Purchase order data extraction
Upload purchase orders as PDFs, scans or photos. Get the buyer, supplier, PO number, dates, ship-to address, totals and every ordered line as a CSV.
First 10 pages free. No card needed.
Vendor
Kramer Mfg LLC
88 Foundry Rd
Tacoma, WA
Ship to
Acme Co., Dock 4
1200 NW Front Ave
Portland, OR
Purchase order to CSV
The same purchase order, as LedgerBox returns it. Header fields on every row, one row per ordered item, units kept as printed.
- Buyer
- Acme Co.
- Supplier
- Kramer Mfg LLC
- PO number
- PO-4021
- Currency
- USD
- Order date
- 2026-03-06
- Expected delivery
- 2026-03-20
- Ship to
- Acme Co., Dock 4, Portland, OR
- Subtotal
- 1,360.00
- Tax
- 0.00
- Shipping
- 85.00
- Total
- 1,445.00
- Lines
- 3
| Item number | Description | Quantity | Unit | Unit price | Amount |
|---|---|---|---|---|---|
| KM-2210 | Steel shelf bracket | 40 | EA | 12.50 | 500.00 |
| KM-3105 | Hex bolt M8, box of 100 | 6 | BOX | 35.00 | 210.00 |
| KM-4400 | Powder coat, matte black | 10 | HR | 65.00 | 650.00 |
Purchase order totals, checked to the cent
Before you download, the printed numbers have to agree with each other. If they do not, the purchase order is flagged.
How a purchase order differs from an invoice
| Purchase order | Invoice | |
|---|---|---|
| Who sends it | The buyer, to the supplier | The supplier, to the buyer |
| When | Before the goods ship or the work starts | After the goods ship or the work is done |
| What it means | An order at agreed prices | An amount you owe, with a due date |
| What LedgerBox gives you | Buyer, supplier, ship-to, delivery date and ordered lines, as CSV or JSON | Vendor, dates, totals and line items, as CSV or JSON, or a bill in QuickBooks Online or Xero |
Purchase order OCR for scans and long orders
Matching purchase orders to invoices
LedgerBox does not match them for you
It gives you clean rows to match with. Each ordered line keeps the PO number, supplier, item number and quantity, so you can line it up against the vendor's invoice and your receiving records in a spreadsheet or your accounts payable system.
How three-way matching worksPurchase orders are not sent to QuickBooks or Xero
A purchase order is a promise to buy, not a bill. When the vendor's invoice arrives, extract that and send it to your books as a bill.
Send invoices as billsHow to convert a purchase order to Excel
Upload
Drop the purchase order PDF, scan or photo. Up to 20 files at a time, 8 MB each.
Check
Read the header fields and lines. A PO whose totals do not agree is flagged for you to fix.
Download
Download the CSV and open it in Excel or Google Sheets, or get JSON for your own code.
Fields extracted from a purchase order
From the header
- Buyerbuyer_name
- Suppliervendor_name
- PO numberpurchase_order_number
- Order dateorder_date
- Expected deliveryexpected_delivery_date
- Ship-to addressship_to_address
- Subtotal, tax, shipping, totalsubtotal … total
- Currencycurrency
From each ordered line
- Item numberitem_number
- Descriptiondescription
- Quantityquantity
- Unit of measureunit_of_measure
- Unit priceunit_price
- Amountamount
Purchase order extraction questions
How do I convert a purchase order PDF to Excel?
Upload the PDF, check the fields and lines LedgerBox finds, and download the CSV. It opens in Excel and Google Sheets with one row per ordered item.
What is purchase order OCR?
OCR reads the text on a scanned or photographed purchase order. LedgerBox turns that text into named fields and rows, then checks that the totals agree.
Which fields are extracted from a purchase order?
Buyer, supplier, PO number, order date, expected delivery date, ship-to address, subtotal, tax, shipping, total and currency. Each line comes back with item number, description, quantity, unit, unit price and amount.
Does it work with scanned purchase orders?
Yes. Scanned PDFs and JPG, PNG and HEIC photos are read with OCR. Lines that are hard to read are flagged for you to check.
Can it read multi-page purchase orders?
Yes. The header comes from the first page, the totals from the last, and the lines are joined in page order.
Can I send purchase orders to QuickBooks or Xero?
No. A purchase order is not a bill, so LedgerBox exports it as CSV or JSON. Vendor invoices can be sent to QuickBooks Online or Xero as bills.
Does LedgerBox match purchase orders to invoices?
No. It gives you the PO number, supplier, item numbers and quantities as rows, so you can match them in a spreadsheet or your accounts payable system.
How many purchase orders can I upload at once?
Up to 20 files at a time, up to 8 MB each. Your first 10 pages are free.
Is my purchase order data secure?
Files and rows are encrypted in transit and at rest, our security is independently audited, and your documents are not used to train AI models. Files stay until you delete them.
Convert your first purchase order
10 pages free, no card. Then from $25 a month for 60 pages.