How to Convert a PDF to Excel (with OCR) — Free & Accurate
A practical, step-by-step guide to turn scanned PDFs into clean spreadsheets using SHRP (free) and Kepler Docs (batch/API).
TL;DR
For a quick, free one-off: upload your PDF to SHRP.app and download XLSX. For batches, saved mappings, validations, and an API, use Kepler Docs.
Why PDF→Excel is tricky
Not all PDFs are equal. There are two common types:
- •Digital PDFs: text is selectable (generated from software). These often extract cleanly.
- •Scanned PDFs: every page is an image; you need OCR to turn pixels into text before table extraction.
The Problem with Scanned PDFs
Scanned PDFs are essentially photographs of documents. The text isn't actually text—it's just pixels that look like text to humans. This means:
- •You can't copy and paste the text
- •Excel can't read the data directly
- •You need OCR (Optical Character Recognition) to convert pixels to text first
Solution: OCR + Table Extraction
The process involves two steps:
Step 1: OCR
Convert the scanned image into machine-readable text. This turns pixels into actual text characters.
Step 2: Table Extraction
Identify and extract table structures from the OCR'd text, preserving rows, columns, and relationships.
Free Solution: SHRP.app
For one-off conversions, SHRP.app is a free, web-based tool that handles both OCR and table extraction automatically.
How to use SHRP.app:
- 1Go to shrp.app
- 2Upload your scanned PDF
- 3Wait for processing (usually 30-60 seconds)
- 4Download your Excel file
Pro Tip:
SHRP works best with clear, high-resolution scans. If your PDF is blurry or low quality, the OCR accuracy will suffer.
Professional Solution: Kepler Docs
For businesses and developers who need to process multiple PDFs, Kepler Docs offers advanced features:
Batch Processing
- • Upload multiple PDFs at once
- • Process hundreds of documents
- • Consistent formatting across all files
API Integration
- • RESTful API for automation
- • Webhook notifications
- • SDKs for Python & JavaScript
Advanced Features:
- •Custom Mappings: Define how specific document types should be structured
- •Data Validation: Ensure extracted data meets your business rules
- •Provenance Tracking: Know exactly where each piece of data came from
- •Multiple Export Formats: XLSX, CSV, JSON, and more
When to Use Each Tool
Use SHRP.app when:
- • You have 1-5 PDFs to convert
- • It's a one-time task
- • You need it done quickly
- • You want a free solution
Use Kepler Docs when:
- • You have many PDFs to process
- • You need consistent formatting
- • You want to automate the process
- • You need data validation
Best Practices for Better Results
Before Converting:
- •Ensure your PDF is high resolution (300 DPI or higher)
- •Make sure the document is properly aligned (not rotated)
- •Check that text is clear and readable
- •Remove any unnecessary marks or annotations
After Converting:
- •Review the extracted data for accuracy
- •Check that numbers and dates are formatted correctly
- •Verify that table structures are preserved
- •Save your work in a backup location
Common Issues and Solutions
Issue: Poor OCR Accuracy
If the text extraction is inaccurate:
- •Try rescanning at a higher resolution
- •Ensure good lighting during scanning
- •Use a document scanner instead of a camera
Issue: Tables Not Extracted Properly
If table structures are broken:
- •Check that table borders are clearly visible
- •Ensure consistent spacing between columns
- •Try using Kepler Docs for complex table structures
Conclusion
Converting PDFs to Excel doesn't have to be a nightmare. With the right tools and approach, you can transform even the most complex scanned documents into clean, usable spreadsheets.
Quick Summary:
- •For one-off conversions: Use SHRP.app (free)
- •For business use: Use Kepler Docs (batch processing, API, validation)
- •For best results: Ensure high-quality scans and review extracted data