Extract invoice data. Send it wherever you need it

The challenge

Receiving inventory meant opening supplier invoices one at a time and manually creating Airtable records for each line item: SKU, quantity, cost, vendor, and other details.

The team was already using Airtable to manage inventory, so adding another inventory system didn’t make much sense. The real problem was the manual work between receiving the invoice and getting that information into Airtable.

It was repetitive, easy to make mistakes, and the work could quickly pile up when multiple invoices came in at once. Not to mention, this became someone’s entire day – multiple days a week.

What we built

We built a simple upload tool that lets staff drop in multiple supplier PDF and spreadsheet invoices at once.

The system uses configured vendor based rules to read the documents, pull out the relevant line items, map the information to the existing Airtable structure, and create the inventory records automatically.

• Batch upload for multiple PDFs and spreadsheet files
• AI-assisted parsing of supplier invoices and line items
• Custom vendor rules to handle varying invoice layouts
• Automatic mapping to the existing Airtable inventory structure
• New inventory records created directly in Airtable
• A workflow built around the tools the team was already using

The outcome

Instead of spending hours typing invoice data into Airtable, the team could upload a batch of supplier documents and have the records created in minutes.

The process turned long-winded invoice entry into a much smaller review step, giving the team more time to focus on receiving and uploading inventory to eBay, and day-to-day operations instead of copying information from one system into another.