Built for bookkeepers running monthly close for 10, 30, or 100 clients. Convert bank statements, credit card statements, vendor invoices, and receipts into QuickBooks-ready CSVs in batch — without typing a single transaction by hand.
Every month it's the same loop. Pull statements from each client's portal, download credit card bills, sort vendor invoices from the inbox, scan receipts the client handed you in a shoebox. Then type all of it into QuickBooks transaction by transaction. A bookkeeper running 30 small-business clients can spend a full week of every month just doing data entry — before any actual reconciliation happens.
Bank-feed connectors only cover the big banks; community banks and credit unions don't always sync. Receipt apps charge per-receipt at scale. Generic OCR tools dump messy text that you still have to clean and column-map. The specialty AP tools demand template setup per vendor — fine for the 5 vendors a client uses weekly, useless for the 80+ vendors they touch a few times a year.
Drop in any PDF — bank statements, credit card statements, vendor invoices, receipts, pay stubs — and get a CSV pre-formatted for QuickBooks Online's bank feed or bill import. No template setup per vendor. No quality slider for OCR. No column mapping wizard. Same upload, same workflow, every client.
Run a whole client's monthly batch as a single ZIP and get back one workbook with each document on its own tab — or each transaction as its own row across documents. Drop into QuickBooks via PDF import, Xero, FreshBooks, or any system that accepts CSV. Most monthly closes that used to take 5–6 hours per client drop to 30–60 minutes.
Trained on the actual documents bookkeepers handle every month — not generic 'PDFs.' The model knows the difference between a Chase ACH credit and a Stripe deposit, and that 'NSF FEE' belongs in a service-charge category, not a vendor row.
Most bookkeeping-adjacent tools either need an enterprise rollout or charge per-document at small-firm volume. PDFExcel is one upload, free to start, with the right CSV schema waiting at the end.
One row per transaction across every document type. Pivot by Document Type to reconcile bank vs card vs vendor; pivot by Account for the trial-balance prep.
| # | Doc Type | Date | Description | Debit | Credit | Account |
|---|---|---|---|---|---|---|
| 1 | Bank Statement | 03/03/2025 | ACH CREDIT — STRIPE PAYMENTS | $4,210.00 | Sales | |
| 2 | Bank Statement | 03/05/2025 | CHECK #1432 — Smithson HVAC | $1,875.00 | Repairs | |
| 3 | Card Statement | 03/06/2025 | AMZN MKTP US*A12B3CD45 | $148.92 | Office Supply | |
| 4 | Vendor Invoice | 03/10/2025 | Northbridge Logistics — INV-441 | $2,890.00 | COGS | |
| 5 | Receipt | 03/14/2025 | Whole Foods Market #225 | $57.07 | Meals |
Solo bookkeepers, partner-led 3-5 person firms, mid-size 10-30 person practices, fractional CFO firms running outsourced books for VC-backed startups.
Closes 12 small-business clients each month. Batch upload per client, export to QuickBooks-ready CSV, import. Monthly close drops from 5 days to 1.5 days, freeing up time for advisory work.
Each bookkeeper runs 8-10 clients. Standardizes the team on PDFExcel for first-pass data entry. New hires onboard in days instead of weeks because there's no template configuration to learn.
Runs outsourced books for 25 SaaS startups on QuickBooks Online. Most are on Mercury or community banks without QBO direct feeds. Monthly statement → CSV → QBO import takes 5 minutes per client instead of 45.
10 documents per month, free, forever. Most solo bookkeepers running 1-2 client closes can stay on the free tier. Plans from $69/month for 50 documents (Starter), $199 for 200 (Pro), $699 for 1,000 (Business). Cancel any time.
We export CSVs that QuickBooks Online imports natively via Banking → File Upload (for transactions) or Expenses → Bills (for AP). The dedicated QuickBooks PDF import flow pre-formats CSVs to QBO's exact schema so you skip column mapping. Same approach works for Xero and FreshBooks.
Yes — each upload is its own session. We don't co-mingle client documents, and files are deleted from our servers immediately after extraction. For organized workflow, we recommend uploading one client at a time and naming exports per client.
PDFExcel reads any vendor format on the first try — no template setup. The 200+ vendors a client touches a few times a year work the same as the top 5 they use weekly. That's the biggest workflow improvement vs template-based AP tools.
Yes. Files are encrypted in transit, processed in memory, and permanently deleted as soon as extraction completes. Never stored, never shared with third parties, never used to train AI models. SOC 2 controls in progress.