Documentation

Overview

Xcelify uses AI-powered OCR to read tables from images and PDFs and produce a spreadsheet you can edit and export. Two modes cover different workflows:

• Quick Scan — no setup. Upload or photograph a table and get a spreadsheet in seconds.
• Project mode — define your columns once. Xcelify extracts against that schema across many pages for higher accuracy and consistent output.

Choosing a mode

After signing in you'll land on the Choose a mode page. You can switch anytime from the top navigation.

Quick Scan

1. Open Quick Scan from the top nav (or land here right after sign-in).
2. Choose Upload image for a photo/PDF page, or Live Scan to use your device camera with edge detection.
3. Xcelify infers headers and rows, and appends them into the live spreadsheet.
4. Edit any cell inline. When ready, click Download to save as .xlsx.

Files you save appear under My files so you can rename, reopen, or delete them.

Project mode

Use Project mode when you scan the same kind of document repeatedly — logbooks, order forms, invoices, inspection sheets. Locking the column schema tells the model exactly what to look for, which dramatically improves accuracy and consistency.

1. Go to Projects → New project.
2. Name the project and pick an industry (optional).
3. Define the schema (see next section).
4. Open the project dashboard — the master file renders as a spreadsheet.

Defining a schema

A schema is your list of columns. For each column you provide a Label — Xcelify internally generates a stable key for storage; you never have to think about it.

• Label — the human-friendly column header (e.g. "Driver name", "Odometer start").
• Type — text, number, date, etc. Helps the model normalize values.
• Rules — optional constraints (min/max, allowed values, formats) that flag suspicious extractions.

You can edit the schema later, but changing it doesn't retroactively rewrite already-extracted rows.

Scanning & batching

1. From a project, click Scan.
2. Upload one or many pages, or use Live Scan to capture with the camera. PDFs are split into pages automatically.
3. Each page becomes a job in the batch view with live status: queued → extracting → done.
4. When a page finishes, its rows are appended directly to the project's master file — no manual mapping step.

Tip: for multi-page PDFs, the whole document is processed as one batch. You can close the tab — jobs continue on the server.

Master file & editing

A project's master file is the running spreadsheet of every row extracted so far, shaped by the schema. On the project dashboard it opens directly in the grid.

• Edit any cell inline. Changes autosave.
• Add manual rows for entries you couldn't scan (drag or type).
• Sort, resize columns, and set column widths as needed.
• Delete a project from the Projects list to remove the master file permanently.

Exporting to Excel

Click Download in either Quick Scan or a project dashboard. On desktop Chromium browsers you'll get a native "Save As" dialog so you can put the file anywhere. On iOS and Android, the system Share Sheet opens so you can save to Files, iCloud Drive, email, or another app. All other browsers fall back to a normal download.

Credits & billing

Xcelify is credit-based. You add a balance and each scan deducts a small flat fee. New accounts get free scans to try the app. See full plan details on the Pricing page, or read about volume/team options on the Enterprise page.

• Top up any time from Billing in the top nav.
• Your remaining balance is shown in the header. When you run out, scans pause until you top up.
• On iOS the app uses In-App Purchase for top-ups; on web it uses secure card checkout.

Tips for accuracy

• Good lighting, flat page. Live Scan's edge detection helps deskew, but the sharper the image the better.
• One table per capture. Multiple tables on one page can confuse column alignment; capture them separately.
• Use Project mode whenever the same form repeats. A locked schema is the single biggest accuracy boost.
• Add rules for critical columns (e.g. dates in a given range, numeric ranges) so odd values are flagged.
• Review the first batch. Correct any systematic misreads early — the pattern is unlikely to change later.

FAQ

What file types can I upload?

JPEG, PNG, HEIC (iOS), and multi-page PDFs.

Where is my data stored?

Scans and workbooks are stored on Lovable Cloud infrastructure and are private to your account. See our Privacy policy.

Can I share a project with a teammate?

Team sharing is on the roadmap. If you need it now, contact support.

Something's still not working.

Visit Help or email support@logbookscan.com.