How to Use Pedfs
Everything you need to know — from uploading your first invoice to syncing with QuickBooks Online and managing your team's expenses.
Create your account and get 10 free extractions
No credit card required. You are up and running in under 2 minutes.
Sign up for a free account
Visit pedfs.com and click Free Trial or Get Started in the top navigation. Sign in with your Google or email account via the Manus OAuth flow — no password to remember.
Once signed in, you land on your Dashboard where you can see your credit usage, current plan, and a welcome banner with quick-start steps.
Your 10 free extractions never expire. Use them to test with your own invoices before upgrading.
Your Dashboard — track credits, manage your plan, and start extracting
Upload and extract your first invoice or receipt
Supports PDF, JPG, PNG, and HEIC. AI automatically detects the document type.
Navigate to PDF Data Extraction
Click PDF Data Extraction in the top navigation, or go directly to pedfs.com/extract. You will see the upload area with a drag-and-drop zone.
The left sidebar shows two sections: Extract PDF (upload new files) and Extraction History (view past results). You can collapse the sidebar using the arrow button to get more screen space.
The Extract page — drag and drop files or click Browse Files
Upload your PDF, image, or receipt
Drag your file directly onto the upload zone, or click Browse Files to open a file picker. Supported formats are PDF, JPG, PNG, and HEIC — including scanned documents and photographed receipts. Maximum file size is 10 MB per file.
For bulk processing, you can upload multiple files at once. The AI processes each one independently and queues them in your Extraction History. This is ideal for AP teams processing batches of vendor invoices.
Scanned or photographed invoices work just as well as digital PDFs. The built-in OCR engine handles rotated pages, low-quality scans, and handwritten amounts.
AI extracts the data automatically
Within seconds, the AI engine reads your document and extracts: vendor name, invoice number, invoice date, due date, currency, subtotal, tax, total amount, and all line items with descriptions, quantities, and unit prices.
The extraction is automatically classified as either an Invoice or a Receipt. Invoices capture full billing details; receipts capture merchant, total, and date.
Once complete, the document appears in your Extraction History with a Pending Review status, ready for you to verify.
Find and manage all your past extractions
Filter by status, search by vendor, sort by date or amount, and bulk export.
Open Extraction History
Click Extraction History in the left sidebar (under PDF Tools), or navigate to pedfs.com/history. Every document you have ever uploaded appears here with its extracted summary.
At the top you will see five status counters: Pending (awaiting your review), Reviewed, Confirmed, Exported, and Rejected. Click any counter to filter the list instantly.
Extraction History — filter by status, search by vendor, sort by date or amount
Search, filter, and sort your documents
Use the search bar to find any document by invoice number, vendor name, merchant name, or filename. The Filters button opens advanced options to narrow results by date range, amount range, or document type.
The Sort buttons let you order by Date, Amount, Vendor, or Status — click once for ascending, again for descending.
To download everything at once, click Download All (EXCEL) in the top-right corner. This exports all your extractions into a single Excel workbook.
Use the status filter tabs to create a quick review workflow: start with Pending, review each one, then confirm or reject. Your confirmed invoices are ready to export to QuickBooks.
Verify and correct extracted data before exporting
See the original document side-by-side with extracted fields. Fix anything in one click.
Open the Review page
From Extraction History, click Review & Edit on any document. The Review page opens with the original document on the left and all extracted fields on the right — so you can verify every value against the source.
At the top of the right panel you will see an AI Confidence Summary showing which fields were extracted with High, Medium, or Low confidence. Fields highlighted in green are high confidence; orange means medium; red means the AI was uncertain and you should verify manually.
Review page — original document on the left, editable extracted fields on the right with AI confidence indicators
Edit any field directly
Every extracted field is an editable input. Click any field — Invoice Number, Vendor Name, Invoice Date, Due Date, Currency, Subtotal, Tax, Total — and type the correct value. Changes are saved automatically.
The Line Items section shows each individual item with its description, quantity, unit price, and amount. You can edit any cell, add new line items with + Add Item, or remove incorrect rows.
Once you are satisfied, the document status updates to Confirmed and is ready to export.
If the AI missed a line item or got the tax wrong, simply type the correct value. The totals recalculate automatically. You can also zoom in on the original document using the zoom controls at the top-left.
Download your data in any format
Excel, CSV, JSON, QuickBooks IIF, Xero CSV, or direct QuickBooks Online sync.
Click Export to choose your format
On the Review page or in Extraction History, click the Export button. A dropdown menu appears with all available formats:
- Excel (.xlsx) — formatted spreadsheet with all fields and line items
- CSV (.csv) — comma-separated values for any spreadsheet app
- JSON (.json) — structured data for developers and API integrations
- QuickBooks (.iif) — import file for QuickBooks Desktop
- Xero (.csv) — Xero-compatible CSV format
- QuickBooks Online — direct one-click sync (requires connection in Settings)
For AP teams, the Excel export includes a separate tab for line items — perfect for importing into ERP systems or sharing with your accountant.
Export dropdown — choose from 5 standard formats or sync directly to QuickBooks Online
Connect QuickBooks and export invoices as Bills in one click
No manual import. Vendors, line items, dates, and amounts sync automatically.
Connect your QuickBooks Online account
Go to Account Settings (click your name in the top-right, then Settings, or navigate directly to pedfs.com/settings).
In the QuickBooks Online Integration section, click Connect QuickBooks Online. You will be redirected to the QuickBooks authorization page — sign in with your QuickBooks credentials and click Connect.
Once connected, a green checkmark appears and the button changes to Disconnect. Your connection is now active.
Settings → QuickBooks Online Integration — click Connect to authorize your QuickBooks account
Export any invoice directly to QuickBooks
After connecting, go to any reviewed invoice in Extraction History or the Review page. Click Export → QuickBooks Online. The invoice is instantly created as a Bill in your QuickBooks account with:
- Vendor automatically matched or created if new
- All line items with descriptions and amounts
- Invoice date and due date preserved
- Currency and tax amounts mapped correctly
If you need to correct something and re-export, Pedfs handles duplicate protection — it will update the existing Bill rather than creating a duplicate.
New vendors are created automatically in QuickBooks if they do not already exist. You can edit the vendor details in QuickBooks afterwards. Re-exporting after corrections will update the existing Bill.
Track, submit, and approve team expenses
Upload receipts, get AI extraction, and manage approvals — all in one place.
The Expense sidebar has 6 sections — here is what each one does:
Overview
Dashboard & summary — monthly totals, category chart, recent expenses, and quick action buttons.
Submit Expense
Upload receipts — AI extracts merchant, amount, date, and category automatically.
Expense History
View all expenses — full list of every submission with status (Pending, Approved, Rejected) and manager notes.
Analytics
Spending insights — charts and trends showing where money is going by category, time period, and team member.
Export
Download reports — export your expense data to Excel or CSV for accounting, payroll, or tax filing.
Team
Manage members — invite employees and managers, set roles, view pending invitations, and control access.
Overview — Expense Dashboard
Click Expense Management in the top navigation to open the Expense module. The Overview (first item in the left sidebar) is your command centre. It shows four key metrics at the top:
- This Month — total spending submitted so far this month
- Pending Review — expenses awaiting manager approval
- Approved — count of approved expenses this month
- All Time — cumulative total across all months
Below the metrics, the Spending by Category chart shows a visual breakdown of where money is going. The Recent Expenses list shows the latest submissions with their approval status (green = Approved, red = Rejected, orange = Pending).
The Quick Actions panel on the right gives you one-click access to Upload Receipt, Bulk Upload, Export Data, and View Analytics — so you never have to dig through the sidebar.
Expense Overview — monthly totals, category chart, recent submissions, and quick actions
Submit Expense — Upload and extract receipts
Click Submit Expense in the left sidebar (or Upload Receipt in Quick Actions). You can upload a receipt image (JPG, PNG) or a PDF. The AI automatically extracts:
- Merchant name — the vendor or store
- Amount — total charged including tax
- Date — transaction date from the receipt
- Category — automatically classified (Travel, Meals, Office Supplies, etc.)
Review the extracted details, add a description or business justification, then click Submit for Approval. The expense enters the approval queue and your manager is notified.
For multiple receipts at once, use Bulk Upload — ideal after a business trip. All receipts are processed in parallel and appear in your history within seconds.
Use Bulk Upload to submit multiple receipts at once — ideal after a business trip or conference. All receipts are processed simultaneously and appear in your history within seconds.
Expense History — track every submission
Click Expense History in the left sidebar to see every expense you have ever submitted. Each row shows:
- Merchant and amount
- Date submitted
- Status badge — Pending (orange), Approved (green), or Rejected (red)
- Manager notes — if a manager left a comment when approving or rejecting
You can filter by date range or status to find specific expenses quickly. If an expense is rejected, you can see the reason and resubmit a corrected version.
Managers see all team members' expenses in Expense History. Employees only see their own. This separation keeps personal spending private while giving managers full visibility.
Analytics — understand your spending patterns
Click Analytics in the left sidebar to open the spending insights view. This section gives you a deeper look at your expense data:
- Spending by Category — bar or pie chart showing which categories consume the most budget (Travel, Meals, Software, etc.)
- Monthly Trends — line chart comparing spending month over month so you can spot seasonal patterns
- Top Merchants — which vendors appear most frequently in your expense submissions
- Team Breakdown — (managers only) spending split by team member
Use Analytics at month-end to prepare budget reports or identify areas where the team is overspending before it becomes a problem.
Analytics data updates in real time as expenses are approved. Rejected expenses are excluded from totals so your numbers always reflect actual approved spend.
Export — download reports for accounting
Click Export in the left sidebar to download your expense data. You can export:
- Excel (.xlsx) — formatted spreadsheet with all expense fields, ideal for accountants
- CSV — comma-separated file that imports directly into QuickBooks, Xero, or any accounting software
You can filter the export by date range (e.g., last month, last quarter, custom range) and by status (Approved only, All). This means you can export only the approved expenses for a specific period — exactly what your accountant needs at month-end.
Managers can export data for the entire team. Employees can only export their own expenses.
Export Approved expenses only at month-end and send the file directly to your accountant. The Excel export includes all fields: merchant, amount, date, category, submitter name, and approval date.
Invite your team and manage expense approvals
Employees submit expenses; managers approve them. You control who has access.
Invite team members
Go to Expense Management → Team in the left sidebar. Enter your colleague's email address and select their role:
- Employee — can submit expenses only
- Manager — can submit expenses and approve or reject others' submissions
Click Send Invitation. Your colleague receives an email with a link to accept. Invitations are valid for 7 days. They must sign in with the invited email address to accept.
Once accepted, they appear in the Team Members table. You can see all active members, their roles, and when they joined.
Only the account owner (subscription holder) can invite new team members. Managers can approve expenses but cannot add new members. This keeps your team access controlled.
Team Management — invite employees and managers by email, view pending invitations and active members
Ready to get started?
Your first 10 extractions are free — no credit card required. Upload your first invoice in under 2 minutes.