Automate Invoice Processing with PDF to Excel Conversion
Streamline your accounts payable workflow by automatically converting invoice PDFs to structured Excel data. Save hours with automated invoice processing.
Key Benefits
Save 80% time on invoice processing • Reduce errors by 95% • Automate approval workflows • Real-time data extraction
The Invoice Processing Challenge
Manual invoice processing is one of the most time-consuming and error-prone tasks in accounts payable. Every month, businesses spend countless hours:
- •Manually entering invoice data into accounting systems
- •Checking for duplicate invoices and errors
- •Chasing approvals and signatures
- •Reconciling payments with invoices
The Automation Solution
Automated invoice processing uses OCR and AI to extract data from PDF invoices and convert them into structured Excel files that can be directly imported into your accounting system.
Before Automation
- • Manual data entry (15-30 min per invoice)
- • High error rates (5-10%)
- • Delayed processing
- • Inconsistent formatting
After Automation
- • Instant data extraction (30 seconds)
- • 95%+ accuracy
- • Real-time processing
- • Consistent output format
How Automated Invoice Processing Works
Step 1: Invoice Upload
Upload invoice PDFs through web interface, email, or API integration.
Supported formats: PDF, scanned images, email attachments
Step 2: OCR & Data Extraction
Advanced OCR technology extracts key invoice data automatically.
Extracted Fields:
- • Invoice number
- • Date and due date
- • Vendor information
- • Line items and amounts
- • Tax calculations
- • Total amounts
Validation Rules:
- • Duplicate detection
- • Amount verification
- • Tax calculation checks
- • Vendor matching
Step 3: Excel Export & Integration
Structured data is exported to Excel format ready for import into your accounting system.
Export options: XLSX, CSV, JSON • Integration: QuickBooks, Xero, Sage, custom APIs
ROI Calculation
Cost Savings Example
Manual Processing (100 invoices/month)
- • Time: 25 hours/month
- • Cost: $1,250/month
- • Errors: 5-10 invoices
- • Processing delay: 3-5 days
Automated Processing
- • Time: 2 hours/month
- • Cost: $200/month
- • Errors: 1-2 invoices
- • Processing delay: Same day
Monthly savings: $1,050 • Annual savings: $12,600
Implementation Strategy
Phase 1: Pilot Program
- •Start with 10-20 invoices per month
- •Test with simple, standard invoice formats
- •Validate accuracy and identify edge cases
- •Train team on new workflow
Phase 2: Full Rollout
- •Scale to all invoice types
- •Integrate with accounting systems
- •Set up automated approval workflows
- •Monitor and optimize performance
Best Practices for Success
Data Quality
- • Ensure high-quality PDF scans
- • Standardize invoice formats
- • Maintain vendor master data
- • Regular accuracy audits
Process Optimization
- • Define clear approval workflows
- • Set up exception handling
- • Monitor processing metrics
- • Continuous improvement
Common Challenges & Solutions
Challenge: Complex Invoice Formats
Some vendors use non-standard invoice layouts that are difficult to parse.
Solution: Use Kepler Docs' custom mapping features to handle unique formats and train the system on your specific invoice types.
Challenge: Multi-page Invoices
Long invoices with line items spread across multiple pages.
Solution: Advanced OCR can stitch together multi-page documents and maintain data continuity across pages.
Challenge: Approval Workflows
Complex approval chains that vary by amount or vendor.
Solution: Configure automated routing based on invoice amounts, vendor categories, and approval hierarchies.
Getting Started
Ready to automate your invoice processing? Here's how to get started:
Next Steps:
- •Try SHRP.app for free invoice processing (limited to single files)
- •Join Kepler Docs waitlist for batch processing and API access
- •Prepare your invoice samples for testing and training
- •Define your workflow requirements and approval processes
Conclusion
Automated invoice processing is no longer a luxury—it's a necessity for businesses looking to scale efficiently. With the right tools and implementation strategy, you can transform your accounts payable from a time-consuming burden into a streamlined, error-free operation.
Key Takeaways:
- •Automation can save 80% of processing time and reduce errors by 95%
- •Start with a pilot program to validate the solution
- •Focus on data quality and process optimization
- •The ROI typically pays for itself within 3-6 months