Who this is 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.
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 is 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
You receive
- 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
What is 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
What we need from you first
- 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
Never send passwords, keys, customer records or confidential code in the first enquiry. Secure handover is agreed after scoping.
How we check it is done
- 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.
- 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.
- Each month's summary lists every batch received, every layout change or image-only file found and how each ended.
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.
When we would stop or decline
- 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
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.
Price and terms
From £395/month · untested offer price. Billing is monthly under the written terms we agree with you. Nothing is charged until you have agreed them.
This is a new service with no published client results. The price is a starting point we have not yet tested with buyers. Nothing is ordered or charged by the enquiry. The full specification is on the Synthetic Industry catalogue.