Import Invoices into Xero from PDF or Scanned Documents using Zapier

Import Invoices into Xero – Step-by-Step Guide:

Add Google Drive App Event
Set Up Trigger Event
Configure Google Drive
Google Drive Trigger Test
Add PDF.co Action Step
Set Up Document Parser
Configure Action Event
Test Action Event
Parsed Invoice Output
Add Xero Action Step
Set Up Action Event
Xero Sales Invoice Configuration
Test Action Event
Xero Invoice Confirmation Result
Xero Sales Invoice Output

In this tutorial, we will show you how to Import Invoices into Xero from PDF or Scanned Documents using PDF.co and Zapier. We will extract the data from this sample PDF Invoice and import it to Xero.

Screenshot of Source PDF

We will now start by clicking on the Make a Zap button at the top-right corner of your Zapier dashboard.

Step 1: Add App Event

Under the App Event field, we will choose Google Drive for our App.

Step 2: Set Up Trigger Event

Under Google Drive are the”Choose app and event” and “Trigger Event”

In the Choose app and event field, select the Google Drive app.
In the Trigger Event field, select the New File in the Folder.

Step 3: Configure Google Drive

Now, let’s Set up the Trigger.

In the Drive field, select My Google Drive. If nothing is selected then your personal Google Drive will be used.
In the Folder field, select the folder where you stored the files.

Note: New files added to subfolders inside the folder you choose here will NOT Trigger this Zap.

Step 4: Google Drive Trigger Test

Now, let’s test the trigger to make sure that the right account is connected and your trigger is set up correctly.

Step 5: Add Action Step

In this Action step, let’s choose PDF.co.

Step 6: Set Up Document Parser

Then, select the Document Parser in the Action Event field.

Step 7: Configure Action Event

Let’s set up the Document Parser Action Event.

In the Input field, enter the source URL from Google Drive.
In the Template Id field, let’s leave the default Template Id because it works with this sample PDF Invoice.

Step 8: Test Action Event

Now, let’s send the Document Parser configuration to PDF.co to Test & Review.

Step 9: Parsed Invoice Output

Excellent! PDF processed our request successfully and returned the extracted data from the PDF. We are now ready to import this to Xero and create an invoice.

Document Parser Output

Step 10: Add Xero Action Step

In this Action, let’s choose Xero.

Step 11: Set Up Action Event

Then, select the Create Sales Invoice in Xero as the Action Event.

Step 12: Xero Sales Invoice Configuration

We are now ready to map the PDF.co Document Parser data to the Xero Sales Invoice.

In the Organization field, select the Organization name.
In the Contact Name field, enter the name of the invoice recipient.
In the Email Address field, enter the recipient’s email address.
In the Date field, map the invoice date from the parsed data.
In the Due Date field, map the corresponding invoice due date from the parsed data.

In the Currency field, select the invoice currency.

In the Description field, choose the column 1 values separated by a comma.
In the Quantity field, choose the column 2 values separated by a comma.
In the Unit Price field, choose the column 3 values separated by a comma.

Step 13: Test Action Event

We will now send this configuration to Xero to make sure there are no errors.

Step 14: Xero Invoice Confirmation Result

Excellent! Our test was a success. Xero confirmed that an invoice has been created.

Step 15: Xero Sales Invoice Output

This is the output of the sales invoice that we made.

The output of the Sales Invoice

In this tutorial, we learned how to extract the data from a PDF invoice using the PDF.co Document Parser. We also learned how to import this data to Xero to create a new invoice.