Drop in any expense report PDF — Concur, Expensify, Ramp, Brex, Navan, paper-based reports — and get a clean Excel file with employee, report total, line-item detail (merchant, category, amount, project, attendees), reimbursable amount, and approval status.
Concur exports as a PDF that nobody can analyze in Excel. Expensify gives you a CSV but the line-item structure is one row per report, not one row per expense. Ramp and Brex have card-statement-style exports that lose project codes. Old-school paper-form expense reports (still common in industries with field reps or per-diem reimbursement) need full re-typing. Finance ops trying to audit T&E spend across the company end up reconciling 5 different export formats by hand.
Multi-attendee meals need each attendee captured for IRS substantiation. Mileage entries need start/end odometer or addresses. Project-coded entries need to tie back to specific client billables. None of that survives a generic PDF-to-Excel pass.
PDFExcel reads expense report PDFs by structure. Each line item becomes its own row with merchant, transaction date, expense category, amount, payment method, project code, billable/non-billable flag, attendee names (for meals), and mileage detail when applicable. Report-level fields (employee, report ID, total, approval status, submission date) extract as a header row or repeated columns depending on your downstream use.
Works on Concur PDF exports, Expensify, Ramp, Brex, Navan, plus paper-based or scanned expense forms still used in field operations and per-diem reimbursement workflows. Drop the export into QuickBooks, NetSuite, or your custom T&E analysis spreadsheet — pivot by category, project, or employee for spend audits.
The model knows that 'Lunch with John Smith — Acme Corp prospect meeting' is a meal with one attendee for IRS substantiation, and that 'Mileage 03/14 — Office to Client Site (42 mi)' is a mileage entry. Trained on real expense reports, not generic PDFs.
Most expense-report tools focus on creating reports, not analyzing the resulting data. PDFExcel does the inverse — converts reports you already have into clean line-item data for downstream audit, reconciliation, or category analysis.
One row per line item with category, project, and IRS substantiation fields. Pivot by Category for spend audits or by Project for client billables.
| # | Employee | Date | Merchant | Category | Amount | Project | Attendees |
|---|---|---|---|---|---|---|---|
| 1 | S. Patel | 03/02/2025 | Delta Air Lines | Air Travel | $842.30 | ACME-2025-IPO | — |
| 2 | S. Patel | 03/02/2025 | Lyft | Ground Trans | $48.20 | ACME-2025-IPO | — |
| 3 | S. Patel | 03/03/2025 | Marriott — Denver | Lodging | $612.00 | ACME-2025-IPO | — |
| 4 | S. Patel | 03/03/2025 | The Capital Grille | Meals | $248.50 | ACME-2025-IPO | S. Patel + 2 (J. Reed Acme, M. Liu Acme) |
| 5 | S. Patel | 03/04/2025 | Mileage Office→Airport | Mileage | $32.45 | ACME-2025-IPO | — |
Finance ops at growth-stage SaaS auditing employee spend, controllers reconciling T&E to GL accruals, AP teams processing reimbursements, audit firms doing T&E policy compliance reviews.
Quarterly T&E audit across 60 expense reports per quarter from 5 different submission systems. PDFExcel normalizes line-item data; pivot by Category and Project to spot policy violations.
Reports submitted in current month for prior-month travel need accrual entries. Convert all reports, pivot by month-of-service, build accrual schedule in 30 minutes instead of 4 hours.
Reviews 500 reports for policy compliance — meal cost-per-attendee thresholds, lodging caps, mileage rate accuracy. Convert all to Excel as one batch; rules-based audit runs in 2 hours instead of 2 days.
Yes. Concur's PDF export structure (header detail + per-line items + attached receipts page) extracts cleanly. Each expense line becomes its own row with category, project, amount, and attendees preserved. Receipt-attachment pages are skipped.
All work. Expensify PDF reports (single-report or workflow-output) extract correctly; Ramp and Brex have card-statement-style report PDFs that we read with the same pipeline. Project codes and category labels survive the conversion.
Yes. Add 'Attendees' as a field and the model pulls the attendee list from each meal entry — useful for IRS substantiation (>$75 meal threshold) and for client-billable meal allocation.
Yes — built-in OCR runs automatically. Paper expense forms (still common in field operations and per-diem reimbursement workflows) extract the same way as digital PDF exports.
10 documents per month, free, forever. Plans from $69/month for 50 reports. Most small companies fit Starter; finance ops teams handling 100+ reports/month fit Pro at $199/month.