How to Turn Supplier PDFs into Structured Shopify Product Data
Extract only the fields you publish, put them in a staging sheet next to the source document reference, verify them, and only then import to Shopify. The staging sheet is what keeps PDF errors out of your catalog.
Step 1: Decide the target fields
List the Shopify fields you will fill, for example fiber content, origin, care, fabric weight and supplier. Everything else in the PDF is noise for this task. See the metafields guide.
Step 2: Triage the PDFs
| PDF type | How to extract |
|---|---|
| Text-based PDF | Copy or export to a spreadsheet; check table structure |
| Scanned PDF or photo | OCR first, then check every number by eye |
| Tech pack with multiple pages | Pull the fabric and label pages only |
Step 3: Fill a staging sheet
One row per style. Include these columns:
- Style or SKU, matched to Shopify.
- Extracted values for each target field.
- Source file name and page number.
- Extracted by and date.
- Verified by and date.
Step 4: Verify
- Fiber percentages sum to 100%.
- Fiber names are in your approved list.
- Origin is a valid country statement.
- A second person checks a sample, and every row from scanned documents.
Tools that read PDFs automatically can speed up extraction, but treat their output as a draft. A misread digit (3 versus 8) is easy to miss.
Step 5: Import
Copy the verified columns to the Shopify CSV format or the bulk editor. Import a small test batch first and check the result on the live product page.
Step 6: Link the evidence
Store the PDF in your supplier folder and put its reference in the document field. When the PDF changes, repeat the loop for that style.
Handling conflicts
If the PDF disagrees with the physical label or an earlier record, stop and ask the supplier. Do not choose whichever value is convenient. Record the resolution in the staging sheet.
Frequently asked questions
Can I automate PDF extraction fully? You can automate most of it, but keep a human check on the fields you publish.
What if the PDF is in another language? Translate the fiber names carefully and confirm the mapping to FTC fiber names with the supplier.
Do I need to keep the PDF? Keep it as the source record for as long as the product is on sale, or longer if your contracts say so.
Related guides
Sources: Shopify Help Center, Export and import products ยท FTC, Threading Your Way Through the Labeling Requirements
Not legal advice. Check requirements for your products and markets.