1. Introduction

We all hate it, don’t we? When we try to convert a PDF and get a horribly formatted, monstrosity of a document in return? Well actually, there’s a good reason for that. Converting PDFs into editable Excel or Word formats is actually quite difficult, though recent technological progress has made it significantly easier.

The problem is that there are multiple types of PDF documents, and the accuracy of extraction is dependent on the extraction technique best suited for your document.

This guide goes over the best tools and techniques for data extraction, what they cost, and what services are best suited for people processing either high volumes of documents or complex, unstructured documents.

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2. Just Tell Me What I Want

Short on time? Here’s the quick breakdown:

• **The kind of data extraction tool you need depends on the kind of document you’re working with - simple, well structured documents, scanned / images of pdfs, or complex, multi page pdfs with different structures.
• For structured PDFs (like invoices): Use a parser, or any free online extraction tool. These are generally quick and accurate.
• For scanned or printed PDFs: Go with OCR to turn images into editable text.
• **A few good options for the first two types are: (SmallPDF), (Adobe Acrobat Pro) and (Docparser)
• For complex, multi-page PDFs: Choose AI-powered OCR for high accuracy with minimal manual review.
• Free or low-cost? Use tools like SmallPDF or Tabula.
• High-volume files or unstructured data? Try advanced tools like TwingLabs or Adobe Acrobat Pro.

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3. Different Ways to Extract Data into Tables

Extracting tables from PDFs can be tricky. Here’s a breakdown of the most efficient technologies:

(a) Parser

Best For: Structured documents like invoices or tables.
How It Works: Relies on rules to extract predictable data from consistent layouts. Great for quick, clean extractions.
Limitations: Struggles with unstructured layouts and complex, multi-page tables.

(b) OCR (Optical Character Recognition)

Best For: Scanned documents or printed PDFs.
How It Works: Converts text from images into editable formats. It works well for printed content but can struggle with layout complexities.
Limitations: May require manual cleanup for complex tables.

(c) AI-Powered OCR

Best For: Unstructured or complex PDFs.
How It Works: Uses AI to interpret text and structure, maintaining accuracy across multi-page documents and mixed layouts.
Limitations: Costs more and may need proper setup for optimal performance.

Want more details on these techniques? Check out our blog on Most Efficient Data Extraction Techniques for PDFs.

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4. Best Tools and Costs for PDF to Excel/Word Conversion

Here are the top tools for converting PDFs to Excel and Word in 2024, along with their costs:

• Tabula: Free and open-source, perfect for extracting tables from structured PDFs.
• SmallPDF: Offers basic conversion tools for free but has limitations on file size. Paid plans start at $12/month.
• Adobe Acrobat Pro: Known for its accurate OCR capabilities, costs around $15/month.
• PDFTables: Great for bulk processing with an API option. Paid plans start at $9/month.
• Docparser: Great for structured documents, with pre existing templates and the option to create your own document templates. Plans start at $39/ month for 100 Credits.
• TwingLabs: Ideal for businesses handling high volumes of unstructured data. Custom pricing based on volume and needs.

For a detailed comparison of tools, read our blog on Best Tools to Extract Data from PDFs.

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5. Choosing the Right Extraction Method

Still unsure which method to choose? Here’s a quick guide:

• For simple, structured PDFs (like tables, invoices): Go with a parser like Tabula for fast, low-cost extraction.
• For scanned PDFs: Use OCR tools like Adobe Acrobat Pro or DocParser to convert images into editable formats.
• For complex, multi-page PDFs or unstructured layouts: Opt for AI-powered OCR solutions like TwingLabs for the best accuracy.

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6. Conclusion

Converting PDFs to editable Excel and Word formats doesn’t have to be a hassle. Depending on your needs—whether you’re dealing with structured forms, scanned documents, or complex layouts—there’s a tool out there for you. While free solutions work well for smaller jobs, businesses handling high volumes or needing precision should consider AI-powered solutions.

Need an enterprise solution for high-volume document conversion? Check out TwingLabs for AI-powered extraction that scales with your business.

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