How to convert an invoice PDF to CSV

CSV is the plain-text format that almost every accounting package, database and script can read. Converting a PDF invoice to CSV means you can import supplier invoices in bulk instead of retyping them.

CSV or Excel: which should you use?

• Use Excel (.xlsx) when you want to review, sort, add formulas or keep two sheets (a summary and the line items) in one file.
• Use CSV when you are importing into accounting software, a database or another system that expects plain text.

What a good invoice CSV contains

At minimum: supplier, invoice number, invoice date, currency, net, VAT and gross. A line-items CSV adds one row per line with description, quantity, unit price and line total. LedgerSense produces both a summary CSV and a line-items CSV from the same invoice.

Common CSV problems to check

• Dates: UK dates are day/month/year, while many systems expect year-month-day. Confirm which your software wants.
• Leading zeros: opening a CSV in Excel can strip zeros from invoice numbers or supplier codes. Import the column as text if that matters.
• Decimals and thousands separators: make sure amounts use a full stop for decimals and have no currency symbols.
• Commas inside descriptions: these must be quoted, or the columns shift.

Importing into accounting software

Packages such as Xero, QuickBooks, Sage and FreeAgent can import bills or transactions from CSV, but each has its own required columns and date format. Download the software's import template first, then map the invoice columns to it. Test with one invoice before importing a batch.

Converting with LedgerSense

Upload the PDF, review the extracted fields, then download the Summary CSV, the Line Items CSV, the Excel file or JSON. Each PDF can be up to 10 MB. You can correct any field before you download.

Frequently asked questions

Can I convert a scanned invoice to CSV?

Scanned invoices are harder to read than digital PDFs, so results vary and need a careful check. Password-protected or corrupted PDFs cannot be processed.

Is there a separate CSV for line items?

Yes. You can download a summary CSV (one row per invoice) and a line-items CSV (one row per line).

Will the CSV import straight into Xero or QuickBooks?

Each package expects its own columns, so you may need to map or rename columns using that software's import template.