Data entry from PDFs and forms
Five hours of retyping gone each week. Invoices, forms and scanned paperwork go into your systems without anyone typing them twice.
Hours back
5
hours a week back, typically
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
Documents collected where they arrive
Email attachments, web form submissions and scans from the office copier are picked up from one place.
- 02
The details read from each one
Supplier, date, amounts, line items, job numbers, customer details, whatever that kind of document carries.
- 03
Checked against what you already have
Is this supplier known? Does the job number exist? Has this invoice been entered before? Anything that doesn't match is flagged.
- 04
Lined up in the right system
Bills go into QuickBooks or Xero as drafts, customer forms into the job system, and everything else into the sheet it belongs in.
- 05
A short review list
A person approves the batch, with anything unclear or unusual at the top.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Nothing posts to your accounts or job system until a person approves it. Documents it can't read clearly go to a person instead of being guessed at.
What it's worth
What those hours add up to.
5 hours a week, over 46 working weeks, is 230 hours a year. At $50 an hour, that’s
$11,500
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
Someone opens each PDF, reads it and types the details into QuickBooks, the job system or a spreadsheet. It's slow and boring, and the mistakes (a transposed number, a wrong account) show up weeks later.
What we build
- Documents collected where they arrive
- The details read from each one
- Checked against what you already have
- Lined up in the right system
- A short review list
A month in
Paperwork is in the system the day it arrives, duplicate bills get caught before they're paid, and Friday afternoon stops going on typing.
FAQ
Can AI read handwritten forms for data entry?
Yes, clear handwriting usually reads fine. Messy forms are flagged for a person. If you get a lot of handwritten forms, we'll often suggest a simple online form during the build.
We already use a receipt-scanning app. Do we need this?
Keep the app. PDF and form data entry covers the documents a receipt scanner doesn't, like customer forms, delivery notes and job paperwork, and it can feed into the same accounts.
More for office & admin
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Bring this one to a free live build.
Thirty minutes on data entry from pdfs and forms. We build its elf with you, live, and you keep it.