How to Get Invoices From a Supplier Portal Into Excel
Published 13 November 2026. Where other products are mentioned we describe the kind of product and its pricing model, not figures, which change.
A lot of invoices never arrive as email attachments any more. They sit inside a supplier’s portal — a trade account, a delivery platform, a utility, a marketplace — and you are expected to log in and fetch them. Getting those into one spreadsheet takes two steps: get the data or the files out, then turn them into rows.
Quick answer
Look for a CSV or Excel export of your order or invoice history first; if the portal has one, that is the fastest route. If it only offers PDF invoices, download them all for the period, then convert the batch into a spreadsheet with a converter rather than retyping them.
Step 1: look for an export before you download anything
Many portals can export a list of invoices or orders as CSV or Excel, and it is rarely on the page you would expect. Look under headings such as Statements, Reports, Order history, Billing or Account activity, and for buttons labelled Export, Download CSV or Download report. Set the date range before you export; most default to the last month.
Check what the export actually contains. A statement export usually gives one row per invoice with a total — good enough for reconciling payments, but with no line items and often no VAT split. If you need to know what was bought, you still need the invoices themselves.
Step 2: if there is no export, download the PDFs in bulk
- Look for a "download all" or multi-select option on the invoice list; several portals offer a ZIP of everything in a date range.
- If invoices are also emailed to you, searching your mailbox for the supplier and saving the attachments is often quicker than the portal.
- Ask the supplier’s accounts team for a statement and copies for the period. They can usually produce it in one go.
- Save everything into one folder per period, and leave the supplier’s filenames alone — they usually contain the invoice number.
Step 3: turn the PDFs into rows
For a single supplier whose invoices all share one layout, Excel’s own import can work: Data > Get Data > From File > From PDF reads the tables in a text-based PDF, and From Folder can combine several files. It needs cleaning up afterwards, and it does not read scanned or photographed invoices.
For a mixed folder — several suppliers, different layouts, some scans — a converter built for invoices is faster. Invoices to Spreadsheets takes the whole batch, reads supplier, invoice number, date, net, VAT, total and every line item into one table, shows each row beside the original so you can check it, and exports to Excel or CSV. You can try a single invoice with the free converter on this site without creating an account.
Step 4: check the result before you use it
- Count: the number of rows should equal the number of invoices you downloaded.
- Total: the sum of the totals should equal the supplier’s statement for the period.
- Duplicates: the same invoice downloaded twice is the most common error. Check for repeated invoice numbers.
- Credits: credit notes should appear as negative amounts, not be left out.
Make next time easier
If you do this every month, ask the supplier whether they can email invoices as PDFs as they are raised, and keep one folder per month. A steady trickle into a folder is far less work than a quarterly session inside a portal.
Free templates to put the invoices into
How do I download invoices from a supplier’s website into a spreadsheet?
First check the portal for a CSV or Excel export under Statements, Reports, Billing or Order history. If it only provides PDF invoices, download them for the period and convert the batch into rows with Excel’s Get Data from PDF (same-layout, text-based PDFs) or an invoice converter (mixed layouts, scans and photos).
The portal only gives me PDFs. Do I have to type them in?
No. Text-based PDFs from one supplier can often be imported with Excel’s Get Data from PDF. For mixed suppliers, scans or photos, an invoice-to-Excel converter reads the batch into one table for you to check and export.
Is a statement export enough?
For reconciling what you owe and what you have paid, usually yes. For analysing what you bought, no: statements list one total per invoice, without line items and often without the VAT split.
How do I know nothing is missing?
Compare the number of rows with the number of invoices downloaded, and the sum of the totals with the supplier’s statement for the same period. Then check for repeated invoice numbers, which mean the same invoice was downloaded twice.
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