Do you have a lot of business data trapped in PDF files? This could be invoices, sales orders, payroll documents, etc. It must be stressful to enter all that information manually when you have other critical tasks waiting to be done. So, think about this: how much time and effort would you save if you could extract data from PDF to Excel quickly and without inaccuracies? Surely the productivity gains would be massive for you and your business.
Thankfully, you don’t have to spend hours copying and pasting data from new documents. You just need a specialized tool that can pull data from your PDFs and turn it into an organized Excel spreadsheet. Well, that’s what we’re here to help you with. Follow this simple guide to learn how to extract data from PDF to Excel efficiently using Mailparser, the leading email parsing solution. Let’s begin.
Extract Data from PDF to Excel Effortlessly
Save countless hours of tedious data entry and streamline your workflows.
No credit card required.
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How to Extract Data from PDF to Excel Using Mailparser
To extract data from PDF to Excel using Mailparser, follow the steps shown in this short video tutorial:
And that’s how you extract data from PDF to Excel! The whole process shouldn’t take more than a few minutes, and once your parser is set up, you won’t have to tweak it again.
Also, if you send multiple emails to Mailparser, you will be able to consolidate all the data from multiple PDF files into one Excel spreadsheet, making data processing and management easy.
Another option is to export your table data to a cloud application like Google Sheets. You can even go one step further and use Zapier in tandem with Google Sheets to build an automated workflow that adds new data from Mailparser as new rows in a sheet.
Extract Data from PDF to Excel Effortlessly
Save countless hours of tedious data entry and streamline your workflows.
No credit card required.
Here’s Why You’ll Love Mailparser
1. It’s easy to use
One of the main reasons our users love Mailparser is how easy it is to jump in and start parsing emails. You don’t need to download and install software on your computer — you just log in from your web browser and start parsing PDF attachments.
As seen in our tutorial, Mailparser has a simple point-and-click UI where you can set up your PDF to Excel parser in a few minutes. So there is no need to write code or learn complex Excel functions. Anyone in your organization can quickly learn how to use Mailparser to get the data they need.
2. You get accurate data by customizing parsing rules
Manual data entry is known for having high error rates on top of being time-consuming. But even online converters can struggle with data accuracy, leaving you to edit your converted file manually. Mailparser, on the other hand, is built to be thoroughly customizable for maximum accuracy.
When building your rules, you get a preview of the parsing result at each step of the process. So you can make the necessary changes to get your data exactly how you want it to be. By chaining up filters, you can thoroughly customize how tables are extracted, cleaned, and organized. As a result, you get all the data you need the way it should be, so you can use it right away instead of wasting time hunting for inaccuracies.
3. Automate workflows with seamless integrations
Extracting data from PDFs is just the first step — true efficiency comes from integrating that data directly into your existing systems. With Mailparser, you can automate workflows by seamlessly connecting extracted data to Excel, Google Sheets, your accounting software, CRM platforms, and more. Instead of manually transferring information between tools, Mailparser ensures that your data flows effortlessly where it’s needed.
Here is an example of an automated invoice processing workflow:
- Incoming invoice PDFs are automatically forwarded to Mailparser via email;
- Mailparser extracts key details (vendor, amount, due date, line items);
- Data is sent to QuickBooks, Xero, or FreshBooks for automatic record-keeping;
- A payment reminder is triggered in Slack or email if the due date is approaching.
4. Save time and resources for higher-value work
Hundreds if not thousands of hours are spent every year inputting data manually. Thanks to automation, all of that time can be redirected towards more productive endeavors, like:
- Building stronger relationships with customers;
- Analyzing data;
- Developing new marketing campaigns, branding strategies, and product innovations.
Mailparser users also report significant improvements in data accuracy. This means the extra time and costs associated with rectifying data entry errors can be greatly reduced and even eliminated.
3 Use Cases of Extracting Data from PDF Attachments
1. Extract invoice details from email notifications
Extracting invoice details — such as vendor name, invoice date, line items, and total amount — is a common use case for Mailparser users. In industries like retail, eCommerce, construction, and others, companies receive a lot of invoices from vendors, suppliers, and service providers. But legacy systems make invoice processing slow and cumbersome, so automation brings a welcome relief for accounts payable departments.
By moving invoice data from PDFs to Excel or platforms like QuickBooks or Xero, businesses save time, reduce approval times, and prevent bottlenecks as well as data entry errors. As a result, they can process more invoices without encountering issues.
2. Extract transaction details from bank statements
Having transaction details available in Excel format is often required for performing reconciliation, analyzing bank statements, and tracking cash flow. Mailparser comes in handy to automate the data entry process.
For example, an accounting firm managing multiple clients’ financials can use Mailparser to extract transactions into spreadsheets. The accountants can then categorize them automatically to match deposits, withdrawals, and payments with corresponding records in their accounting software. As a result, they can easily detect discrepancies, monitor spending trends, and ensure compliance with financial reporting standards.
3. Streamline payroll and HR record management
HR departments process large volumes of documents, including employee timesheets, payroll summaries, and tax forms. Extracting that information helps streamline payroll calculations, benefits tracking, and compliance reporting.
For example, a company receiving timesheets in PDF format can extract employee hours, overtime, and deductions into an Excel sheet, which can then be synced with payroll software like Rippling or Gusto. This ensures accurate salary calculations, reduces administrative workload, and minimizes compliance risks. Automating HR record management also makes it easier to track employee leave, benefits, and tax filings, improving overall efficiency in workforce administration.
Mailparser FAQ
What other file formats can I parse?
You can parse email attachments in the following formats: PDF, DOC, DOCX, XLS, XLSX, CSV, TXT, and XML.
What else can I parse with Mailparser?
In addition to email attachments, you can also parse an email’s subject line, recipient, sender, and body.
What if my PDFs are scanned images?
In that case, we recommend that you use Docparser, our sister app that uses zonal OCR, AI, and other technologies to identify and extract data from scanned images.
Can I try Mailparser for free?
Yes, you can try Mailparser for 30 days for free. Your free trial gives you 30 credits and access to all core features without requiring your credit card details.
Is Mailparser safe to use?
We take data security very seriously and our system is compliant with the latest web security standards. For more details on data security, please read this page.
Get Started With Mailparser
Using a PDF-to-Excel converter may work fine for an occasional need, but when you receive new PDF files every week or every day, you need a tool that’s reliable, efficient, and scalable. As we saw in this blog post, Mailparser is a great match for your regular data extraction needs. You simply email your PDF files to your Mailparser address, send them to the parsing queue, and download your Excel file. Unlike other tools, you have the freedom to customize how data is extracted as well as how your spreadsheet is structured. Or you can send your data to a cloud application you use. Either way, Mailparser handles data entry for you and fits neatly within your business system.
Interested? Try Mailparser for free and extract data from PDF to Excel. Discover the efficiency enabled by automation and streamline your business workflows for more success!
Extract Data from PDFs to Excel Effortlessly
Save countless hours of tedious data entry and streamline your workflows.
No credit card required.
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