How to speed up purchase invoice data entry

Purchase invoices usually arrive as PDFs, and someone has to turn each one into ledger entries. The routine below keeps the work consistent, reduces keying errors and leaves a clear audit trail.

Where the time goes

• Opening each PDF and finding the supplier, number, date and totals
• Keying the figures into the ledger or a spreadsheet
• Checking the totals and VAT against the PDF
• Filing the PDF so it can be found again

A workable routine

• Collect supplier PDFs in one place, named or filed consistently.
• Extract the data from each PDF into a spreadsheet or CSV instead of retyping it.
• Review the extracted fields against the PDF, especially totals and VAT.
• Import into your accounting software using its bill or transaction import.
• Keep the original PDF, referenced by supplier and invoice number.

Controls worth keeping

• Check for duplicates by supplier and invoice number before posting.
• Match invoices to purchase orders or delivery notes where you use them.
• Keep an approval step for unusual or high-value invoices.

Record keeping

Businesses generally have to keep VAT records for several years, commonly six, but the rules depend on your circumstances, so confirm the current requirement on HMRC's website. Keep the original invoice as well as any extracted data.

Where LedgerSense fits

LedgerSense handles the extraction and review step: you upload an invoice PDF, check the extracted fields, and download Excel, CSV or JSON to import. It is not an accounting package and does not post to your ledger. Anonymous uploads are deleted after 24 hours, and signed-in users can delete their files at any time.

Frequently asked questions

Does LedgerSense replace my accounting software?

No. It turns PDF invoices into structured data you can import into the software you already use.

Can I correct mistakes before I download?

Yes. Every extracted field can be edited in the review screen before you download.

Where does my invoice data go?

Uploads are encrypted in transit. We never sell your data or use it for advertising, and it is shared only with the providers that run the service (hosting, payments and AI document extraction) under contract.