Invoice & Accounts Payable Data Extraction
From invoice PDFs to clean AP data—without manual entry. Automate invoice processing and accounts payable workflows at scale.
The Problem
Manual Keying
AP staff manually type vendor names, invoice numbers, dates, amounts, GL codes, and PO numbers from hundreds of invoices each week.
High Volume, Tight Deadlines
Month-end close, payment runs, and vendor deadlines create constant pressure. Manual entry can't keep up with invoice volume.
Costly Errors
Typos in amounts, duplicate payments, missed early-pay discounts, and vendor disputes from data entry mistakes add up fast.
What We Do
Automated Invoice Data Capture
We process batches of invoices and AP documents—PDFs, scans, email attachments, or portal exports—and extract all the critical fields:
System-Ready Formatting
We map extracted data to your ERP or accounting system's import templates:
Our output CSVs/Excel files match your system's field names, formats, and validation rules so you can import directly without reformatting.
Organized Invoice Archive
Every invoice PDF is renamed with a consistent, meaningful structure and stored for easy retrieval:
Office Depot – 9876543210 – 2025-01-12.pdf
ABC Supplies – PO-2024-5432 – 2025-01-08.pdf
Organized by vendor, date, or any structure you prefer. Makes audit trails and vendor inquiries a breeze.
What You Get
Import-Ready AP Data Files
CSV/Excel formatted for your accounting or ERP system with all extracted invoice fields
Organized Invoice Archive
Renamed and filed PDFs with consistent naming (Vendor – Invoice# – Date.pdf)
Exception Reports
Flagged invoices with missing data, unrecognized vendors, or values needing review
Quality Validation
Automated checks for duplicate invoices, mismatched totals, and missing required fields
Why It Matters
Reduce AP Entry Time
Cut manual invoice entry time by 70–90%. Process more invoices without adding headcount.
Improve Accuracy
Eliminate typos in amounts, vendors, and GL codes. Catch duplicates and missing data before they become payment errors.
Scale AP Without Adding Staff
Handle seasonal surges, M&A integrations, or business growth without needing to hire more AP clerks.
Common Use Cases
Ongoing AP Automation
Set up a recurring flow: weekly batches of invoices → extracted data → import-ready files. Perfect for steady AP volume.
Backlog Cleanup
Caught behind on invoice entry? We can process backlogs of hundreds or thousands of invoices to get you current fast.
Month-End Close Acceleration
Speed up close by getting invoices into the system faster. Reduce the scramble at month-end.
M&A Integration
Bringing acquired companies' invoices into your system? Automate the heavy lifting instead of manual re-keying.
Get started
Share details about your document processing needs and we'll respond with a tailored plan and pricing estimate.