Accounts payable teams spend hours keying supplier purchase orders before an invoice can even be matched. Upload your POs and the AI pulls every field into a clean spreadsheet, so your team starts the match instead of the typing.
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Before accounts payable can match an invoice, the purchase order behind it has to exist as clean, structured data. When that data is keyed by hand from PDFs and email attachments, the typing becomes the bottleneck that holds up matching, approval, and payment.
Two-way and three-way matching only works when the PO already lives in your system as structured line items. Hand-keying every order first adds hours before a single invoice can be checked against it.
A mistyped quantity, unit price, or PO number creates a false mismatch. AP then burns time investigating an exception that exists only because of a keystroke, not a real discrepancy.
Purchase orders arrive as PDFs, scans, and phone photos in dozens of formats. Template-based tools break on each new vendor, so the awkward ones fall back to manual entry anyway.
When PO volume spikes, keying cannot keep up. Invoices pile in the exception queue, early-payment discounts get missed, and suppliers start calling about late payments.
PurchaseOrders reads each purchase order with AI and extracts the fields accounts payable actually uses, then exports them to Excel, CSV, or a format your AP or ERP system can import. You get the structured PO data matching depends on without keying any of it.
PO number, supplier name, order and delivery dates, payment terms, ship-to and bill-to, plus each line item with SKU, description, quantity, unit price, and total.
The AI reads multi-line PO tables in full, so quantity and price can be matched against invoices at the line level, not just on the header total.
No templates to build. The same extraction handles a clean PDF from one vendor and a phone photo of a faxed PO from another.
Download Excel or CSV, or move the data toward QuickBooks, Xero, NetSuite, or Sage for entry and matching in your accounting system.
The extracted file is built to feed the rest of the AP workflow. Teams push it straight into a purchase order to QuickBooks converter, a Xero import, a NetSuite import, or a Sage import for entry and matching. Because AP reconciles an invoice against the PO row by row, accurate purchase order line item extraction is what makes that line-level match possible. If you just need the raw spreadsheet, the PO PDF to Excel converter and CSV export produce it directly, and a month-end backlog clears fast with bulk purchase order processing. Accountants who work the same files from the ledger side use purchase orders to Excel for accountants. New to the difference between the two documents AP reconciles? See purchase order vs invoice vs receipt.
The three common ways AP teams get purchase order data into their system, compared on what matters for matching.
| What matters for AP | Manual keying | Template OCR tools | PurchaseOrders AI |
|---|---|---|---|
| Setup per supplier | None, but slow forever | Build a template each | None, any layout |
| Mixed PDF, scan, photo | Handled by a person | Often breaks | Handled automatically |
| Line-item capture | Error-prone by hand | Varies by template | Full line-item tables |
| Time per purchase order | 5 to 10 minutes | 1 to 3 minutes | Under 10 seconds |
| Ready for 3-way matching | After manual entry | After cleanup | Clean export, ready to match |
| Cost per PO at volume | High manual labor | Per-page plus setup | Under $2 |
Manual cost reflects published estimates of $15 to $40 to fully process a purchase order by hand; extraction cost reflects per-document pricing at volume. Check the figures against your own rates.
No setup, no templates, no IT project.
Drag in PDFs, scans, or photos, one at a time or a whole batch pulled from your AP inbox.
Tip: Mixed suppliers and file types in the same upload are fine.
The AI reads each PO and pulls the header fields and the full line-item table in seconds.
Tip: Review the captured data on screen before you export.
Download Excel or CSV, or send the data toward your accounting or ERP system to match against invoices and receipts.
Purchase order processing in accounts payable is the work of capturing a supplier PO, recording its line items, and matching it against the invoice and goods receipt before payment. The data-entry step, turning the PO document into structured fields, is where most of the manual hours go and where extraction helps most.
Upload the PO as a PDF, scan, or photo and let AI read it. The tool captures the PO number, supplier, dates, terms, and every line item with quantity and price, then exports to Excel or CSV. AP gets clean, structured data in seconds instead of keying it by hand.
Yes. Upload any PDF purchase order and the AI extracts the header fields and full line-item table into a clean Excel spreadsheet, with one row per line item. The same data also exports as CSV, so it imports into your AP or ERP system for matching and entry.
No. PurchaseOrders extracts the structured PO data that matching depends on; it does not perform the match or post payments. It turns supplier purchase orders into clean line-item data you import into your AP or ERP system, where two-way and three-way matching against invoices and receipts happens.
Accounts payable typically needs the PO number, supplier name, order and delivery dates, payment terms, and each line item with SKU, description, quantity, unit price, and line total. These are the fields matched against the invoice, and the tool captures all of them automatically from the document.
Matching cannot start until the PO exists as structured data. Automating extraction removes the hours of manual keying that hold up the queue, cuts the transcription errors that cause false mismatches, and lets AP focus on real exceptions, so invoices move from receipt to payment faster.
Automate PO data entry from end to end.
Cut your cost per purchase order.
Clear a backlog of POs in one batch.
Get PO data into Xero for matching.
Convert PO PDFs into clean Excel.
Capture PO data for school business offices.
