Invoice processing to Excel: one row per invoice

The request that works

Paste this into the note box: One row per invoice: vendor, invoice number, date, due date, net, tax, total, currency. Add anything specific: a PO number column, a category column you want filled from a list you provide, line items on a second sheet (say so), or dates as YYYY-MM-DD.

What you get

Numbers are real numbers, not text, so SUM and pivot tables work. The sheet has a frozen header and a filter. Where an invoice shows a total, net plus tax is checked against it and mismatches are flagged on the Review sheet.

How it handles messy invoices

• Scans and photos: read as page images. In our test of 10 invoices with 3 scans, one file came back in 33 seconds.
• Unreadable values: left empty and listed on the Review sheet with file, page and reason. Nothing is guessed.
• Multi-page invoices: every page is processed and counted, so the number of files in matches the number accounted for.
• Currency: one currency column, so mixed-currency stacks stay readable.
• Duplicates: if the same invoice is uploaded twice you can ask for duplicates to be removed.

A realistic workflow

1. Collect the month PDFs and phone photos in one folder (or a zip).
2. Upload them in one batch and paste the request above.
3. Open the Excel file. Look at the Review sheet first: each line tells you the file and page to check.
4. Spot-check ten random rows against their source pages. Because every row carries the source, this takes minutes.
5. Import the Data sheet into your accounting or spreadsheet system.

If something is wrong, reply with the fix. Two rounds of changes are included in the batch.

What it will not do

It does not post to QuickBooks, Xero, NetSuite or any other system: you get an Excel file and import it. It does not approve or pay anything. It reads what is printed and does not judge whether an invoice is legitimate or a duplicate payment. If you want a bookkeeping close from bank statements instead, MyClawn Books is a separate site.

Checking totals and spotting problems

Three checks are built in: every file is accounted for, where an invoice prints a total the lines are added up against it, and every uncertain value goes on the Review sheet with file and page. What you should still look at yourself: vendor names that differ in spelling across invoices (you may want one canonical name, so give a list in the note), dates that could be day-month or month-day (say which convention your vendors use), and currency, which you can ask to be kept in its own column.

The Data sheet is plain Excel. Filter by vendor, pivot by month, or save as CSV for import.

Invoice stacks it suits

Small-business supplier invoices, a bookkeeper collecting a client folder, receipts and bills photographed on a phone, and one-off backlogs before a tax deadline all fit. A stack of 200 mixed invoices is an upload of four batches of 50 files, or one batch if they are combined into fewer files.

Cost

Starter is $29 a month for 10 batches and Pro is $99 for 50. One batch can hold up to 50 files, so a monthly stack of invoices is typically a single batch. Details on pricing.

Upload your files and name your columns. Nothing is charged until you check out, you get two rounds of changes per batch, and there is a 14-day refund if the result misses.

Questions

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