Invoice PDF to Excel converter for many invoices at once
Typing supplier invoices into a spreadsheet or accounting tool one by one eats hours every month. Every supplier uses a different layout. Your todo.is agent reads each invoice PDF, pulls out the header fields and line items, checks that net plus tax equals the total, and puts everything in one Excel workbook.
The prompt
- Extract the data from the attached invoice PDFs into one Excel workbook: [ATTACH THE INVOICES]. Sheet 1, one row per invoice: Supplier, Supplier tax ID, Invoice number, Invoice date, Due date, Currency, Net, Tax rate, Tax, Total, PO number. Sheet 2, one row per line item with the invoice number, description, quantity, unit price and line total. Dates as [DATE FORMAT]. Check that net + tax = total and that line items add up to net; highlight mismatches and possible duplicate invoices. Map suppliers to these cost codes: [COST CODES]. Send the .xlsx.
What to change
- [ATTACH THE INVOICES]: Attach the invoice PDFs (or a zip). Scans and photos work with OCR.
- [DATE FORMAT]: E.g. "DD/MM/YYYY" or "YYYY-MM-DD".
- [COST CODES]: E.g. "Software = 6200, Office supplies = 6100, Travel = 6400" or "leave blank".
Example result
- Invoice PDF to Excel: September 2026 supplier invoices
- 38 PDFs · 14 suppliers · 2 sheets · 211 line items
- Sheet 1: Invoices (38 rows)
- Supplier | Tax ID | Invoice no. | Date | Due | Currency | Net | Tax rate | Tax | Total | PO | Cost code
- • Brightline Software Ltd | GB123456789 | BL-20931 | 01/09/2026 | 01/10/2026 | GBP | 480.00 | 20% | 96.00 | 576.00 | PO-1187 | 6200
- • Papercraft Office Supplies | GB987654321 | 44871 | 03/09/2026 | 03/10/2026 | GBP | 112.40 | 20% | 22.48 | 134.88 | | 6100
- • Hotel Riverside | DE811234567 | R-7781 | 12/09/2026 | paid | EUR | 236.45 | 7% | 16.55 | 253.00 | | 6400
- Sheet 2: Line items (211 rows)
- Invoice no. | Description | Qty | Unit price | Line total
- • BL-20931 | Team plan, 12 seats, September | 12 | 40.00 | 480.00
- • 44871 | A4 copy paper, 5 reams | 4 | 21.10 | 84.40
- • 44871 | Toner cartridge black | 1 | 28.00 | 28.00
- Checks
- • Totals: 36 invoices reconcile. 2 do not:
- - Clearpath Logistics CL-5520: lines add up to 1,240.00 but net shows 1,204.00. Possible typo on the invoice
- - Kettle & Co 0093: tax 18.20 should be 18.40 at 20%
- • Possible duplicate: Papercraft 44871 appears twice (two emails, same number, same amount). Kept once, the second copy highlighted
- • Missing PO numbers: 9 invoices
- Summary
- Total net 18,412.70 · tax 3,488.15 · gross 21,900.85 (GBP invoices only; 3 EUR invoices listed separately)
- Most accounting tools can import Sheet 1 as a CSV. Ask for a CSV in your tool's format if you need one.
How to do it with todo.is
- Copy the prompt, set the date format and your cost codes if you use them.
- Attach the invoices in todo.is, or with Google connected ask your agent to find invoice emails in Gmail.
- Your agent reads every invoice, builds both sheets and runs the checks.
- Download the workbook. Make it a monthly recurring to-do to process each month's invoices the same way.
Tips for a better result
- Ask for a duplicate check. The same invoice often arrives twice, by email and post.
- Give your cost codes or accounts once. Your agent remembers which supplier goes where next month.
- If you import into accounting software, name it. Your agent can match its CSV import columns.
- Keep the original PDFs. The spreadsheet is a working copy, and auditors want the source documents.
invoice PDF to Excel converter: FAQ
- How do I extract data from invoice PDFs to Excel? Attach the invoices and list the fields you need. Your agent reads each one, whatever the layout, and puts the fields and line items into a spreadsheet.
- Does it work with different invoice layouts? Yes. It reads each invoice like a person would, so suppliers can use any layout or language.
- Can it process scanned or photographed invoices? Yes, using OCR. Check amounts on poor scans; the total checks help find misread numbers.
- Can it pull invoices from my email? With Google connected, your agent can search Gmail for invoice emails and read their PDF attachments.
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