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Question

How to extract and compare pdf invoices to purchase orders in CRM software?


MDunn

What is the best way to extract specific information, such as the purchase order number, form a pdf invoice? Is it to utilize pdf.co? And if so, is it the Document Parser feature I would use? 

I feel like I am either missing a step or two, or even trying to create an unnecessary step or two and getting stuck. 

Currently, I am thinking of creating a trigger based on a new labeled email (from setting up gmail rules to automatically label an email that contains a pdf invoice), finding the purchase order number and total amount within the invoice to then compare it to a purchase order number in our CRM software (ServiceTitan). 

For purchase management, what do most of you use to not drown in verifying if a PO has been input, to mark it as received once the invoice is received in order to create the bill, etc, etc.? 

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3 replies

SamB
Community Manager
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  • January 6, 2025

Hi there, ​@MDunn! 👋

There’s no single best way to handle it, but if you want to use PDF.co to extract information from a PDF file then you could indeed use it’s Document Parser action. It uses AI-based templates but if it doesn’t extract all the information you need from the invoice, then you can create a new template in PDF.co to better extract the data from the type of PDF invoice that you have. And in case it’s helpful, we have a blog post (here: How to create and extract data from PDFs with Zapier) that mentions some of the other apps available for extracting data, that others might be using.

I’ll leave it to others here to share their insights into the processes they’re using for managing purchase orders. But if you run into any issues on setting this up or have further questions do let us know! 🙂


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Hi ​@MDunn ,

 

The reply from ​@SamB above jogged afew things in my brain. There is a really simple option for the part of your question on extracting information from a PDF.

  1. upload the pdf to Zapier
  2. Save it as a Google Doc
  3. Open the Google Doc again (Important)
  4. Use “Files by Zapier” to extract the text from the google doc, there are lots formats to choose from but FIle Txt is just plain text so just has the text, and no strange encoding etc.

 

After this  You can parse, Filter, use AI parsing on the text to extract the information you need. I don’t know how standard the invoice you receive are (i.e all from one supplier, or from different suppliers) but a parser with a little intelligence could pick up numbers after the word Invoice, and search for the numbers after PO or Purchase order No. etc etc

An alternative option to the larger problem, is setup a form which you send to your suppliers, linked in the email with the PO. Instead of emailing you the invoice, they complete the PO# and Total Price fields on the form and attach the invoice document. Or you could have them include the PO# and Total price in theri email and parse the email. This would depend on the nature of your suppliers of course and their systems.

 

I hope this is helpful :)

Tell us how it goes

 


SamB
Community Manager
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  • Community Manager
  • 7414 replies
  • January 24, 2025

Hey there, ​@MDunn! 🙂 I just wanted to follow up here to see how you’re getting on? Did you manage to get it sorted with PDF.co or by using Files by Zapier as shane.massey suggested?

Want to make sure you’re all set here so let us know if you need a hand with anything!