Using accounting softwares such as Xero, NetSuite, QuickBooks, Wave or any other can be very useful and time efficient, but they still require a lot of manual data entry. Managing invoices, for example, can be a time-consuming process, especially when dealing with different file formats. Wouldn’t t be great if you could upload data directly to the software all at once, not one by one? Well, now you can.

This is where AI solutions step in, offering a quick and efficient way to streamline this process.

PDF Invoices and CSV Requirements in Xero

Many accounting platforms allow users to upload invoices in bulk through a CSV file import. However, this requires specific formatting. When you navigate through Xero’s dashboard to import unpaid invoices, you’ll find an option to upload a CSV file, but it must follow Xero's precise template. This template includes nine mandatory fields, such as invoice number, date, and amount. Without these fields properly formatted, the system won’t accept the file.

For businesses receiving invoices in CSV format, this process is straightforward. But that is rare, so what happens when your invoices come in as PDFs? It’s a common issue, and traditionally, the only solution has been to enter the data manually. Manually transcribing every field, takes a lot of time and can lead to many mistakes. Fortunately, AI-powered solutions can automate this process, saving hours of manual work.

Using AI to Extract Data from PDFs

Rather than spending time on data entry, AI technology can convert your PDF invoices directly into CSV files. Here’s how it works:

AI Agents provide an interface where users can upload a PDF or any other document and transform it into the desired format, in this case, a CSV file ready for import. These tools often come with pre-made templates, which are specifically designed to match the formats required by different platforms.

This solution eliminates the need for manual data entry, allowing businesses to focus on more critical tasks. You simply upload your PDF invoice, and the AI processes the document, extracts the necessary information, and organizes it into a CSV format, ready for export.

Video of a Step-by-Step Process:

The main benefit of using AI Agents is the time saved. What would typically take hours of manual entry is reduced to a few minutes. Moreover, AI-driven extraction is highly accurate, significantly reducing the risk of human error. This ensures that all required fields are correctly filled, and the data is properly formatted for Xero’s system.

For businesses dealing with high volumes of invoices, this efficiency is invaluable. Not only does it free up employees to focus on more strategic tasks, but it also accelerates the entire invoicing process, helping to maintain smooth financial operations.