ExtractFoxConvert client PDFs to Excel for accounting
Most of what accountants do at month-end is move data from PDFs into spreadsheets. ExtractFox automates the messy part: parsing client-supplied invoices, bank statements, and expense receipts into clean rows you can reconcile, categorize, or import directly into QuickBooks, Xero, or NetSuite. The real pain is the inconsistency — one client emails a 40-page bank PDF, another drops a phone photo of a crumpled receipt, and a third sends a scanned invoice where the totals sit in a different corner every time. You end up re-keying the same fields over and over, fixing shifted columns in Excel, and chasing clients for clearer copies instead of closing the books.
Built for sensitive financial documents
ExtractFox does not persist uploaded documents or use documents and results to train AI models. Files are encrypted in transit with TLS, and you can review every extracted value before downloading it.
Common workflows
Drop a folder of supplier invoices, get a single Excel sheet with vendor, invoice number, due date, line items, tax, and total — ready for AP coding or direct import. The schema stays consistent across vendors so your import maps don't break.
Drop your client's monthly bank statement PDF — even multi-page archives going back years — and get every transaction as a row with date, description, amount, and balance. Tag with categories and reconcile against the GL.
Receive an email with 30 receipt photos? Bulk upload, get one row per receipt with merchant, date, total, tax, and a category guess. Paste into Concur, Expensify, or your in-house tracker.
Use the free-text mode to pull specific metrics out of an annual report — revenue, net income, EPS by year — into a comparison table for due-diligence work or onboarding briefs.
During tax season, clients dump W-2s, 1099s, and K-1s in mixed formats — digital PDFs, scans, and phone photos. Bulk-upload the batch and get structured rows with payer, recipient, box amounts, and tax year. Sort by document type before you start entering into your tax software.
Time savings
A typical month-end where a bookkeeper rekeys 20 supplier invoices and a 4-page bank statement is roughly 90 minutes of manual entry. ExtractFox compresses that to about 5 minutes including the time to drop files and download the Excel.
Frequently asked questions
Can I import the output directly into QuickBooks Online or Xero?+
Yes. The Excel and CSV exports use stable column headers that map cleanly to QuickBooks and Xero invoice and bank-statement imports. For automated round-trips, the Pro plan's REST API can post directly into either via their API.
How does ExtractFox handle different invoice layouts from different vendors?+
There are no per-vendor templates. The model recognizes invoice structure regardless of layout — it correctly identifies vendor, totals, and line items even on the first invoice from a new supplier.
Is client data stored on your servers?+
Files are processed by ExtractFox's secure extraction engine and are not stored long-term by ExtractFox. For regulated industries or jurisdictions requiring data residency (UK, EU, Canada), contact us about a self-hosted or VPC deployment.
Will it work for non-USD invoices and statements?+
Yes. Currency is preserved as printed. Numeric fields come back as numbers — no string parsing needed before you sum them in Excel.
What about handwritten amendments on invoices?+
The model reads handwriting reasonably well, especially printed handwriting. For critical workflows, the table view shows everything before you download — quick visual review catches anything iffy.
Can I process documents from multiple clients in one batch?+
Yes. Upload a mixed folder — invoices from different clients, different banks, different formats — and get one spreadsheet with consistent columns. Filter or tag by filename or a client column you add after export.
How do I handle credit card statements alongside bank statements?+
Use the bank-statement extractor for both. Credit card PDFs from Chase, Amex, and Capital One all produce the same transaction columns: date, description, amount, and running balance where available.