Procurement Teams: Extract Quotes & Purchase Docs into Google Sheets at Scale

Procurement lives in documents.

Supplier quotes arrive as PDFs, screenshots, scanned pages, or photos from WhatsApp. Purchase documents show up with different layouts, currencies, and line-item formats. And every time you copy-paste a total, retype an item list, or rebuild a “standard” sheet from messy inputs, you lose time—and risk errors that ripple into approvals, budget tracking, and supplier comparisons.

Img2Sheet was built to remove that manual step.

Instead of “just OCR,” we use AI extraction that understands what you’re asking for and returns structured data in the exact columns your team uses.

The real problem: procurement data is consistent, but documents aren’t

Your process likely needs the same fields every time:

• Supplier name
• Quote number
• Date
• Validity / lead time
• Currency
• Subtotal / tax / total
• Line items (SKU/description, quantity, unit price, total)
• Shipping terms / incoterms
• Payment terms

But every supplier formats these differently. OCR alone can read text, but it won’t reliably map meaning into the correct columns—especially when labels change, tables shift, or documents are scanned at weird angles.

The Img2Sheet approach: define your structure once

With Img2Sheet, you start by creating a structure—your procurement “schema”:

For each column, you define:

• Label (e.g., Supplier, Quote Total, Lead Time (days))
• Type (text or number)
• Prompt (what to extract, exactly, in your words)

Example structure for quotes:

• Supplier (text) — “Supplier company name as written on the quote”
• Quote Number (text) — “Quote/offer reference ID”
• Quote Date (text) — “Issue date of the quote”
• Currency (text) — “Currency code (USD, EUR, AED…)”
• Subtotal (number) — “Subtotal before tax”
• Tax (number) — “Tax amount”
• Total (number) — “Total payable amount”
• Lead Time (number) — “Lead time in days”
• Incoterms (text) — “Delivery terms (EXW, FOB, CIF…)”
• Payment Terms (text) — “Payment terms text”

Once that structure exists, every upload follows the same rules.

Upload any quote or purchase document, get a clean row in Sheets

Your team uploads a document (photo, scan, PDF export, screenshot), and Img2Sheet:

1. Uses AI to understand the document layout and content
2. Extracts only what your prompts request
3. Casts values based on your types (text vs number)
4. Inserts the results into Google Sheets in the exact column order of your structure

So procurement gets a spreadsheet that’s ready for:

• supplier comparison tables
• approval workflows
• budget tracking
• monthly procurement reporting
• vendor performance dashboards

Scale to batches without losing consistency

The real advantage comes when you process a lot of documents:

• 20 supplier quotes for the same RFQ
• daily purchase requests
• recurring supplier invoices that need the same columns
• procurement folders with mixed formats

Because the structure stays fixed, the output stays consistent—even when the input documents vary wildly.

Why AI extraction beats “OCR + manual cleanup”

Traditional OCR answers: “Here’s the text I found.”

Procurement needs: “Put the quote total in the Total column, the lead time in Lead Time, and the incoterms in Incoterms, even if it’s written in a paragraph or table.”

That’s what the prompts are for: you describe what the field means, and the AI extracts the correct value based on context—not just position on the page.

Data privacy (no file links, no storage)

Documents are used only for extraction.

• No downloadable file links
• No permanent storage
• Files are removed immediately after extraction

Your procurement documents don’t sit in a file gallery or storage bucket waiting to be accessed later—they’re processed and cleared.

Common procurement use cases teams automate with Img2Sheet

• Quote comparison sheets (standardize totals, delivery, terms across suppliers)
• RFQ responses tracking (who responded, price range, validity, lead time)
• Purchase document registers (PO/PR metadata in one sheet)
• Spend tracking by vendor/category (structured totals and currencies)
• SLA and delivery analytics (lead times, shipping terms, delays when combined with receiving data)

If your team lives in Google Sheets, this is the missing step

Procurement teams already collaborate in Sheets because it’s fast, shareable, and flexible.

Img2Sheet simply removes the worst part: turning messy documents into clean rows.

Define your columns once, upload documents, and let AI deliver consistent structured data—at scale.