How to Extract Data from PDFs: A Complete Guide

Extracting Data from PDFs Using OCR

Let's face it: PDFs can feel like a data prison. Optical Character Recognition (OCR) is one way to break free, especially when dealing with scanned documents or image-based PDFs.

OCR technology works by:

• Scanning the document to identify text and numbers
• Converting visual data into machine-readable text
• Organizing the extracted information into a useable format

While OCR can be powerful, it's not always perfect. Handwritten text, poor scan quality, or complex layouts can throw a wrench in the works. That's where more advanced solutions come in.

Using Machine Learning for PDF Data Extraction

Machine learning takes PDF extraction to the next level. Instead of just recognizing characters, ML can:

• Identify patterns in document layouts
• Learn from examples to improve accuracy
• Handle variations in formatting
• Extract structured data from complex tables

Think of ML as your smart assistant that gets better at understanding your documents the more it works with them. The catch? Implementing ML solutions often requires significant technical expertise and resources. Not exactly ideal when you're trying to move fast and keep things simple.

Traditional PDF Parsers: The Basics

Sometimes you just need to extract data from well-structured, digital PDFs. That's where traditional PDF parsers shine.

Traditional parsers work best for:

• Digital (not scanned) PDFs
• Documents with consistent formatting
• Text-based content
• Simple table structures

These tools are like having a reliable workhorse in your tech stack — they might not be flashy, but they get the job done for straightforward tasks.

Extracting Data from PDFs with Parabola

Parsing PDFs can seem daunting, but with Parabola, the process becomes straightforward and efficient. Our AI-powered solution makes it easy to extract whatever information you want from a PDF, whether it's line-item data from tables or document-level data like dates and invoice numbers.

While OCR technology struggles with poor scan quality, and ML solutions often require technical expertise, Parabola combines the best of both worlds with none of the drawbacks. You get the accuracy of machine learning and the versatility of OCR, all wrapped in an intuitive interface that doesn't require coding or technical knowledge.

Unlike traditional PDF parsers that work only with perfectly formatted documents, Parabola's AI can handle variations in layout and structure. This means you can process documents from different vendors, with different formats, all through the same streamlined workflow.

Six Types of PDFs Parabola Excels at Converting

Parabola's AI-powered converter is particularly effective at transforming these common supply chain and operations documents into actionable spreadsheet data (all links map to free parsing templates):

1. Packing Lists
   Transform detailed packing list data into structured spreadsheets, making inventory management and shipment verification seamless.
2. Purchase Orders (POs)
   Convert complex PO documents into organized spreadsheet formats, streamlining your procurement and order management processes.
3. Freight Invoices
   Turn freight invoice data into actionable spreadsheets, making it easier to track and analyze shipping costs and logistics expenses.
4. Bills of Lading (BOLs)
   Extract critical shipping information from BOLs into structured spreadsheet formats, enhancing your logistics operations.
5. Commercial Invoices
   Transform commercial invoice data into organized spreadsheets, simplifying international trade documentation and cost tracking.=

How to extract data from PDFs with Parabola

1. Start by importing your PDF file
   Use Parabola's intuitive interface to upload and prepare your document for parsing.
2. Define your parsing rules
   Tailor the process to extract exactly the data you need. Break down the details and effectively parse your PDF into manageable pieces.
3. Convert PDFs to Excel or spreadsheet formats
   Once your data is parsed, it can seamlessly be transformed into other formats.
4. Automate and repeat the process
   Save time by setting up reusable workflows. Automate the conversion and parsing process for quick and easy PDF conversion whenever required.
5. Analyze and export your data
   After parsing and organizing your data, export it to your preferred tools.

Ready to transform how you handle PDF data extraction? Get started with Parabola for free.