How do I extract data from an invoice to Excel?

Upload the PDF to the Extract Data tool; the AI extracts invoice no, date, parties, totals and line items as structured data. Then export to CSV (Excel) in one click.

Does it work on scanned invoices?

Yes. For scanned/photo invoices, OCR runs automatically on your device to turn the image into text, then data is extracted.

Can I merge many invoices into one table?

Yes. With the AI Batch tool you can process dozens of invoices and merge them into one CSV table with one row per file.

Extract Data from Invoices to Excel: 2026 Guide (3 Methods)

Typing invoice data into Excel by hand is slow and error-prone. This guide compares three methods and shows how to turn dozens of invoices into one table in seconds.

One of the biggest time sinks for accounting, procurement and finance teams: typing data from PDF invoices into Excel one by one. This post honestly compares three methods and shows the fastest, step by step.

Why is it hard?

PDF is a format designed for display — not for exporting data as a "table". Invoice numbers, dates, totals and line items look organized on the page but aren't stored as a clean table behind the scenes. And every vendor's layout differs, so copy-paste often produces broken alignment and wrong cells.

Method 1 — Manual entry

The familiar route: open the invoice and type values into Excel. Fine for one invoice, but for dozens it's slow and mistakes are inevitable.

Pro: no extra tools.
Con: slow, tedious, error-prone.
When: a few invoices a month.

Method 2 — OCR then clean up

For scanned (image) invoices you first need OCR to turn the picture into text, then structure it into a table by hand. OCR gives you text, but you still build the structure.

If your PDF is scanned, our OCR turns the text into real text entirely on your device (Turkish + English). The file is never uploaded.

Method 3 — AI data extraction (the fastest)

The most practical way is to let an AI that understands the document pull out the fields and line items for you. PDF Platform's Extract Data tool does exactly this:

Upload the PDF: Pick your invoice, delivery note or table. Text is read on your device; if it's scanned, OCR kicks in automatically.
Click "Extract Data": The AI detects the document type and extracts fields like invoice no, date, seller/buyer, tax id, subtotal, VAT and total — plus any line items — as structured data.
View as a table, export CSV: See the fields + tables; export to CSV (Excel) or JSON in one click.

Extract Data — Try one invoice — fields and line items become a table in seconds.

Merge dozens of invoices into one table

A single invoice is nice, but the real win is batch. With the Batch tool you can process a whole folder of invoices and merge their data into one CSV table — one row per invoice.

Process up to 25 files at once.
See live progress per file.
All invoices' fields merge into one CSV header.

AI Batch — Process many invoices at once and download a single CSV.

Privacy note

In these tools your PDF's text is extracted on your device and only the text is sent to the AI; the file itself is not uploaded. Most of our structural tools (merge, compress, etc.) run entirely in your browser.