital PDF converts to Excel in one step. A scanned invoice is only an image, so you run OCR first to turn it into real text, save it, and then convert.
If you have a stack of invoices, the batch tool converts them all in one go.
What you need
- Tenorshare PDNob installed on Windows or macOS
- The PDF invoices you want to convert (digital or scanned)
- Microsoft Excel or another app that opens .xlsx files
Step by step
0 of 5 done-
01
Open the PDF invoice and convert it to Excel
Open the invoice in PDNob. Select
Convertand thenTo Excel. Keep the output folder as the source folder or choose another one, then selectConvert.Open the Excel file. The rows, columns and numbers should match the PDF, with the item table preserved.
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02
Run OCR on a scanned invoice
A scanned, photographed or faxed invoice is an image. You cannot select its text, and converting it directly will not work properly.
Open the scanned invoice and select
Perform OCR(or open theHometab and chooseOCR). PDNob scans the page and recognizes the text using the ABBYY OCR engine. When it finishes, you can select and edit the text. -
03
Save the OCR PDF, then convert it
Select
ConvertandTo Excel. PDNob asks you to save the OCR version of the PDF first. SelectYes, pick a folder and save. Then runConvert,To Excelagain and selectConvert. Open the file and check the items, quantities and prices. -
04
Batch convert many invoices
Open
Batch Toolsand chooseConvert. Drag all the PDF invoices into the window, set the output format to Excel, keep or change the output folder and selectConvert. The files convert one by one. In the video, invoices from different companies in different layouts all convert cleanly. -
05
Fix typos and review invoices in the PDF
While the PDF is open you can also use
Editto correct a typo, highlight sections and add comments for your team, and useCreate PDFto turn images or documents into PDFs.
Tips and common problems
- If you cannot select the text in an invoice, it is a scan. Run OCR before converting, or the Excel output will not be usable.
- PDNob asks you to save the OCR version of the PDF before converting. Save it next to the original so you can find it again.
- Open the converted file and check totals against the PDF before you post them to your books, especially for scans.
Questions
How do I convert a PDF invoice to Excel without losing the table layout?
Use a PDF converter that keeps table structure. In the video, PDNob's Convert then To Excel option keeps the rows, columns and numbers aligned with no cleanup needed.
Can I convert a scanned invoice to Excel?
Yes, but run OCR first so the image becomes real text. In PDNob, select Perform OCR, save the OCR PDF, then convert it to Excel.
Can I convert several PDF invoices to Excel at once?
Yes. PDNob's Batch Tools, Convert option takes many PDFs at once and saves each one as an Excel file.
