Standing service extract-pdf-batches-every-month · revised 11 October 2026
Standing service
Have each month's batch of same-layout PDFs turned into checked spreadsheet rows
Each month's PDFs in one agreed layout are extracted into your workbook with a page or file reconciliation and an exceptions list, so nobody retypes them.
This asks for a proposal by email. Nothing is charged, no document is processed and no service starts until we have agreed scope, terms and a secure way to hand over each month's files in writing. If we cannot offer a way you are comfortable with, we decline and nothing is charged.
The responsibility you hand over
A monthly PDF is retyped by whoever has time. Rows are skipped, wrapped lines are split, and nobody can show afterwards that the month's spreadsheet matches the document. When the layout changes slightly or a scanned page arrives in the batch, the retyping method breaks without anyone noticing.
Who it’s for: An office manager or administrator who receives the same kind of PDF every month, such as a price update, stock list, timetable or inspection form, and retypes it into a spreadsheet.
Usually starts when: The same PDF arrives each month, the retyping takes a morning, and a missed row has already caused a mistake.
The result: Each month the rows of that month's PDFs are in your workbook in the agreed columns, with a reconciliation of pages or files against rows, a sampled check and a list of anything that could not be read with confidence.
What stays true, and what we do about it
No turnaround guarantee is published for this new service. A target for when rows are returned after a batch arrives is agreed in writing before it starts, set to what a service at this stage can keep.
Working hours and the day each batch is due are agreed in writing before the service starts. At launch the service is not staffed round the clock, so we do not offer round-the-clock cover.
What must remain true
- Each month's batch is extracted by the same written rules into the agreed columns
- Pages or files received reconcile with rows written plus listed exceptions
- A changed layout or a page of images is reported, never silently skipped
What we watch
- The PDFs you send each month through the secure route agreed in writing before the service starts
- The rule sheet agreed in the first month: columns, unusual entries, sampling and the exceptions limit
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A new text-based table PDF arrives in the agreed layout. | We extract its rows by the written rules, reconcile pages against rows, check a sample and send the rows and exceptions. Priced as: PDF price list to spreadsheet |
| A batch of filled fillable forms arrives from the agreed template. | We read the form fields, reconcile files against rows and exceptions and send the rows. Priced as: PDF form answers to spreadsheet |
| A file has a changed layout or contains only page images. | We set it aside, tell you why and propose a re-scope. We do not guess. |
| A month ends. | We send a short summary of batches, counts and exceptions. |
We do on our own
- Read the PDFs and extract rows into our own copy of the workbook
- Reconcile counts and compare a sample of rows with the documents
- Set aside files that do not fit the rules, and list them
We ask you first
- Any change to a column, a rule or the exceptions limit
- Resolving an exception by choosing a value
- Sharing the rows with anyone other than you
We escalate to you when
- The layout changes, or a batch contains many image-only pages
- The exceptions limit is passed
- A document appears to hold personal data, which this service does not take
How you know it held. Each batch comes with a reconciliation of pages or files against rows and exceptions, and a monthly summary. You can compare any row with the document yourself.
How we keep it true
This service is never finished. Each month's summary shows what arrived and how it ended, and it continues until you end it.
Turn a text-based PDF price list into one checked spreadsheet Job Each time it fires
One PDF price list in one layout becomes one spreadsheet whose row counts match the source page by page. Every row we could not read with confidence is listed for you to decide.
Each month's table PDFs, up to the agreed pages
The same extraction you can buy on its own.
Collect the answers from a batch of filled-in PDF forms into one sheet Job Each time it fires
The values typed into a batch of fillable PDF forms from one template arrive as one spreadsheet, one row per form, checked against the field list, with unreadable files listed.
Each month's fillable forms, up to the agreed number
The same extraction you can buy on its own.
What is included, and what is not
- The extracted rows for each month, appended to your workbook or in a new monthly sheet
- A reconciliation and an exceptions list for each batch
- The rule sheet, kept current when you change a column or a rule
Included
- One kind of document in one layout: either text-based table PDFs of up to 100 pages in the month's batch, or up to 100 filled fillable forms from one template. A batch is everything for one calendar month, and one batch a month is covered
- A first-month set-up of the columns, the rules for unusual entries, the sampling method and the exceptions limit
- Each month: receive the batch through the agreed route, extract by the written rules, reconcile and sample, and hand back the rows and exceptions
- A monthly summary of batches, counts and exceptions
Not included
- Scanned or photographed pages; they are listed and set aside, not guessed
- Documents that contain personal data, payment details or other special-category information
- Loading rows into any other system, or deciding which values are right
- Changing the columns or rules without your approval
- More than one batch a month, a second layout or more pages or forms than the allowance, unless quoted in the written terms
- Legal, financial or tax advice, or a guaranteed delivery time
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
For each batch, the pages or files received equal the pages or files accounted for by rows written plus exceptions listed, with every exception named.
Evidence: The reconciliation for the batch.
In an agreed sample of each batch, of at least 20 rows or forms or 10 per cent of them if that is more (the whole batch if it is smaller), every extracted field equals the value in the document, and any mismatch is corrected or listed.
Evidence: The sample sheet for the batch.
Each month's summary lists every batch received, every layout change or image-only file found and how each ended.
Evidence: The monthly summary, which you can compare with the files you sent.
Sign-off. You read each batch's reconciliation and exceptions and ask about anything unclear. A batch counts as delivered when you accept it, and you can end the service at the end of any month.
If it fails. If we cannot extract a batch within the rules, we say so, explain what we found and what it would take, and the batch does not count as delivered. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- Each month's PDFs are text-based or fillable, in the same layout, and you may share them with a contractor
- The documents hold no personal data, payment details or other special-category information
- A named person decides the exceptions each month
- We agree with you in writing, before the service starts, a secure way to hand over each month's files
We stop and tell you if
- The layout changes so often that rules agreed in advance cannot cover it
- Most of a month's pages are images with no text
- The documents hold personal data, payment details or other special-category information
- No secure way to hand over each month's files can be agreed in writing; the service does not start and nothing is charged
What could go wrong
The rows are new files or new sheets, and nothing in your own systems is changed. Ending the service leaves you with the rule sheet and every batch returned.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A row is merged or lost in a month with an unusual page. | Page or file counts are reconciled every month and every exception is listed with its page. |
| The sender changes the layout without telling you. | During set-up we build a layout check for your agreed layout, and it runs on every batch. A changed layout stops the extraction and is reported, so nothing is guessed. |
| Image-only pages are mistaken for extracted ones. | Every file is tested for text or fields, and image-only files are listed and set aside. |
Each batch is checked by a reviewer separate from the work that produced it before it is returned. No human supervisor is included unless your agreement names one. At launch much of the work is automated, and we say so.
Stays with a person
- You approve any change to columns or rules
- You decide every exception
Access we would need
- A secure route for each month's documents, agreed in writing before the service starts; without one the service does not start
- No access to your live systems
Questions
How is this different from the one-off extraction?
The one-off job handles one list or one batch of forms. This is a standing responsibility: each month we extract the new batch the same way, check it and tell you about anything unusual.
What if some pages are scans?
We set them aside and list them. Reading scanned pages is a different job with no promised accuracy.
Can the layout change?
A changed layout stops the extraction and is reported to you. It may need new rules and a new price, and we never guess.
What if you cannot offer a secure way to send the files?
Then we decline and nothing is charged. No upload portal exists yet. A route is agreed with you in writing before the service starts, and the service cannot begin without one.
What counts as a month's allowance?
One batch a month: up to 100 pages of text-based tables in one layout, or up to 100 filled forms from one template. Anything larger, or a second layout, is quoted before the service starts and is never processed silently.
Send an enquiry
Send us
- What the document is, how many pages or forms arrive each month and who sends them
- Whether you can select and search the text in the PDF, and your column headings with three invented rows
- No documents in the first enquiry
Later, once you agree
- One past month's batch and the spreadsheet rows it produced, through the secure route we agree in writing before the service starts
- Written column rules, the sampling method and the exceptions limit
- The day each batch will arrive and who decides exceptions
You keep ownership of every file we work on and of what we return. No upload portal exists yet, and the first enquiry never includes documents: send a description, counts and an invented or redacted sample only. The service cannot start until we have agreed with you, in writing, a secure way to hand over each period's files, who may see them, how long we keep them and how we delete them. If we cannot offer a way you are comfortable with, we decline and nothing is charged. Files may be handled by automated software, including services run by other companies, and we tell you which in writing before any file moves. We work on copies, never on your only original, and we do not send, publish or contact anyone for you.
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