Invoice data entry, done for you
Every invoice has the same handful of details your accounts team needs: who sent it, the invoice number, the dates, what was billed, the tax and what's owed. They're just in a different place on every vendor's layout, which is why typing them up takes so long.
This tool reads any invoice layout and puts those details into fixed columns. A batch of invoices from ten different suppliers comes out as one tidy table you can import into your accounting software or check against purchase orders.
It works with digital PDF invoices, scanned paper invoices and phone photos. Multi-page invoices are read as one document, so line items on page two aren't lost.
Fields extracted from each invoice
Each invoice gives you two sheets. Columns that are empty on every invoice are left out.
| Sheet | Columns |
|---|---|
| Invoices | Invoice number, invoice date, due date, vendor, vendor tax ID (GSTIN, VAT, EIN, ABN…), vendor address, bill-to, customer tax ID, PO number, currency, subtotal, discount, tax, shipping, total, amount paid, amount due and payment terms. |
| Line items | Invoice number, description, SKU or code, quantity, unit, unit price, tax rate and amount. |
| Several invoices combined | One row per invoice, plus every line item across all invoices, each tagged with its source file. |
How to extract data from invoices
Upload your invoices
Add up to 10 PDFs or images at a time, each up to 10 MB.
Convert
Each invoice is read separately, including all of its pages.
Review
The tool checks that the line items add up to the subtotal, and that subtotal, discount, tax and shipping make the total. Anything that doesn’t add up is flagged.
Export
Download one workbook for all invoices, or a CSV for importing into accounting software.
Typical uses
Accounts payable
Log incoming supplier invoices with due dates so nothing is paid late.
GST and VAT records
Collect vendor tax IDs and tax amounts across a month of purchases for your return.
Spend analysis
Combine line items from many invoices to see what you buy most and from whom.
Three-way matching
Line up invoice lines with purchase orders and delivery notes in one sheet.
Tips for accurate extraction
- Upload the original PDF when you have it. It reads more reliably than a photo of a printout.
- Keep each invoice in its own file. Several invoices in one PDF can get mixed together.
- Tax IDs and invoice numbers are copied exactly as printed. Check them once, since a single wrong character matters for compliance.
- If the tool flags a total mismatch, look for a missed line, a discount or a rounding line on the invoice.
Limits to keep in mind
- Bank account and card numbers on invoices are deliberately not extracted.
- Handwritten invoices and poor scans may need a few manual fixes.
- The tool extracts data. It doesn’t validate tax IDs against government registers or post to your accounting system.
Frequently asked questions
What is invoice OCR?
Invoice OCR reads the text on an invoice. AI invoice extraction goes a step further and understands which text is the invoice number, the total, the tax and each line item, then puts them into the right fields.
Which invoice details are extracted?
Invoice number, invoice and due dates, vendor name, address and tax ID, customer name and tax ID, PO number, currency, every line item, subtotal, discount, tax, shipping, total, amount paid, amount due and payment terms.
Does it handle GST invoices with CGST, SGST and IGST?
Yes. The separate tax lines are added together into the Tax column, and the tax rate on each line item is kept in the Line items sheet.
Can I process invoices from different suppliers together?
Yes. Layouts don’t need to match. Upload up to 10 invoices, convert them, and download one combined workbook with one row per invoice.
Can I import the result into Tally, QuickBooks or Xero?
You can download a CSV and map the columns in your software’s import screen. Column names are fixed, so the same mapping works every time.
Is it free?
You get free daily credits, and each file uses one credit. If you need more, there are optional one-time credit packs. There is no subscription.
Are my invoices kept?
Your file is sent to Google's Gemini AI to be read, and the result comes straight back to your browser. Toolghar doesn't save the file or the extracted data, and the spreadsheet is built on your device.