WEBVTT

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In this tutorial, we set up a profile that
automatically reads the most important values from
incoming invoices - invoice number, date, and supplier
- and writes them to a CSV file that can be used
directly in Excel or your accounting software.

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First, give the profile a meaningful name.

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On the Monitored folders page, select the folder where
your invoices arrive. Every new PDF file placed there
is processed automatically.

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On the Example files page, add a few typical invoices.
They let you check right away whether the extraction
rules find the correct values.

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The centerpiece is the Data extraction page: here you
create one rule for each value you need - in our
example, invoice number, invoice date, and supplier.

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In the rule editor, you define how a value is found.
The easiest way is a keyword that appears in every
invoice.

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For the invoice number, the keyword Invoice Number is
all it takes - the program searches for it in the
document text.

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Then specify where the value is located relative to the
match - for invoice numbers, typically to the right of
the keyword.

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Back in the profile settings, the preview immediately
shows which values the rules extract from the example
files. This way you can see at a glance whether
everything fits.

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Now use the Add task button to add the task Save
extract.

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The task appears in the list and will write the
extracted values to a file for every processed invoice.

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Specify the folder where the output file should be
saved.

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A fixed name such as InvoiceData is all you need for
the filename - this creates the file InvoiceData dot
CSV.

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CSV is already preset as the file format.
Alternatively, XML and JSON are available, for example
for handing data over to other programs.

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The values to be saved are already preselected - all
three rules are checked. If needed, you can limit the
selection here; the order in the list determines the
column order.

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The collective CSV file is especially useful: instead
of one file per invoice, each new invoice is appended
to the same file as another row.

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With the CSV column headers option, the file starts
with a header row made up of the rule names - ideal for
evaluation in Excel.

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And that was the entire setup: from now on, every new
invoice ends up fully automatically as another row in
your CSV file.