The problem
Retyping details from PDFs is slow and full of small errors.
Step by step
- Decide exactly which fields you need, for example supplier, date, invoice number, total.
- Upload a few documents to an AI assistant that reads files, or use your accounting tool’s built-in capture.
- Ask for a table with exactly those fields and "not found" where something is missing.
- Compare the first 20 results with the originals before trusting it.
The prompt
From the attached documents, extract a table with these columns: {fields}.
One row per document. If a field is missing or unclear, write "not found". Do not guess.
Replace the {highlighted} parts with your details, or fill them in with the prompt builder.
Check before you use it
- Totals and invoice numbers match the originals.
- Missing fields are marked, not invented.
Privacy
- Do not upload documents with ID numbers, bank details or health information unless your tool and contract allow it.
Do’s and don’ts
Do
- Test on ten documents and check every field.
- Use a fixed column list.
- Keep the PDFs so you can trace any error.
Don’t
- Feed ID documents or health forms into tools not approved for them.
- Import extracted numbers into your books without spot checks.
- Assume handwriting was read correctly.
When not to use AI for this
High-volume work is better done with dedicated capture software that has an audit trail.
Tools that can help
Adobe Acrobat AI AssistantAsk questions about PDFs and get summaries inside Acrobat.
NanonetsExtracts data from invoices, forms and other documents.
DextCaptures receipts and bills and pulls out the data for your books.
Microsoft CopilotMicrosoft’s assistant, also built into Outlook, Word, Excel and Teams on Microsoft 365 plans.
We are not paid by any of these companies, and we list well-known options, not a ranking. Features and plans change; check the provider’s site and its data terms before you sign up. See all AI tools by category.
Useful for
Accountants and bookkeepersSmall manufacturers and workshops
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