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Automate Data Entry from PDFs, Receipts, and Forms
If your team retypes invoices, forms, or receipts into a spreadsheet, you can automate data entry from PDFs instead. The automation reads each file and fills in the fields for you.
Your phone
What you see
Example run for Ledgerline CPA. Business and customer names are made up.
The problem
Why it pays to automate data entry from PDFs
A supplier invoice comes in as a PDF. Someone opens it, finds the date, total, and tax, and types them into your books. Then the next one comes in, and the next. It's slow, dull work, and one wrong digit can take an hour to track down later.
The bigger the pile, the more it slips. Bills get entered late, intake forms sit in a folder, and the person doing it would rather be doing almost anything else. You end up paying skilled people to copy and paste.
What changes for you
- No more retyping totals from supplier invoices
- Forms and receipts show up in your spreadsheet the same day
- Fewer typos in your books
- Every file is renamed and saved where you can find it
- Your team spends that time on work that needs a person
How it works
How document to data runs, step by step
Files arrive
Documents come in by email, through a shared folder, or as a photo from your phone. The automation picks up each new file.
AI reads the document
It finds the fields you care about, like vendor, date, amounts, names, or policy numbers. It works on typed PDFs and on clear scans or photos.
Data goes where it belongs
The fields are added to your spreadsheet, accounting software, or CRM. The original file is renamed with the vendor and date, then saved in the right folder.
Unclear ones get checked
If a field is blurry or missing, the file is flagged for a person to review. Nothing goes into your records as a guess.
Who it's for
Built for businesses like yours
Accounting firms
Client receipts and bills that arrive as PDFs can be read and sorted before a bookkeeper ever opens them.
See Accounting firms →Construction & engineering
Supplier invoices, delivery slips, and subcontractor bills get matched to the right job without someone keying them in.
See Construction & engineering →Property management
Rental applications and vendor invoices get pulled into your records, so leasing staff aren't copying details by hand.
See Property management →Law firms
Key details from intake forms and signed documents flow into your matter files, set up with client confidentiality in mind.
See Law firms →Works with
Limited time offer
You see results before you pay anything
How it works
Your first automation, built free. No strings attached.
- Day 1Free auditA 30 minute call. We find where time and customers leak out of your business and put a dollar figure on each one.
- Within 14 daysWe build itYour first automation, set up on your tools and tested with real messages. You approve it before anything reaches a customer.
- Your first 30 daysIt runs freeThen keep it at a fixed price we agree on together, or we switch it off. No card, no contract.
Who builds it
"I built automation for teams at Shopify and AtkinsRéalis, where a broken process costs real money. Now I build the same kind of systems for businesses that don't have an engineering team."
You work with the person who builds your system, from the audit to launch day. No account managers, no handoffs.
FAQ
Questions about document to data
Can you really automate data entry from PDFs that all look different?
Yes, in most cases. Modern AI can read invoices from many suppliers without a separate template for each one. Handwriting and poor scans are harder, which is why anything unclear goes to a person to check. Say you get 40 supplier bills a month in a dozen layouts; one automation can read all of them.
How long does it take to get started?
A first version for one kind of document, like supplier bills, can often be ready in about a week. We begin with a free 30 minute automation audit to pick the best document to start with. That first automation runs free for 30 days, and if you keep it, we agree on a fixed price in writing. Adding a second document type later is usually quicker.
What happens when it can't read a file?
It leaves the gap empty instead of guessing. The file goes to a review list with a note on which field it couldn't read. A person fills in the gap, and the rest of the batch keeps moving.
How is this different from tools like Dext or Hubdoc?
Those tools are built for receipts and bills going into accounting software, and we can connect to them. We build for the documents they don't cover, like intake forms, work orders, or inspection reports. The data then goes wherever you need it.
Is my data safe?
Your files stay in your own storage, like Google Drive or OneDrive. The AI only sees the documents you point it at, and only to read the fields you choose. We set it up with PHIPA in mind for Ontario clinics and with client confidentiality in mind for law firms. This is a general overview, not legal advice.
Related automations
Free automation audit
Find out what to automate first
Tell us where the time goes. We will come back with your three biggest leaks, what each one costs, and which one we'd automate first.
- 30 minutes, on video or by phone
- Your biggest leaks, ranked by dollars
- Your first automation built free, then free for 30 days, while spots last
You'll talk to me directly. I'm Alex, and I run every audit and build every automation myself.