PDF Invoice Data Entry

Description

I own an electrical contracting and generator installation company and need an experienced data-entry specialist to build an inventory database from historical vendor invoices.

You will be given temporary, read-only access to several vendor portals where you will retrieve historical invoices and convert the information into organized Excel spreadsheets that will later be imported into an inventory CRM and Housecall Pro.

This is not simple copy-and-paste work. I need someone who is organized, detail-oriented, and comfortable working with thousands of line items.

Your Responsibilities
Log into vendor websites using temporary credentials I provide.
Download historical invoices (PDF format).
Extract invoice line-item information into Excel.
Identify and separate:
Manufacturer Part Number
Description
Unit Price
Pictures
Create a unique sku for Genco
Remove duplicates.
Standardize descriptions and formatting.
Flag questionable or incomplete data.
Deliver clean spreadsheets ready for import into Monday.com.
Required Skills
Excellent Excel or Google Sheets skills.
Experience extracting data from PDFs.
Strong attention to detail.
Ability to recognize duplicate products with slightly different descriptions.
Experience cleaning and organizing large datasets.
Comfortable signing a Non-Disclosure Agreement (NDA).
Preferred Experience
Inventory management
Electrical supply or construction materials
PLY or Housecall Pro
OCR and PDF extraction software
Large-scale data processing
Expected Deliverables

A spreadsheet containing columns such as:

Manufacturer Part Number
Vendor Description
Unit Price
Vendor Name
Product Category (if identifiable)
Picture

The data should be cleaned, standardized, and free of duplicates.

Project Size
Multiple vendor accounts
Approx. 100 - 200 invoices
Thousands of inventory line items
Potential for ongoing work as additional vendors are added
Confidentiality

You will receive temporary access to vendor accounts strictly for this project. All login credentials and pricing information are confidential and may not be shared or retained after the project is complete.

When Applying

Please include:

A brief description of similar projects you've completed.
What software you use to extract data from PDFs.
Approximately how many invoice line items you can process in an hour.
Whether you've worked with Monday.com or inventory databases.
Your hourly rate or fixed-price proposal.

To confirm you've read this posting, begin your proposal with the words:

"Inventory Expert"

Deliverables
1. Master .xlsx file sorted by vendor and ready for Housecall Pro import.
2. Brief summary sheet showing record count per vendor and any anomalies.

Acceptance criteria
• All line-items captured with zero duplication or omission.
• Column names follow the template I’ll provide after award.
• Random spot-checks against PDFs show no discrepancies.
• File opens cleanly in Excel and Google Sheets.

Experience with Adobe Acrobat, Tabula, Power Query, or similar PDF-to-Excel tools is helpful, but meticulous accuracy matters most. Let me know your turnaround time and any questions so we can move forward quickly.