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Mathematica code to extract tabulated data after conversion from pdf to text

Archie Watts-Farmer

Archie Watts-Farmer, Carnot Ltd

Posted 2 months ago

I've written the following code to extract the data I need from invoices which are in pdf format but can vary in terms of layout and terminology: (Step 1:Prepare Training Data) trainingDataItemDesc = { "Description" -> "SimilarString", "DESCRIPTION" -> "SimilarString", "Product Name" -> "SimilarString", "Product Details" -> "SimilarString", "Products" -> "SimilarString", "Product" -> "SimilarString", "Details" -> "SimilarString", "Desc" -> "SimilarString", "ITEM" -> "SimilarString", "Product Description" -> "SimilarString", "" -> "SimilarString", "Item Description" -> "SimilarString", "ITEMS" -> "SimilarString", "Description of Goods Sold" -> "SimilarString", "Part Number/Description" -> "SimilarString", "PRODUCT NAME" -> "SimilarString", "PRODUCT DETAILS" -> "SimilarString", "PRODUCTS" -> "SimilarString", "PRODUCT" -> "SimilarString", "DETAILS" -> "SimilarString", "DESC" -> "SimilarString", "PRODUCT DESCRIPTION" -> "SimilarString", "ITEM DESCRIPTION" -> "SimilarString", "DESCRIPTION OF GOODS SOLD" -> "SimilarString", "PART NUMBER/DESCRIPTION" -> "SimilarString", "description" -> "SimilarString", "product name" -> "SimilarString", "product details" -> "SimilarString", "products" -> "SimilarString", "product" -> "SimilarString", "details" -> "SimilarString", "desc" -> "SimilarString", "item" -> "SimilarString", "product description" -> "SimilarString", "item description" -> "SimilarString", "items" -> "SimilarString", "description of goods sold" -> "SimilarString", "part number/description" -> "SimilarString", "Description:" -> "SimilarString", "DESCRIPTION:" -> "SimilarString", "Product Name:" -> "SimilarString", "Product Details:" -> "SimilarString", "Products:" -> "SimilarString", "Product:" -> "SimilarString", "Details:" -> "SimilarString", "Desc:" -> "SimilarString", "ITEM:" -> "SimilarString", "Product Description:" -> "SimilarString", "Item Description:" -> "SimilarString", "ITEMS:" -> "SimilarString", "Description of Goods Sold:" -> "SimilarString", "Part Number/Description:" -> "SimilarString", "Total" -> "NotSimilar", "TOTAL REMITTANCE:" -> "NotSimilar", "[GBP] TOTAL" -> "NotSimilar", "Total:" -> "NotSimilar", "Grand Total:" -> "NotSimilar", "Invoice total" -> "NotSimilar", "Total VAT" -> "NotSimilar", "Total Paid" -> "NotSimilar", "Amount Due:" -> "NotSimilar", "AMOUNT (USD)" -> "NotSimilar", "Order Total" -> "NotSimilar", "" -> "NotSimilar", "Invoice Total:" -> "NotSimilar", "Gross Total" -> "NotSimilar", "Net Price (per unit)" -> "NotSimilar", "TOTAL" -> "NotSimilar", "Total paid" -> "NotSimilar", "Invoice Total" -> "NotSimilar", "TOTAL INC. VAT:" -> "NotSimilar", "Total Amount Due" -> "NotSimilar", "TOTAL:" -> "NotSimilar", "GRAND TOTAL:" -> "NotSimilar", "INVOICE TOTAL" -> "NotSimilar", "TOTAL VAT" -> "NotSimilar", "TOTAL PAID" -> "NotSimilar", "AMOUNT DUE:" -> "NotSimilar", "ORDER TOTAL" -> "NotSimilar", "INVOICE TOTAL:" -> "NotSimilar", "GROSS TOTAL" -> "NotSimilar", "NET PRICE (PER UNIT)" -> "NotSimilar", "TOTAL AMOUNT DUE" -> "NotSimilar", "total" -> "NotSimilar", "total remittance:" -> "NotSimilar", "[gbp] total" -> "NotSimilar", "total:" -> "NotSimilar", "grand total:" -> "NotSimilar", "invoice total" -> "NotSimilar", "total vat" -> "NotSimilar", "total paid" -> "NotSimilar", "amount due:" -> "NotSimilar", "amount (usd)" -> "NotSimilar", "order total" -> "NotSimilar", "invoice total:" -> "NotSimilar", "gross total" -> "NotSimilar", "net price (per unit)" -> "NotSimilar", "total inc. vat:" -> "NotSimilar", "total amount due" -> "NotSimilar", "[GBP] TOTAL:" -> "NotSimilar", "Invoice total:" -> "NotSimilar", "Total VAT:" -> "NotSimilar", "Total Paid:" -> "NotSimilar", "AMOUNT (USD):" -> "NotSimilar", "Order Total:" -> "NotSimilar", "Gross Total:" -> "NotSimilar", "Net Price (per unit):" -> "NotSimilar", "Total paid:" -> "NotSimilar", "Total Amount Due:" -> "NotSimilar"}; trainingDataSubtot = { "Subtotal" -> "SimilarString", "Nett Total:" -> "SimilarString", "COMPONENT TOTAL" -> "SimilarString", "Sub-Total:" -> "SimilarString", "Sub Total" -> "SimilarString", "Subtotal:" -> "SimilarString", "" -> "SimilarString", "Total goods ex VAT" -> "SimilarString", "Sub-Total" -> "SimilarString", "Net value of goods" -> "SimilarString", "Total Net Amount" -> "SimilarString", "Net Total:" -> "SimilarString", "Sub-total" -> "SimilarString", "Goods Value" -> "SimilarString", "Products" -> "SimilarString", "SUB-TOTAL:" -> "SimilarString", "Net Amount" -> "SimilarString", "Nett Total" -> "SimilarString", "Total Nett Goods" -> "SimilarString", "Invoice Total" -> "SimilarString", "SUBTOTAL" -> "SimilarString", "Net total" -> "SimilarString", "NETT TOTAL:" -> "SimilarString", "SUB TOTAL" -> "SimilarString", "SUBTOTAL:" -> "SimilarString", "TOTAL GOODS EX VAT" -> "SimilarString", "SUB-TOTAL" -> "SimilarString", "NET VALUE OF GOODS" -> "SimilarString", "TOTAL NET AMOUNT" -> "SimilarString", "NET TOTAL:" -> "SimilarString", "GOODS VALUE" -> "SimilarString", "PRODUCTS" -> "SimilarString", "NET AMOUNT" -> "SimilarString", "NETT TOTAL" -> "SimilarString", "TOTAL NETT GOODS" -> "SimilarString", "INVOICE TOTAL" -> "SimilarString", "NET TOTAL" -> "SimilarString", "subtotal" -> "SimilarString", "nett total:" -> "SimilarString", "component total" -> "SimilarString", "sub-total:" -> "SimilarString", "sub total" -> "SimilarString", "subtotal:" -> "SimilarString", "total goods ex vat" -> "SimilarString", "sub-total" -> "SimilarString", "net value of goods" -> "SimilarString", "total net amount" -> "SimilarString", "net total:" -> "SimilarString", "goods value" -> "SimilarString", "products" -> "SimilarString", "net amount" -> "SimilarString", "nett total" -> "SimilarString", "total nett goods" -> "SimilarString", "invoice total" -> "SimilarString", "net total" -> "SimilarString", "COMPONENT TOTAL:" -> "SimilarString", "Sub Total:" -> "SimilarString", "Total goods ex VAT:" -> "SimilarString", "Net value of goods:" -> "SimilarString", "Total Net Amount:" -> "SimilarString", "Sub-total:" -> "SimilarString", "Goods Value:" -> "SimilarString", "Products:" -> "SimilarString", "Net Amount:" -> "SimilarString", "Total Nett Goods:" -> "SimilarString", "Invoice Total:" -> "SimilarString", "Net total:" -> "SimilarString", "Total" -> "NotSimilar", "TOTAL REMITTANCE:" -> "NotSimilar", "[GBP] TOTAL" -> "NotSimilar", "Total:" -> "NotSimilar", "Grand Total:" -> "NotSimilar", "Invoice total" -> "NotSimilar", "Total VAT" -> "NotSimilar", "Total Paid" -> "NotSimilar", "Amount Due:" -> "NotSimilar", "AMOUNT (USD)" -> "NotSimilar", "Order Total" -> "NotSimilar", "" -> "NotSimilar", "Invoice Total:" -> "NotSimilar", "Gross Total" -> "NotSimilar", "Net Price (per unit)" -> "NotSimilar", "TOTAL" -> "NotSimilar", "Total paid" -> "NotSimilar", "Invoice Total" -> "NotSimilar", "TOTAL INC. VAT:" -> "NotSimilar", "Total Amount Due" -> "NotSimilar", "TOTAL:" -> "NotSimilar", "GRAND TOTAL:" -> "NotSimilar", "INVOICE TOTAL" -> "NotSimilar", "TOTAL VAT" -> "NotSimilar", "TOTAL PAID" -> "NotSimilar", "AMOUNT DUE:" -> "NotSimilar", "ORDER TOTAL" -> "NotSimilar", "INVOICE TOTAL:" -> "NotSimilar", "GROSS TOTAL" -> "NotSimilar", "NET PRICE (PER UNIT)" -> "NotSimilar", "TOTAL AMOUNT DUE" -> "NotSimilar", "total" -> "NotSimilar", "total remittance:" -> "NotSimilar", "[gbp] total" -> "NotSimilar", "total:" -> "NotSimilar", "grand total:" -> "NotSimilar", "invoice total" -> "NotSimilar", "total vat" -> "NotSimilar", "total paid" -> "NotSimilar", "amount due:" -> "NotSimilar", "amount (usd)" -> "NotSimilar", "order total" -> "NotSimilar", "invoice total:" -> "NotSimilar", "gross total" -> "NotSimilar", "net price (per unit)" -> "NotSimilar", "total inc. vat:" -> "NotSimilar", "total amount due" -> "NotSimilar", "[GBP] TOTAL:" -> "NotSimilar", "Invoice total:" -> "NotSimilar", "Total VAT:" -> "NotSimilar", "Total Paid:" -> "NotSimilar", "AMOUNT (USD):" -> "NotSimilar", "Order Total:" -> "NotSimilar", "Gross Total:" -> "NotSimilar", "Net Price (per unit):" -> "NotSimilar", "Total paid:" -> "NotSimilar", "Total Amount Due:" -> "NotSimilar"}; trainingDataVAT = { "Tax" -> "SimilarString", "VAT 20.0 - 20%:" -> "SimilarString", "TOTAL TAX" -> "SimilarString", "VAT (20%):" -> "SimilarString", "Tax:" -> "SimilarString", "" -> "SimilarString", "VAT @ 20.00%" -> "SimilarString", "VAT (20%)" -> "SimilarString", "Total Vat:" -> "SimilarString", "20 % VAT" -> "SimilarString", "Total VAT" -> "SimilarString", "VAT:" -> "SimilarString", "VAT" -> "SimilarString", "VAT Value" -> "SimilarString", "Total Tax paid" -> "SimilarString", "Total VAT Amount" -> "SimilarString", "VAT 20%:" -> "SimilarString", "VAT Amount" -> "SimilarString", "VAT Total" -> "SimilarString", "Invoice Total" -> "SimilarString", "VAT TOTAL" -> "SimilarString", "V.A.T" -> "SimilarString", "TAX" -> "SimilarString", "TAX:" -> "SimilarString", "TOTAL VAT:" -> "SimilarString", "TOTAL VAT" -> "SimilarString", "VAT VALUE" -> "SimilarString", "TOTAL TAX PAID" -> "SimilarString", "TOTAL VAT AMOUNT" -> "SimilarString", "VAT AMOUNT" -> "SimilarString", "INVOICE TOTAL" -> "SimilarString", "tax" -> "SimilarString", "vat 20.0 - 20%:" -> "SimilarString", "total tax" -> "SimilarString", "vat (20%):" -> "SimilarString", "tax:" -> "SimilarString", "vat @ 20.00%" -> "SimilarString", "vat (20%)" -> "SimilarString", "total vat:" -> "SimilarString", "20 % vat" -> "SimilarString", "total vat" -> "SimilarString", "vat:" -> "SimilarString", "vat" -> "SimilarString", "vat value" -> "SimilarString", "total tax paid" -> "SimilarString", "total vat amount" -> "SimilarString", "vat 20%:" -> "SimilarString", "vat amount" -> "SimilarString", "vat total" -> "SimilarString", "invoice total" -> "SimilarString", "v.a.t" -> "SimilarString", "TOTAL TAX:" -> "SimilarString", "VAT @ 20.00%:" -> "SimilarString", "20 % VAT:" -> "SimilarString", "Total VAT:" -> "SimilarString", "VAT Value:" -> "SimilarString", "Total Tax paid:" -> "SimilarString", "Total VAT Amount:" -> "SimilarString", "VAT Amount:" -> "SimilarString", "VAT Total:" -> "SimilarString", "Invoice Total:" -> "SimilarString", "VAT TOTAL:" -> "SimilarString", "V.A.T:" -> "SimilarString", "Subtotal" -> "NotSimilar", "Nett Total:" -> "NotSimilar", "COMPONENT TOTAL" -> "NotSimilar", "Sub-Total:" -> "NotSimilar", "Sub Total" -> "NotSimilar", "Subtotal:" -> "NotSimilar", "" -> "NotSimilar", "Total goods ex VAT" -> "NotSimilar", "Sub-Total" -> "NotSimilar", "Net value of goods" -> "NotSimilar", "Total Net Amount" -> "NotSimilar", "Net Total:" -> "NotSimilar", "Sub-total" -> "NotSimilar", "Goods Value" -> "NotSimilar", "Products" -> "NotSimilar", "SUB-TOTAL:" -> "NotSimilar", "Net Amount" -> "NotSimilar", "Nett Total" -> "NotSimilar", "Total Nett Goods" -> "NotSimilar", "Invoice Total" -> "NotSimilar", "SUBTOTAL" -> "NotSimilar", "Net total" -> "NotSimilar", "NETT TOTAL:" -> "NotSimilar", "SUB TOTAL" -> "NotSimilar", "SUBTOTAL:" -> "NotSimilar", "TOTAL GOODS EX VAT" -> "NotSimilar", "SUB-TOTAL" -> "NotSimilar", "NET VALUE OF GOODS" -> "NotSimilar", "TOTAL NET AMOUNT" -> "NotSimilar", "NET TOTAL:" -> "NotSimilar", "GOODS VALUE" -> "NotSimilar", "PRODUCTS" -> "NotSimilar", "NET AMOUNT" -> "NotSimilar", "NETT TOTAL" -> "NotSimilar", "TOTAL NETT GOODS" -> "NotSimilar", "INVOICE TOTAL" -> "NotSimilar", "NET TOTAL" -> "NotSimilar", "subtotal" -> "NotSimilar", "nett total:" -> "NotSimilar", "component total" -> "NotSimilar", "sub-total:" -> "NotSimilar", "sub total" -> "NotSimilar", "subtotal:" -> "NotSimilar", "total goods ex vat" -> "NotSimilar", "sub-total" -> "NotSimilar", "net value of goods" -> "NotSimilar", "total net amount" -> "NotSimilar", "net total:" -> "NotSimilar", "goods value" -> "NotSimilar", "products" -> "NotSimilar", "net amount" -> "NotSimilar", "nett total" -> "NotSimilar", "total nett goods" -> "NotSimilar", "invoice total" -> "NotSimilar", "net total" -> "NotSimilar", "COMPONENT TOTAL:" -> "NotSimilar", "Sub Total:" -> "NotSimilar", "Total goods ex VAT:" -> "NotSimilar", "Net value of goods:" -> "NotSimilar", "Total Net Amount:" -> "NotSimilar", "Sub-total:" -> "NotSimilar", "Goods Value:" -> "NotSimilar", "Products:" -> "NotSimilar", "Net Amount:" -> "NotSimilar", "Total Nett Goods:" -> "NotSimilar", "Invoice Total:" -> "NotSimilar", "Net total:" -> "NotSimilar"}; trainingDataTotal = { "Total" -> "SimilarString", "TOTAL REMITTANCE:" -> "SimilarString", "[GBP] TOTAL" -> "SimilarString", "Total:" -> "SimilarString", "Grand Total:" -> "SimilarString", "Invoice total" -> "SimilarString", "Total VAT" -> "SimilarString", "Total Paid" -> "SimilarString", "Amount Due:" -> "SimilarString", "AMOUNT (USD)" -> "SimilarString", "Order Total" -> "SimilarString", "" -> "SimilarString", "Invoice Total:" -> "SimilarString", "Gross Total" -> "SimilarString", "Net Price (per unit)" -> "SimilarString", "TOTAL" -> "SimilarString", "Total paid" -> "SimilarString", "Invoice Total" -> "SimilarString", "TOTAL INC. VAT:" -> "SimilarString", "Total Amount Due" -> "SimilarString", "TOTAL:" -> "SimilarString", "GRAND TOTAL:" -> "SimilarString", "INVOICE TOTAL" -> "SimilarString", "TOTAL VAT" -> "SimilarString", "TOTAL PAID" -> "SimilarString", "AMOUNT DUE:" -> "SimilarString", "ORDER TOTAL" -> "SimilarString", "INVOICE TOTAL:" -> "SimilarString", "GROSS TOTAL" -> "SimilarString", "NET PRICE (PER UNIT)" -> "SimilarString", "TOTAL AMOUNT DUE" -> "SimilarString", "total" -> "SimilarString", "total remittance:" -> "SimilarString", "[gbp] total" -> "SimilarString", "total:" -> "SimilarString", "grand total:" -> "SimilarString", "invoice total" -> "SimilarString", "total vat" -> "SimilarString", "total paid" -> "SimilarString", "amount due:" -> "SimilarString", "amount (usd)" -> "SimilarString", "order total" -> "SimilarString", "invoice total:" -> "SimilarString", "gross total" -> "SimilarString", "net price (per unit)" -> "SimilarString", "total inc. vat:" -> "SimilarString", "total amount due" -> "SimilarString", "[GBP] TOTAL:" -> "SimilarString", "Invoice total:" -> "SimilarString", "Total VAT:" -> "SimilarString", "Total Paid:" -> "SimilarString", "AMOUNT (USD):" -> "SimilarString", "Order Total:" -> "SimilarString", "Gross Total:" -> "SimilarString", "Net Price (per unit):" -> "SimilarString", "Total paid:" -> "SimilarString", "Total Amount Due:" -> "SimilarString", "Subtotal" -> "NotSimilar", "Nett Total:" -> "NotSimilar", "COMPONENT TOTAL" -> "NotSimilar", "Sub-Total:" -> "NotSimilar", "Sub Total" -> "NotSimilar", "Subtotal:" -> "NotSimilar", "" -> "NotSimilar", "Total goods ex VAT" -> "NotSimilar", "Sub-Total" -> "NotSimilar", "Net value of goods" -> "NotSimilar", "Total Net Amount" -> "NotSimilar", "Net Total:" -> "NotSimilar", "Sub-total" -> "NotSimilar", "Goods Value" -> "NotSimilar", "Products" -> "NotSimilar", "SUB-TOTAL:" -> "NotSimilar", "Net Amount" -> "NotSimilar", "Nett Total" -> "NotSimilar", "Total Nett Goods" -> "NotSimilar", "Invoice Total" -> "NotSimilar", "SUBTOTAL" -> "NotSimilar", "Net total" -> "NotSimilar", "NETT TOTAL:" -> "NotSimilar", "SUB TOTAL" -> "NotSimilar", "SUBTOTAL:" -> "NotSimilar", "TOTAL GOODS EX VAT" -> "NotSimilar", "SUB-TOTAL" -> "NotSimilar", "NET VALUE OF GOODS" -> "NotSimilar", "TOTAL NET AMOUNT" -> "NotSimilar", "NET TOTAL:" -> "NotSimilar", "GOODS VALUE" -> "NotSimilar", "PRODUCTS" -> "NotSimilar", "NET AMOUNT" -> "NotSimilar", "NETT TOTAL" -> "NotSimilar", "TOTAL NETT GOODS" -> "NotSimilar", "INVOICE TOTAL" -> "NotSimilar", "NET TOTAL" -> "NotSimilar", "subtotal" -> "NotSimilar", "nett total:" -> "NotSimilar", "component total" -> "NotSimilar", "sub-total:" -> "NotSimilar", "sub total" -> "NotSimilar", "subtotal:" -> "NotSimilar", "total goods ex vat" -> "NotSimilar", "sub-total" -> "NotSimilar", "net value of goods" -> "NotSimilar", "total net amount" -> "NotSimilar", "net total:" -> "NotSimilar", "goods value" -> "NotSimilar", "products" -> "NotSimilar", "net amount" -> "NotSimilar", "nett total" -> "NotSimilar", "total nett goods" -> "NotSimilar", "invoice total" -> "NotSimilar", "net total" -> "NotSimilar", "COMPONENT TOTAL:" -> "NotSimilar", "Sub Total:" -> "NotSimilar", "Total goods ex VAT:" -> "NotSimilar", "Net value of goods:" -> "NotSimilar", "Total Net Amount:" -> "NotSimilar", "Sub-total:" -> "NotSimilar", "Goods Value:" -> "NotSimilar", "Products:" -> "NotSimilar", "Net Amount:" -> "NotSimilar", "Total Nett Goods:" -> "NotSimilar", "Invoice Total:" -> "NotSimilar", "Net total:" -> "NotSimilar"}; (Step 2:Train a Machine Learning Classifier) modelItemDesc = Classify[trainingDataItemDesc]; modelSubtot = Classify[trainingDataSubtot]; modelShip = Classify[trainingDataShip]; modelVAT = Classify[trainingDataVAT]; modelTotal = Classify[trainingDataTotal]; (testPhrase="Another Random Example"; Print["Test phrase classification: ",modelSubtot[testPhrase]];) (Step 1:Set Up the Word COM Interface) extractTextFromPDFUsingPDFtoText[pdfPath_String] := Module[{outputPath, result}, outputPath = FileNameJoin[{DirectoryName[pdfPath], FileBaseName[pdfPath] <> ".txt"}]; RunProcess[{"C:\\Poppler\\Library\\bin\\pdftotext.exe", "-layout", pdfPath, outputPath}]; result = Import[outputPath, "Text"]; If[result === "", extractTextWithOCR[pdfPath], result]] (Step 2:Determine If OCR Is Required) requiresOCR[text_String] := StringLength[text] < 50 \|\| StringMatchQ[text, RegularExpression["[^a-zA-Z0-9]+"], IgnoreCase -> True] (Step 3:OCR Extraction Function) extractTextWithOCR[filename_String] := Module[{pages, ocrText}, (Try to import the PDF as individual images) pages = Import[filename, {"PDF", "Pages"}]; (If import fails,return a failure message) If[pages === $Failed, Return["$Failed"]]; (Apply OCR to each page)ocrText = TextRecognize /@ pages; (Combine the recognized text from all pages)StringJoin[ocrText]] (Step 4:Combined Text Extraction Function) extractTextFromPDF[filename_String] := Module[{text},(First,try to extract text using Microsoft Word) Print[filename]; text = Quiet[Check[extractTextFromPDFUsingPDFtoText[filename], ""]]; (If the extracted text is empty or looks like gibberish,apply OCR) If[requiresOCR[text], Print["Requires OCR"]; text = extractTextWithOCR[filename]]; text] (Step 5:Search through all subfolders in a folder and extract \ all.pdf filenames) getAllPDFs[folder_String] := FileNames[".pdf", folder, Infinity]; (Specify the training and main folders where the PDFs are located) mainFolder = "Z:\\Shared\\03 - Operations\\06 - Supply Chain\\Invoice Data \ Extraction\\Test"; Print["Getting a list of all PDF files in the folder and its \ subfolders..."]; (Get a list of all PDF files in the folder and its subfolders) pdfFiles = getAllPDFs[mainFolder]; (Step 5:Initialize a list to store the first entries in \ extractedNumbersSubtot for each file) firstEntriesItemDesc = {}; firstEntriesSubtot = {}; firstEntriesShip = {}; firstEntriesVAT = {}; firstEntriesTotal = {}; (Step 6:Process each file in the folder) Do[ (Load the file content) invoiceText = extractTextFromPDF[pdfFiles[[i]]]; (Step 4: Find positionsSubtot of phrases in the file content that match \ similar strings) allPositionsItemDesc = {}; allPositionsSubtot = {}; allPositionsShip = {}; allPositionsVAT = {}; allPositionsTotal = {}; Do[ (Find positionsItemDesc of the current phrase in the file content) positionsItemDesc = StringPosition[invoiceText, phrase]; (Classify the phrase if it's found in the text) If[Length[positionsItemDesc] > 0 && modelItemDesc[phrase] === "SimilarString", (Add all positionsItemDesc of this phrase to the list) allPositionsItemDesc = Join[allPositionsItemDesc, positionsItemDesc] ], {phrase, Keys[trainingDataItemDesc]} ]; Print[allPositionsItemDesc]; Do[ (Find positionsSubtot of the current phrase in the file content) positionsSubtot = StringPosition[invoiceText, phrase]; (Classify the phrase if it's found in the text) If[Length[positionsSubtot] > 0 && modelSubtot[phrase] === "SimilarString", (Add all positionsSubtot of this phrase to the list) allPositionsSubtot = Join[allPositionsSubtot, positionsSubtot] ], {phrase, Keys[trainingDataSubtot]} ]; Do[ (Find positionsSubtot of the current phrase in the file content) positionsShip = StringPosition[invoiceText, phrase]; (Classify the phrase if it's found in the text) If[Length[positionsShip] > 0 && modelShip[phrase] === "SimilarString", (Add all positionsSubtot of this phrase to the list) allPositionsShip = Join[allPositionsShip, positionsShip] ], {phrase, Keys[trainingDataShip]} ]; Do[ (Find positionsVAT of the current phrase in the file content) positionsVAT = StringPosition[invoiceText, phrase]; (Classify the phrase if it's found in the text) If[Length[positionsVAT] > 0 && modelVAT[phrase] === "SimilarString", (Add all positionsVAT of this phrase to the list) allPositionsVAT = Join[allPositionsVAT, positionsVAT] ], {phrase, Keys[trainingDataVAT]} ]; Do[ (Find positionsSubtot of the current phrase in the file content) positionsTotal = StringPosition[invoiceText, phrase]; (Classify the phrase if it's found in the text) If[Length[positionsTotal] > 0 && modelTotal[phrase] === "SimilarString", (Add all positionsSubtot of this phrase to the list) allPositionsTotal = Join[allPositionsTotal, positionsTotal] ], {phrase, Keys[trainingDataTotal]} ]; (Step 4:Extract Numbers Next to Similar Strings) allItemDescriptions = {}; itemDescriptions = {}; extractedNumbersSubtot = {}; extractedNumbersShip = {}; extractedNumbersVAT = {}; extractedNumbersTotal = {}; numberPattern = RegularExpression["\\d{1,3}(,\\d{3})(\\.\\d+)?"]; Do[ (Print["positionsItemDesc dims = ",Dimensions[ positionsItemDesc]];) If[ Dimensions[positionsItemDesc] =!= {0}, pos = Flatten[positionsItemDesc][[2]];(Get the end positionsItemDesc \ of the match) (Extract lines of text directly below the item description \ header) itemLines = StringSplit[StringDrop[invoiceText, pos], "\n"]; Print["itemLines Dims = ", Dimensions[itemLines]]; Print["Length[itemLines] = ", Length[itemLines]]; Print["Min[Length[itemLines]] = ", Min[Length[itemLines]]]; (Ensure we handle empty lines) itemIndex = 1; qtyIndex = 1; (Match the lines that are under the headers and collect them) Do[ If[StringLength[itemLines[[i]]] > 0, Print["i = ", i]; itemLine = StringTrim[itemLines[[i]]]; Print["itemLine = ", itemLine]; AppendTo[itemDescriptions, itemLine]; ], {i, 1, Min[Length[itemLines]]}] ], {positionsItemDesc, allPositionsItemDesc} ]; Do[ (Print["positionSubtot dims = ",Dimensions[positionSubtot]];) If[ Dimensions[positionSubtot] =!= {0}, pos = Flatten[positionSubtot][[2]];(Get the end positionSubtot of the \ match) (Extract the text after the similar string's positionSubtot) afterText = StringDrop[invoiceText, pos]; (Find the first number following the similar string) number = StringCases[afterText, numberPattern, 1]; (If a number is found,add it to the list of extracted numbers) If[number =!= {}, AppendTo[extractedNumbersSubtot, number[[1]]] (Print["No number found after positionSubtot: ",pos]) ]; ], {positionSubtot, allPositionsSubtot} ]; Do[ If[ Dimensions[positionShip] =!= {0}, pos = Flatten[positionShip][[2]];(Get the end positionShip of the \ match) (Extract the text after the similar string's positionShip) afterText = StringDrop[invoiceText, pos]; (Find the first number following the similar string) number = StringCases[afterText, numberPattern, 1]; (If a number is found,add it to the list of extracted numbers) If[number =!= {}, AppendTo[extractedNumbersShip, number[[1]]] (Print["No number found after positionShip: ",pos]) ]; ], {positionShip, allPositionsShip} ]; Do[ If[ Dimensions[positionVAT] =!= {0}, pos = Flatten[positionVAT][[2]];(Get the end positionVAT of the match) \ (Extract the text after the similar string's positionVAT) afterText = StringDrop[invoiceText, pos]; (Find the first number following the similar string) number = StringCases[afterText, numberPattern, 1]; (If a number is found,add it to the list of extracted numbers) If[number =!= {}, AppendTo[extractedNumbersVAT, number[[1]]] (Print["No number found after positionVAT: ",pos]) ]; ], {positionVAT, allPositionsVAT} ]; Do[ If[ Dimensions[positionTotal] =!= {0}, pos = Flatten[positionTotal][[2]];(Get the end positionTotal of the \ match) (Extract the text after the similar string's positionTotal) afterText = StringDrop[invoiceText, pos]; (Find the first number following the similar string) number = StringCases[afterText, numberPattern, 1]; (If a number is found,add it to the list of extracted numbers) If[number =!= {}, AppendTo[extractedNumbersTotal, number[[1]]] (Print["No number found after positionSubtot: ",pos]) ]; ], {positionTotal, allPositionsTotal} ]; (Step 6: Flatten the list to handle any nested structure and get the first \ number) firstExtractedNumberSubtot = If[Length[extractedNumbersSubtot] > 0, Flatten[extractedNumbersSubtot][[1]], "No numbers found"]; firstExtractedNumberShip = If[Length[extractedNumbersShip] > 0, Flatten[extractedNumbersShip][[1]], "No numbers found"]; firstExtractedNumberVAT = If[Length[extractedNumbersVAT] > 0, Flatten[extractedNumbersVAT][[1]], "No numbers found"]; firstExtractedNumberTotal = If[Length[extractedNumbersTotal] > 0, Flatten[extractedNumbersTotal][[1]], "No numbers found"]; (Step 10:Add the result to the firstEntriesSubtot list) AppendTo[allItemDescriptions, Flatten[itemDescriptions]]; AppendTo[firstEntriesSubtot, firstExtractedNumberSubtot]; AppendTo[firstEntriesShip, firstExtractedNumberShip]; AppendTo[firstEntriesVAT, firstExtractedNumberVAT]; AppendTo[firstEntriesTotal, firstExtractedNumberTotal], {i, Length[pdfFiles]} ]; (Final output:List of first extracted numbers for each file) Print["All item descriptions for each file: ", allItemDescriptions]; Print["First entries in extractedNumbersSubtot for each file: ", firstEntriesSubtot]; Print["First entries in extractedNumbersShip for each file: ", firstEntriesShip]; Print["First entries in extractedNumbersShip for each file: ", firstEntriesVAT]; Print["First entries in extractedNumbersTotal for each file: ", firstEntriesTotal]; The code is working well for the search strings which have the desired corresponding data to their right (trainingDataShip, trainingDataVAT, trainingDataTotal). The problems arise for the tabulated items where the desired data are below the search string headers (trainingDataItemDesc). After the invoices are converted to text format, the tables are lost so it is then not possible to extract all the data in the table cells below each header. How to go about this?

I've written the following code to extract the data I need from invoices which are in pdf format but can vary in terms of layout and terminology:

(*Step 1:Prepare Training Data*)
trainingDataItemDesc = {
  "Description" -> "SimilarString", "DESCRIPTION" -> "SimilarString", 
  "Product Name" -> "SimilarString", 
  "Product Details" -> "SimilarString", "Products" -> "SimilarString",
   "Product" -> "SimilarString", "Details" -> "SimilarString", 
  "Desc" -> "SimilarString", "ITEM" -> "SimilarString", 
  "Product Description" -> "SimilarString", "" -> "SimilarString", 
  "Item Description" -> "SimilarString", "ITEMS" -> "SimilarString", 
  "Description of Goods Sold" -> "SimilarString", 
  "Part Number/Description" -> "SimilarString", 
  "PRODUCT NAME" -> "SimilarString", 
  "PRODUCT DETAILS" -> "SimilarString", "PRODUCTS" -> "SimilarString",
   "PRODUCT" -> "SimilarString", "DETAILS" -> "SimilarString", 
  "DESC" -> "SimilarString", "PRODUCT DESCRIPTION" -> "SimilarString",
   "ITEM DESCRIPTION" -> "SimilarString", 
  "DESCRIPTION OF GOODS SOLD" -> "SimilarString", 
  "PART NUMBER/DESCRIPTION" -> "SimilarString", 
  "description" -> "SimilarString", "product name" -> "SimilarString",
   "product details" -> "SimilarString", 
  "products" -> "SimilarString", "product" -> "SimilarString", 
  "details" -> "SimilarString", "desc" -> "SimilarString", 
  "item" -> "SimilarString", "product description" -> "SimilarString",
   "item description" -> "SimilarString", "items" -> "SimilarString", 
  "description of goods sold" -> "SimilarString", 
  "part number/description" -> "SimilarString", 
  "Description:" -> "SimilarString", 
  "DESCRIPTION:" -> "SimilarString", 
  "Product Name:" -> "SimilarString", 
  "Product Details:" -> "SimilarString", 
  "Products:" -> "SimilarString", "Product:" -> "SimilarString", 
  "Details:" -> "SimilarString", "Desc:" -> "SimilarString", 
  "ITEM:" -> "SimilarString", 
  "Product Description:" -> "SimilarString", 
  "Item Description:" -> "SimilarString", "ITEMS:" -> "SimilarString",
   "Description of Goods Sold:" -> "SimilarString", 
  "Part Number/Description:" -> "SimilarString",
  "Total" -> "NotSimilar", "TOTAL REMITTANCE:" -> "NotSimilar", 
  "[GBP] TOTAL" -> "NotSimilar", "Total:" -> "NotSimilar", 
  "Grand Total:" -> "NotSimilar", "Invoice total" -> "NotSimilar", 
  "Total VAT" -> "NotSimilar", "Total Paid" -> "NotSimilar", 
  "Amount Due:" -> "NotSimilar", "AMOUNT (USD)" -> "NotSimilar", 
  "Order Total" -> "NotSimilar", "" -> "NotSimilar", 
  "Invoice Total:" -> "NotSimilar", "Gross Total" -> "NotSimilar", 
  "Net Price (per unit)" -> "NotSimilar", "TOTAL" -> "NotSimilar", 
  "Total paid" -> "NotSimilar", "Invoice Total" -> "NotSimilar", 
  "TOTAL INC. VAT:" -> "NotSimilar", 
  "Total Amount Due" -> "NotSimilar", "TOTAL:" -> "NotSimilar", 
  "GRAND TOTAL:" -> "NotSimilar", "INVOICE TOTAL" -> "NotSimilar", 
  "TOTAL VAT" -> "NotSimilar", "TOTAL PAID" -> "NotSimilar", 
  "AMOUNT DUE:" -> "NotSimilar", "ORDER TOTAL" -> "NotSimilar", 
  "INVOICE TOTAL:" -> "NotSimilar", "GROSS TOTAL" -> "NotSimilar", 
  "NET PRICE (PER UNIT)" -> "NotSimilar", 
  "TOTAL AMOUNT DUE" -> "NotSimilar", "total" -> "NotSimilar", 
  "total remittance:" -> "NotSimilar", "[gbp] total" -> "NotSimilar", 
  "total:" -> "NotSimilar", "grand total:" -> "NotSimilar", 
  "invoice total" -> "NotSimilar", "total vat" -> "NotSimilar", 
  "total paid" -> "NotSimilar", "amount due:" -> "NotSimilar", 
  "amount (usd)" -> "NotSimilar", "order total" -> "NotSimilar", 
  "invoice total:" -> "NotSimilar", "gross total" -> "NotSimilar", 
  "net price (per unit)" -> "NotSimilar", 
  "total inc. vat:" -> "NotSimilar", 
  "total amount due" -> "NotSimilar", "[GBP] TOTAL:" -> "NotSimilar", 
  "Invoice total:" -> "NotSimilar", "Total VAT:" -> "NotSimilar", 
  "Total Paid:" -> "NotSimilar", "AMOUNT (USD):" -> "NotSimilar", 
  "Order Total:" -> "NotSimilar", "Gross Total:" -> "NotSimilar", 
  "Net Price (per unit):" -> "NotSimilar", 
  "Total paid:" -> "NotSimilar", 
  "Total Amount Due:" -> "NotSimilar"}; trainingDataSubtot = {
  "Subtotal" -> "SimilarString", "Nett Total:" -> "SimilarString", 
  "COMPONENT TOTAL" -> "SimilarString", 
  "Sub-Total:" -> "SimilarString", "Sub Total" -> "SimilarString", 
  "Subtotal:" -> "SimilarString", "" -> "SimilarString", 
  "Total goods ex VAT" -> "SimilarString", 
  "Sub-Total" -> "SimilarString", 
  "Net value of goods" -> "SimilarString", 
  "Total Net Amount" -> "SimilarString", 
  "Net Total:" -> "SimilarString", "Sub-total" -> "SimilarString", 
  "Goods Value" -> "SimilarString", "Products" -> "SimilarString", 
  "SUB-TOTAL:" -> "SimilarString", "Net Amount" -> "SimilarString", 
  "Nett Total" -> "SimilarString", 
  "Total Nett Goods" -> "SimilarString", 
  "Invoice Total" -> "SimilarString", "SUBTOTAL" -> "SimilarString", 
  "Net total" -> "SimilarString", "NETT TOTAL:" -> "SimilarString", 
  "SUB TOTAL" -> "SimilarString", "SUBTOTAL:" -> "SimilarString", 
  "TOTAL GOODS EX VAT" -> "SimilarString", 
  "SUB-TOTAL" -> "SimilarString", 
  "NET VALUE OF GOODS" -> "SimilarString", 
  "TOTAL NET AMOUNT" -> "SimilarString", 
  "NET TOTAL:" -> "SimilarString", "GOODS VALUE" -> "SimilarString", 
  "PRODUCTS" -> "SimilarString", "NET AMOUNT" -> "SimilarString", 
  "NETT TOTAL" -> "SimilarString", 
  "TOTAL NETT GOODS" -> "SimilarString", 
  "INVOICE TOTAL" -> "SimilarString", "NET TOTAL" -> "SimilarString", 
  "subtotal" -> "SimilarString", "nett total:" -> "SimilarString", 
  "component total" -> "SimilarString", 
  "sub-total:" -> "SimilarString", "sub total" -> "SimilarString", 
  "subtotal:" -> "SimilarString", 
  "total goods ex vat" -> "SimilarString", 
  "sub-total" -> "SimilarString", 
  "net value of goods" -> "SimilarString", 
  "total net amount" -> "SimilarString", 
  "net total:" -> "SimilarString", "goods value" -> "SimilarString", 
  "products" -> "SimilarString", "net amount" -> "SimilarString", 
  "nett total" -> "SimilarString", 
  "total nett goods" -> "SimilarString", 
  "invoice total" -> "SimilarString", "net total" -> "SimilarString", 
  "COMPONENT TOTAL:" -> "SimilarString", 
  "Sub Total:" -> "SimilarString", 
  "Total goods ex VAT:" -> "SimilarString", 
  "Net value of goods:" -> "SimilarString", 
  "Total Net Amount:" -> "SimilarString", 
  "Sub-total:" -> "SimilarString", "Goods Value:" -> "SimilarString", 
  "Products:" -> "SimilarString", "Net Amount:" -> "SimilarString", 
  "Total Nett Goods:" -> "SimilarString", 
  "Invoice Total:" -> "SimilarString", "Net total:" -> "SimilarString",
  "Total" -> "NotSimilar", "TOTAL REMITTANCE:" -> "NotSimilar", 
  "[GBP] TOTAL" -> "NotSimilar", "Total:" -> "NotSimilar", 
  "Grand Total:" -> "NotSimilar", "Invoice total" -> "NotSimilar", 
  "Total VAT" -> "NotSimilar", "Total Paid" -> "NotSimilar", 
  "Amount Due:" -> "NotSimilar", "AMOUNT (USD)" -> "NotSimilar", 
  "Order Total" -> "NotSimilar", "" -> "NotSimilar", 
  "Invoice Total:" -> "NotSimilar", "Gross Total" -> "NotSimilar", 
  "Net Price (per unit)" -> "NotSimilar", "TOTAL" -> "NotSimilar", 
  "Total paid" -> "NotSimilar", "Invoice Total" -> "NotSimilar", 
  "TOTAL INC. VAT:" -> "NotSimilar", 
  "Total Amount Due" -> "NotSimilar", "TOTAL:" -> "NotSimilar", 
  "GRAND TOTAL:" -> "NotSimilar", "INVOICE TOTAL" -> "NotSimilar", 
  "TOTAL VAT" -> "NotSimilar", "TOTAL PAID" -> "NotSimilar", 
  "AMOUNT DUE:" -> "NotSimilar", "ORDER TOTAL" -> "NotSimilar", 
  "INVOICE TOTAL:" -> "NotSimilar", "GROSS TOTAL" -> "NotSimilar", 
  "NET PRICE (PER UNIT)" -> "NotSimilar", 
  "TOTAL AMOUNT DUE" -> "NotSimilar", "total" -> "NotSimilar", 
  "total remittance:" -> "NotSimilar", "[gbp] total" -> "NotSimilar", 
  "total:" -> "NotSimilar", "grand total:" -> "NotSimilar", 
  "invoice total" -> "NotSimilar", "total vat" -> "NotSimilar", 
  "total paid" -> "NotSimilar", "amount due:" -> "NotSimilar", 
  "amount (usd)" -> "NotSimilar", "order total" -> "NotSimilar", 
  "invoice total:" -> "NotSimilar", "gross total" -> "NotSimilar", 
  "net price (per unit)" -> "NotSimilar", 
  "total inc. vat:" -> "NotSimilar", 
  "total amount due" -> "NotSimilar", "[GBP] TOTAL:" -> "NotSimilar", 
  "Invoice total:" -> "NotSimilar", "Total VAT:" -> "NotSimilar", 
  "Total Paid:" -> "NotSimilar", "AMOUNT (USD):" -> "NotSimilar", 
  "Order Total:" -> "NotSimilar", "Gross Total:" -> "NotSimilar", 
  "Net Price (per unit):" -> "NotSimilar", 
  "Total paid:" -> "NotSimilar", "Total Amount Due:" -> "NotSimilar"};
trainingDataVAT = {
   "Tax" -> "SimilarString", "VAT 20.0 - 20%:" -> "SimilarString", 
   "TOTAL TAX" -> "SimilarString", "VAT (20%):" -> "SimilarString", 
   "Tax:" -> "SimilarString", "" -> "SimilarString", 
   "VAT @ 20.00%" -> "SimilarString", "VAT (20%)" -> "SimilarString", 
   "Total Vat:" -> "SimilarString", "20 % VAT" -> "SimilarString", 
   "Total VAT" -> "SimilarString", "VAT:" -> "SimilarString", 
   "VAT" -> "SimilarString", "VAT Value" -> "SimilarString", 
   "Total Tax paid" -> "SimilarString", 
   "Total VAT Amount" -> "SimilarString", 
   "VAT 20%:" -> "SimilarString", "VAT Amount" -> "SimilarString", 
   "VAT Total" -> "SimilarString", "Invoice Total" -> "SimilarString",
    "VAT TOTAL" -> "SimilarString", "V.A.T" -> "SimilarString", 
   "TAX" -> "SimilarString", "TAX:" -> "SimilarString", 
   "TOTAL VAT:" -> "SimilarString", "TOTAL VAT" -> "SimilarString", 
   "VAT VALUE" -> "SimilarString", 
   "TOTAL TAX PAID" -> "SimilarString", 
   "TOTAL VAT AMOUNT" -> "SimilarString", 
   "VAT AMOUNT" -> "SimilarString", 
   "INVOICE TOTAL" -> "SimilarString", "tax" -> "SimilarString", 
   "vat 20.0 - 20%:" -> "SimilarString", 
   "total tax" -> "SimilarString", "vat (20%):" -> "SimilarString", 
   "tax:" -> "SimilarString", "vat @ 20.00%" -> "SimilarString", 
   "vat (20%)" -> "SimilarString", "total vat:" -> "SimilarString", 
   "20 % vat" -> "SimilarString", "total vat" -> "SimilarString", 
   "vat:" -> "SimilarString", "vat" -> "SimilarString", 
   "vat value" -> "SimilarString", 
   "total tax paid" -> "SimilarString", 
   "total vat amount" -> "SimilarString", 
   "vat 20%:" -> "SimilarString", "vat amount" -> "SimilarString", 
   "vat total" -> "SimilarString", "invoice total" -> "SimilarString",
    "v.a.t" -> "SimilarString", "TOTAL TAX:" -> "SimilarString", 
   "VAT @ 20.00%:" -> "SimilarString", "20 % VAT:" -> "SimilarString",
    "Total VAT:" -> "SimilarString", "VAT Value:" -> "SimilarString", 
   "Total Tax paid:" -> "SimilarString", 
   "Total VAT Amount:" -> "SimilarString", 
   "VAT Amount:" -> "SimilarString", "VAT Total:" -> "SimilarString", 
   "Invoice Total:" -> "SimilarString", 
   "VAT TOTAL:" -> "SimilarString", "V.A.T:" -> "SimilarString", 
   "Subtotal" -> "NotSimilar", "Nett Total:" -> "NotSimilar", 
   "COMPONENT TOTAL" -> "NotSimilar", "Sub-Total:" -> "NotSimilar", 
   "Sub Total" -> "NotSimilar", "Subtotal:" -> "NotSimilar", 
   "" -> "NotSimilar", "Total goods ex VAT" -> "NotSimilar", 
   "Sub-Total" -> "NotSimilar", "Net value of goods" -> "NotSimilar", 
   "Total Net Amount" -> "NotSimilar", "Net Total:" -> "NotSimilar", 
   "Sub-total" -> "NotSimilar", "Goods Value" -> "NotSimilar", 
   "Products" -> "NotSimilar", "SUB-TOTAL:" -> "NotSimilar", 
   "Net Amount" -> "NotSimilar", "Nett Total" -> "NotSimilar", 
   "Total Nett Goods" -> "NotSimilar", 
   "Invoice Total" -> "NotSimilar", "SUBTOTAL" -> "NotSimilar", 
   "Net total" -> "NotSimilar", "NETT TOTAL:" -> "NotSimilar", 
   "SUB TOTAL" -> "NotSimilar", "SUBTOTAL:" -> "NotSimilar", 
   "TOTAL GOODS EX VAT" -> "NotSimilar", "SUB-TOTAL" -> "NotSimilar", 
   "NET VALUE OF GOODS" -> "NotSimilar", 
   "TOTAL NET AMOUNT" -> "NotSimilar", "NET TOTAL:" -> "NotSimilar", 
   "GOODS VALUE" -> "NotSimilar", "PRODUCTS" -> "NotSimilar", 
   "NET AMOUNT" -> "NotSimilar", "NETT TOTAL" -> "NotSimilar", 
   "TOTAL NETT GOODS" -> "NotSimilar", 
   "INVOICE TOTAL" -> "NotSimilar", "NET TOTAL" -> "NotSimilar", 
   "subtotal" -> "NotSimilar", "nett total:" -> "NotSimilar", 
   "component total" -> "NotSimilar", "sub-total:" -> "NotSimilar", 
   "sub total" -> "NotSimilar", "subtotal:" -> "NotSimilar", 
   "total goods ex vat" -> "NotSimilar", "sub-total" -> "NotSimilar", 
   "net value of goods" -> "NotSimilar", 
   "total net amount" -> "NotSimilar", "net total:" -> "NotSimilar", 
   "goods value" -> "NotSimilar", "products" -> "NotSimilar", 
   "net amount" -> "NotSimilar", "nett total" -> "NotSimilar", 
   "total nett goods" -> "NotSimilar", 
   "invoice total" -> "NotSimilar", "net total" -> "NotSimilar", 
   "COMPONENT TOTAL:" -> "NotSimilar", "Sub Total:" -> "NotSimilar", 
   "Total goods ex VAT:" -> "NotSimilar", 
   "Net value of goods:" -> "NotSimilar", 
   "Total Net Amount:" -> "NotSimilar", "Sub-total:" -> "NotSimilar", 
   "Goods Value:" -> "NotSimilar", "Products:" -> "NotSimilar", 
   "Net Amount:" -> "NotSimilar", "Total Nett Goods:" -> "NotSimilar",
    "Invoice Total:" -> "NotSimilar", "Net total:" -> "NotSimilar"};
trainingDataTotal = {
   "Total" -> "SimilarString", "TOTAL REMITTANCE:" -> "SimilarString",
    "[GBP] TOTAL" -> "SimilarString", "Total:" -> "SimilarString", 
   "Grand Total:" -> "SimilarString", 
   "Invoice total" -> "SimilarString", "Total VAT" -> "SimilarString",
    "Total Paid" -> "SimilarString", "Amount Due:" -> "SimilarString",
    "AMOUNT (USD)" -> "SimilarString", 
   "Order Total" -> "SimilarString", "" -> "SimilarString", 
   "Invoice Total:" -> "SimilarString", 
   "Gross Total" -> "SimilarString", 
   "Net Price (per unit)" -> "SimilarString", 
   "TOTAL" -> "SimilarString", "Total paid" -> "SimilarString", 
   "Invoice Total" -> "SimilarString", 
   "TOTAL INC. VAT:" -> "SimilarString", 
   "Total Amount Due" -> "SimilarString", "TOTAL:" -> "SimilarString",
    "GRAND TOTAL:" -> "SimilarString", 
   "INVOICE TOTAL" -> "SimilarString", "TOTAL VAT" -> "SimilarString",
    "TOTAL PAID" -> "SimilarString", "AMOUNT DUE:" -> "SimilarString",
    "ORDER TOTAL" -> "SimilarString", 
   "INVOICE TOTAL:" -> "SimilarString", 
   "GROSS TOTAL" -> "SimilarString", 
   "NET PRICE (PER UNIT)" -> "SimilarString", 
   "TOTAL AMOUNT DUE" -> "SimilarString", "total" -> "SimilarString", 
   "total remittance:" -> "SimilarString", 
   "[gbp] total" -> "SimilarString", "total:" -> "SimilarString", 
   "grand total:" -> "SimilarString", 
   "invoice total" -> "SimilarString", "total vat" -> "SimilarString",
    "total paid" -> "SimilarString", "amount due:" -> "SimilarString",
    "amount (usd)" -> "SimilarString", 
   "order total" -> "SimilarString", 
   "invoice total:" -> "SimilarString", 
   "gross total" -> "SimilarString", 
   "net price (per unit)" -> "SimilarString", 
   "total inc. vat:" -> "SimilarString", 
   "total amount due" -> "SimilarString", 
   "[GBP] TOTAL:" -> "SimilarString", 
   "Invoice total:" -> "SimilarString", 
   "Total VAT:" -> "SimilarString", "Total Paid:" -> "SimilarString", 
   "AMOUNT (USD):" -> "SimilarString", 
   "Order Total:" -> "SimilarString", 
   "Gross Total:" -> "SimilarString", 
   "Net Price (per unit):" -> "SimilarString", 
   "Total paid:" -> "SimilarString", 
   "Total Amount Due:" -> "SimilarString", "Subtotal" -> "NotSimilar",
    "Nett Total:" -> "NotSimilar", "COMPONENT TOTAL" -> "NotSimilar", 
   "Sub-Total:" -> "NotSimilar", "Sub Total" -> "NotSimilar", 
   "Subtotal:" -> "NotSimilar", "" -> "NotSimilar", 
   "Total goods ex VAT" -> "NotSimilar", "Sub-Total" -> "NotSimilar", 
   "Net value of goods" -> "NotSimilar", 
   "Total Net Amount" -> "NotSimilar", "Net Total:" -> "NotSimilar", 
   "Sub-total" -> "NotSimilar", "Goods Value" -> "NotSimilar", 
   "Products" -> "NotSimilar", "SUB-TOTAL:" -> "NotSimilar", 
   "Net Amount" -> "NotSimilar", "Nett Total" -> "NotSimilar", 
   "Total Nett Goods" -> "NotSimilar", 
   "Invoice Total" -> "NotSimilar", "SUBTOTAL" -> "NotSimilar", 
   "Net total" -> "NotSimilar", "NETT TOTAL:" -> "NotSimilar", 
   "SUB TOTAL" -> "NotSimilar", "SUBTOTAL:" -> "NotSimilar", 
   "TOTAL GOODS EX VAT" -> "NotSimilar", "SUB-TOTAL" -> "NotSimilar", 
   "NET VALUE OF GOODS" -> "NotSimilar", 
   "TOTAL NET AMOUNT" -> "NotSimilar", "NET TOTAL:" -> "NotSimilar", 
   "GOODS VALUE" -> "NotSimilar", "PRODUCTS" -> "NotSimilar", 
   "NET AMOUNT" -> "NotSimilar", "NETT TOTAL" -> "NotSimilar", 
   "TOTAL NETT GOODS" -> "NotSimilar", 
   "INVOICE TOTAL" -> "NotSimilar", "NET TOTAL" -> "NotSimilar", 
   "subtotal" -> "NotSimilar", "nett total:" -> "NotSimilar", 
   "component total" -> "NotSimilar", "sub-total:" -> "NotSimilar", 
   "sub total" -> "NotSimilar", "subtotal:" -> "NotSimilar", 
   "total goods ex vat" -> "NotSimilar", "sub-total" -> "NotSimilar", 
   "net value of goods" -> "NotSimilar", 
   "total net amount" -> "NotSimilar", "net total:" -> "NotSimilar", 
   "goods value" -> "NotSimilar", "products" -> "NotSimilar", 
   "net amount" -> "NotSimilar", "nett total" -> "NotSimilar", 
   "total nett goods" -> "NotSimilar", 
   "invoice total" -> "NotSimilar", "net total" -> "NotSimilar", 
   "COMPONENT TOTAL:" -> "NotSimilar", "Sub Total:" -> "NotSimilar", 
   "Total goods ex VAT:" -> "NotSimilar", 
   "Net value of goods:" -> "NotSimilar", 
   "Total Net Amount:" -> "NotSimilar", "Sub-total:" -> "NotSimilar", 
   "Goods Value:" -> "NotSimilar", "Products:" -> "NotSimilar", 
   "Net Amount:" -> "NotSimilar", "Total Nett Goods:" -> "NotSimilar",
    "Invoice Total:" -> "NotSimilar", "Net total:" -> "NotSimilar"};

(*Step 2:Train a Machine Learning Classifier*)
modelItemDesc = Classify[trainingDataItemDesc];
modelSubtot = Classify[trainingDataSubtot];
modelShip = Classify[trainingDataShip];
modelVAT = Classify[trainingDataVAT];
modelTotal = Classify[trainingDataTotal];
(*testPhrase="Another Random Example";
Print["Test phrase classification: ",modelSubtot[testPhrase]];*)

(*Step 1:Set Up the Word COM Interface*)
extractTextFromPDFUsingPDFtoText[pdfPath_String] := 
 Module[{outputPath, result}, 
  outputPath = 
   FileNameJoin[{DirectoryName[pdfPath], 
     FileBaseName[pdfPath] <> ".txt"}];
  RunProcess[{"C:\\Poppler\\Library\\bin\\pdftotext.exe", "-layout", 
    pdfPath, outputPath}];
  result = Import[outputPath, "Text"];
  If[result === "", extractTextWithOCR[pdfPath], result]]

(*Step 2:Determine If OCR Is Required*)
requiresOCR[text_String] := 
 StringLength[text] < 50 || 
  StringMatchQ[text, RegularExpression["[^a-zA-Z0-9]+"], 
   IgnoreCase -> True]

(*Step 3:OCR Extraction Function*)
extractTextWithOCR[filename_String] := Module[{pages, ocrText},
  (*Try to import the PDF as individual images*)
  pages = Import[filename, {"PDF", "Pages"}];
  (*If import fails,return a failure message*)
  If[pages === $Failed, Return["$Failed"]];
  (*Apply OCR to each page*)ocrText = TextRecognize /@ pages;
  (*Combine the recognized text from all pages*)StringJoin[ocrText]]

(*Step 4:Combined Text Extraction Function*)
extractTextFromPDF[filename_String] := 
 Module[{text},(*First,try to extract text using Microsoft Word*)
  Print[filename];
  text = Quiet[Check[extractTextFromPDFUsingPDFtoText[filename], ""]];

  (*If the extracted text is empty or looks like gibberish,apply OCR*)


  If[requiresOCR[text], Print["Requires OCR"];
   text = extractTextWithOCR[filename]];
  text]

(*Step 5:Search through all subfolders in a folder and extract \
all.pdf filenames*)
getAllPDFs[folder_String] := FileNames["*.pdf", folder, Infinity];

(*Specify the training and main folders where the PDFs are located*)
mainFolder = 
  "Z:\\Shared\\03 - Operations\\06 - Supply Chain\\Invoice Data \
Extraction\\Test";

Print["Getting a list of all PDF files in the folder and its \
subfolders..."];
(*Get a list of all PDF files in the folder and its subfolders*)
pdfFiles = getAllPDFs[mainFolder];

(*Step 5:Initialize a list to store the first entries in \
extractedNumbersSubtot for each file*)
firstEntriesItemDesc = {};
firstEntriesSubtot = {};
firstEntriesShip = {};
firstEntriesVAT = {};
firstEntriesTotal = {};

(*Step 6:Process each file in the folder*)
Do[

  (*Load the file content*)
  invoiceText = extractTextFromPDF[pdfFiles[[i]]];

  (*Step 4:
  Find positionsSubtot of phrases in the file content that match \
similar strings*)
  allPositionsItemDesc = {};
  allPositionsSubtot = {};
  allPositionsShip = {};
  allPositionsVAT = {};
  allPositionsTotal = {};

  Do[
   (*Find positionsItemDesc of the current phrase in the file content*)


   positionsItemDesc = StringPosition[invoiceText, phrase];

   (*Classify the phrase if it's found in the text*)
   If[Length[positionsItemDesc] > 0 && 
     modelItemDesc[phrase] === "SimilarString",
    (*Add all positionsItemDesc of this phrase to the list*)
    allPositionsItemDesc = 
     Join[allPositionsItemDesc, positionsItemDesc]
    ],
   {phrase, Keys[trainingDataItemDesc]}
   ];
  Print[allPositionsItemDesc];
  Do[
   (*Find positionsSubtot of the current phrase in the file content*)


   positionsSubtot = StringPosition[invoiceText, phrase];

   (*Classify the phrase if it's found in the text*)
   If[Length[positionsSubtot] > 0 && 
     modelSubtot[phrase] === "SimilarString",
    (*Add all positionsSubtot of this phrase to the list*)
    allPositionsSubtot = Join[allPositionsSubtot, positionsSubtot]
    ],
   {phrase, Keys[trainingDataSubtot]}
   ];

  Do[
   (*Find positionsSubtot of the current phrase in the file content*)


   positionsShip = StringPosition[invoiceText, phrase];

   (*Classify the phrase if it's found in the text*)
   If[Length[positionsShip] > 0 && 
     modelShip[phrase] === "SimilarString",
    (*Add all positionsSubtot of this phrase to the list*)
    allPositionsShip = Join[allPositionsShip, positionsShip]
    ],
   {phrase, Keys[trainingDataShip]}
   ];

  Do[
   (*Find positionsVAT of the current phrase in the file content*)
   positionsVAT = StringPosition[invoiceText, phrase];

   (*Classify the phrase if it's found in the text*)
   If[Length[positionsVAT] > 0 && modelVAT[phrase] === "SimilarString",
    (*Add all positionsVAT of this phrase to the list*)
    allPositionsVAT = Join[allPositionsVAT, positionsVAT]
    ],
   {phrase, Keys[trainingDataVAT]}
   ];

  Do[
   (*Find positionsSubtot of the current phrase in the file content*)


   positionsTotal = StringPosition[invoiceText, phrase];

   (*Classify the phrase if it's found in the text*)
   If[Length[positionsTotal] > 0 && 
     modelTotal[phrase] === "SimilarString",
    (*Add all positionsSubtot of this phrase to the list*)
    allPositionsTotal = Join[allPositionsTotal, positionsTotal]
    ],
   {phrase, Keys[trainingDataTotal]}
   ];

  (*Step 4:Extract Numbers Next to Similar Strings*)
  allItemDescriptions = {};
  itemDescriptions = {};
  extractedNumbersSubtot = {};
  extractedNumbersShip = {};
  extractedNumbersVAT = {};
  extractedNumbersTotal = {};
  numberPattern = RegularExpression["\\d{1,3}(,\\d{3})*(\\.\\d+)?"];

  Do[
   (*Print["positionsItemDesc dims = ",Dimensions[
   positionsItemDesc]];*)

   If[
    Dimensions[positionsItemDesc] =!= {0},
    pos = 
     Flatten[positionsItemDesc][[2]];(*Get the end positionsItemDesc \
of the match*)

    (*Extract lines of text directly below the item description \
header*)
    itemLines = StringSplit[StringDrop[invoiceText, pos], "\n"];
    Print["itemLines Dims = ", Dimensions[itemLines]];
    Print["Length[itemLines] = ", Length[itemLines]];
    Print["Min[Length[itemLines]] = ", Min[Length[itemLines]]];
    (*Ensure we handle empty lines*)
    itemIndex = 1;
    qtyIndex = 1;

    (*Match the lines that are under the headers and collect them*)
    Do[
     If[StringLength[itemLines[[i]]] > 0,
      Print["i = ", i];
      itemLine = StringTrim[itemLines[[i]]];
      Print["itemLine = ", itemLine];
      AppendTo[itemDescriptions, itemLine];
      ],
     {i, 1, Min[Length[itemLines]]}]
    ],
   {positionsItemDesc, allPositionsItemDesc}
   ];

  Do[
   (*Print["positionSubtot dims = ",Dimensions[positionSubtot]];*)

   If[
    Dimensions[positionSubtot] =!= {0},
    pos = 
     Flatten[positionSubtot][[2]];(*Get the end positionSubtot of the \
match*)

    (*Extract the text after the similar string's positionSubtot*)
    afterText = StringDrop[invoiceText, pos];

    (*Find the first number following the similar string*)
    number = StringCases[afterText, numberPattern, 1];

    (*If a number is found,add it to the list of extracted numbers*)
    If[number =!= {},
     AppendTo[extractedNumbersSubtot, number[[1]]]
     (*Print["No number found after positionSubtot: ",pos]*)
     ];
    ],
   {positionSubtot, allPositionsSubtot}
   ];

  Do[

   If[
    Dimensions[positionShip] =!= {0},
    pos = 
     Flatten[positionShip][[2]];(*Get the end positionShip of the \
match*)

    (*Extract the text after the similar string's positionShip*)
    afterText = StringDrop[invoiceText, pos];

    (*Find the first number following the similar string*)
    number = StringCases[afterText, numberPattern, 1];

    (*If a number is found,add it to the list of extracted numbers*)
    If[number =!= {},
     AppendTo[extractedNumbersShip, number[[1]]]
     (*Print["No number found after positionShip: ",pos]*)
     ];
    ],
   {positionShip, allPositionsShip}
   ];

  Do[

   If[
    Dimensions[positionVAT] =!= {0},
    pos = 
     Flatten[positionVAT][[2]];(*Get the end positionVAT of the match*)
\


    (*Extract the text after the similar string's positionVAT*)
    afterText = StringDrop[invoiceText, pos];

    (*Find the first number following the similar string*)
    number = StringCases[afterText, numberPattern, 1];

    (*If a number is found,add it to the list of extracted numbers*)
    If[number =!= {},
     AppendTo[extractedNumbersVAT, number[[1]]]
     (*Print["No number found after positionVAT: ",pos]*)
     ];
    ],
   {positionVAT, allPositionsVAT}
   ];

  Do[

   If[
    Dimensions[positionTotal] =!= {0},
    pos = 
     Flatten[positionTotal][[2]];(*Get the end positionTotal of the \
match*)

    (*Extract the text after the similar string's positionTotal*)
    afterText = StringDrop[invoiceText, pos];

    (*Find the first number following the similar string*)
    number = StringCases[afterText, numberPattern, 1];

    (*If a number is found,add it to the list of extracted numbers*)
    If[number =!= {},
     AppendTo[extractedNumbersTotal, number[[1]]]
     (*Print["No number found after positionSubtot: ",pos]*)
     ];
    ],
   {positionTotal, allPositionsTotal}
   ];

  (*Step 6:
  Flatten the list to handle any nested structure and get the first \
number*)

  firstExtractedNumberSubtot = 
   If[Length[extractedNumbersSubtot] > 0, 
    Flatten[extractedNumbersSubtot][[1]], "No numbers found"];
  firstExtractedNumberShip = 
   If[Length[extractedNumbersShip] > 0, 
    Flatten[extractedNumbersShip][[1]], "No numbers found"];
  firstExtractedNumberVAT = 
   If[Length[extractedNumbersVAT] > 0, 
    Flatten[extractedNumbersVAT][[1]], "No numbers found"];
  firstExtractedNumberTotal = 
   If[Length[extractedNumbersTotal] > 0, 
    Flatten[extractedNumbersTotal][[1]], "No numbers found"];

  (*Step 10:Add the result to the firstEntriesSubtot list*)
  AppendTo[allItemDescriptions, Flatten[itemDescriptions]];
  AppendTo[firstEntriesSubtot, firstExtractedNumberSubtot];
  AppendTo[firstEntriesShip, firstExtractedNumberShip];
  AppendTo[firstEntriesVAT, firstExtractedNumberVAT];
  AppendTo[firstEntriesTotal, firstExtractedNumberTotal],
  {i, Length[pdfFiles]}
  ];

(*Final output:List of first extracted numbers for each file*)
Print["All item descriptions for each file: ", allItemDescriptions];
Print["First entries in extractedNumbersSubtot for each file: ", 
  firstEntriesSubtot];
Print["First entries in extractedNumbersShip for each file: ", 
  firstEntriesShip];
Print["First entries in extractedNumbersShip for each file: ", 
  firstEntriesVAT];
Print["First entries in extractedNumbersTotal for each file: ", 
  firstEntriesTotal];

The code is working well for the search strings which have the desired corresponding data to their right (trainingDataShip, trainingDataVAT, trainingDataTotal). The problems arise for the tabulated items where the desired data are below the search string headers (trainingDataItemDesc). After the invoices are converted to text format, the tables are lost so it is then not possible to extract all the data in the table cells below each header.

How to go about this?

POSTED BY: Archie Watts-Farmer

4 Replies

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Archie Watts-Farmer

Archie Watts-Farmer, Carnot Ltd

Posted 2 months ago

In the extract below, I've stripped it down to just looking for the entries under "Item Descriptions" or something similar and "Sub Total" or something similar. I'm using classify with some training data because the code is to be run on thousands of invoices which can have slightly different variations of the same search strings. Attached are 3 example invoices I downloaded from the internet. Attachments: invoice-1.pdf invoice-2.pdf invoice-3.pdf

POSTED BY: Archie Watts-Farmer

Eric Rimbey

Posted 2 months ago

I have two suggestions. First, I'd change your classifier strategy. Rather than do a classifier for each heading that amounts to just true/false (effectively), I'd create a single classifier that classifies strings into specific types of headers with a sort of "discard" or "ignore" class. I'd also just coerce everything to lower case (or upper case or whatever normalization you want). I might also trim colons or other decorations. So, a sample of the classification data might look like this: {"description" -> "Heading:ItemDescription", "product name" -> "Heading:ItemDescription", "nett total" -> "Heading:Subtotal", "sub-total" -> "Heading:Subtotal", "total remittance" -> "Ignore", "invoice total" -> "Ignore"} Then, rather perform multiple loops each based on one classifier, you can perform the logic for each class found by the one classifier. Second, to analyze both horizontally and vertically formatted data, I'd suggest that you use the extended form of TextRecognize to get properties for each match. Specifically, get the BoundingBox. This would be for the OCR logic. Something like TextRecognize[...page image..., "Line", {"Text", "BoundingBox"}] You'll get a bunch of entries like {"ITEMS", Rectangle[{591, 1899}, {685, 1944}]} Now, if you find your target headings lined up horizontally, then you process the invoice items as rows. If you find your target headings lined up vertically, then you process the invoice items as columns. If there are cases where things are arranged some other way, then you'll need to special-case those, I guess. You'll probably need to allow for some fuzziness in the alignment of the rectangle, but basically you test if the centers of the rectangles form a mostly horizontal line or a mostly vertical line.

POSTED BY: Eric Rimbey

Eric Rimbey

Posted 2 months ago

There is a lot of extraneous code in your question. Could you pare this down to just the essentials? And I'm not convinced that you need `Classify` for this, because you seem to just need to look for specific labels. Also, you seem to be using an external too to convert pdf to text, but Mathematica can do that for you, so is there some reason why you need that tool? I don't think you're going to get a definitive answer to this. I think this is one of those things where you need to keep adding test cases (and the code to handle them) as you encounter new invoice formats. But frankly, that seems easier than what you're trying to do now (if I even understand it).

POSTED BY: Eric Rimbey

Eric Rimbey

Posted 2 months ago

Can you provide a couple sample PDFs?

POSTED BY: Eric Rimbey

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