Extracting data from PDF to Excel can quickly become a headache, especially when the files contain complex tables or non-standardized formats. Fortunately, specialized tools can automate this task, ensuring a fast and accurate conversion. Whether it's advanced software, artificial intelligence-based solutions, or open source tools, this article shows you the best options for turning your PDFs into usable Excel sheets.
Learn how to automatically extract your PDF data to Excel using the best OCR solutions in 2025, including Koncile.
Why extract PDF data to Excel?
In many businesses, PDF documents contain key information: order tables, Bill Lines, bank statements, etc. Unfortunately, this data is frozen. Extract them to Excel using a OCR allows them to be structured, analyzed, processed automatically or integrated into business tools (accounting, ERP, reporting, etc.). The result: considerable time savings and a reduction in input errors.
What types of PDF documents are affected?
All types of documents containing structured or semi-structured data:
Supplier invoices
Order or delivery forms
Bank Statements
Analysis result tables
Contracts or quotes containing amounts and references
Technical data sheets or product catalogs
The Limits of Conventional Converters
Free or integrated PDF to Excel converters (Adobe, SmallPDF...) can suffice for simple documents.
A simple but time-consuming method: open the PDF file, select the data to be extracted, copy and paste into an Excel file. This method is still widely used in small businesses or by teams that receive few documents.
Advantages:
No tools required
Full control over what is extracted
Disadvantages:
Very long as there are several documents
High risk of input or formatting errors
Impossible to automate → not scalable
What is the best way to extract a PDF to Excel?
To obtain a structured Excel file, faithful to the original document and directly usable, the best method is the use of a Smart OCR. Thanks to AI, these tools are able to read, understand and reconstruct a complete table from a PDF, even a complex one.
Extraction via OCR: how does it work?
A modern OCR (Optical Character Recognition) works in two stages:
Computer Vision : detection of text areas, lines, tables
NLP/IA : understanding the contents, identifying the titles (ex: “VAT”, “Amount excluding VAT”, “Date”)
Some solutions like Koncile go further by adding a layer of business intelligence: anomaly detection, automatic classification, line-by-line structuring, etc.
How to convert a pdf to Excel, YouTube tutorial
Step by step: convert PDF to Excel (reliable method)
Koncile is the most reliable extraction application on the market:
Extraction of the amount excluding VAT, VAT, VAT, carrier, carrier, period, order number
Automatic structuring and price verification
Result: 90% time saved, zero re-entries, direct integration into the back office.
How to integrate the extracted data into your ERP or accounting software?
Once the PDF is converted, the data is available in several formats:
Excel : to be imported into any software
JSON/CSV : for automatic operation
API : direct integration into an ERP (e.g. Odoo, Sage, SAP) or accounting tool
This allows for smooth processing, without re-entering and 100% traceable.
How to save time with the right OCR method
Extracting data from PDF to Excel shouldn't be a headache. By using a OCR AI like Koncile, you make your processes more reliable, eliminate human errors and free up time for value-added tasks.
Discover how to transform these documents into structured JSON to automatically use them in your business tools (accounting, CRM, ERP...). Thanks to the Koncile API, convert your PDFs into ready-to-use data, without coding. This comprehensive step-by-step guide shows you how to automate this process, whether you're a developer or not.
Discover how parsing automates data extraction from PDF, scanned, and digital documents. By combining OCR, NLP, and rule-based methods, it transforms raw content into structured data. This article explains the key concepts, technologies, and use cases behind modern document parsing.
A concrete example of how document automation can drive operational performance. Nona automated its supplier invoice processing by integrating Koncile’s OCR into its vendor management workflow.