The best solutions for extracting PDF to Excel

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.

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Manual copy and paste from PDF to Excel

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:

1. Create an account on app.koncile.ai

1. Select a suitable template or create a custom one

1. Describe the fields to be extracted (e.g. amount, VAT, order number)

1. Upload your PDF (invoice, statement...)

1. The AI reads and structures the document automatically

1. Export data to Excel, JSON or connect it via API

Business use case: automating the extraction of PDF invoices

A logistics firm receives more than 200 transport invoices every week.

Before: manual sorting, Excel input, frequent errors.

After Koncile:

• Reading Invoices Line by Line
• 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.

👉 Test the tool for free with your documents: Create a Koncile account

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