Payroll & HR Admin: Convert Employee Forms into Google Sheets Without Typing

Payroll and HR teams live in forms.

New hire details, time-off requests, reimbursement claims, shift changes, onboarding checklists… the work is important, but the “copy-paste into a spreadsheet” part is pure friction. It steals hours, creates avoidable mistakes, and turns every busy week into backlog.

With Img2Sheet, you can turn employee forms (photos or PDFs) into structured rows in Google Sheets—automatically—based on a structure you define.

The real problem: forms are not consistent

Even when you “standardize” forms, you still get:

  • Different layouts (versions, languages, scanned vs photo)
  • Handwritten notes or stamps
  • Missing fields
  • Mixed formats (dates, phone numbers, salary, IDs)
  • People attaching screenshots or messy scans

Traditional OCR can read text, but it doesn’t understand meaning. HR needs structured data.

That’s why Img2Sheet uses AI extraction, not just OCR—so it can map what it sees to the exact fields you need in your sheet.

How it works (simple and HR-friendly)

Img2Sheet is built around a concept called a Structure.

You define the columns you want in your Google Sheet:

  • Label (e.g., “Employee Full Name”)
  • Type: text or number
  • Prompt: what the system should extract (very specific)

Then you upload employee forms for that structure.

Img2Sheet extracts the data and inserts it into your Google Sheet exactly in the order and format of your structure.

Example: “Employee Onboarding Form” structure

Here’s a typical HR structure you can create:

  1. Full Name (text)
    Prompt: “Employee full legal name as written on the form.”
  2. National ID / Passport (text)
    Prompt: “ID number (CIN/Passport) — keep original formatting.”
  3. Date of Birth (text)
    Prompt: “Employee date of birth (DD/MM/YYYY if present).”
  4. Phone Number (text)
    Prompt: “Main phone number.”
  5. Email (text)
    Prompt: “Employee email address.”
  6. Job Title (text)
    Prompt: “Role / position name.”
  7. Start Date (text)
    Prompt: “Employment start date.”
  8. Base Salary (number)
    Prompt: “Monthly base salary as a number only.”
  9. Bank Account / RIB / IBAN (text)
    Prompt: “Bank account identifier exactly as shown.”

Upload the form image(s), and your sheet gets a new row with clean data.

What HR teams use this for

You can create multiple structures depending on the workflow:

  • New employee onboarding forms
  • Time-off / leave requests
  • Overtime declarations
  • Expense reimbursements
  • Shift change / scheduling requests
  • Employee profile update forms (new address, bank account changes)
  • Contract summary extraction (dates, salary, employee name, role)

Each workflow becomes one structure, and each upload becomes one structured row.

Why AI extraction beats “plain OCR” for HR

OCR: “Here’s the text I found.”

AI extraction: “Here’s the employee name, salary, start date, and bank ID—mapped into your columns.”

That difference matters because payroll and HR data must be:

  • consistent
  • searchable
  • sortable
  • ready for payroll processing or reporting

AI extraction helps standardize messy real-world forms into one clean schema.

Privacy & file handling (important for HR)

Employee documents are sensitive, so the workflow is designed to avoid storage risks:

  • No file links
  • All files are removed immediately after extraction
  • Your output is the structured data inserted into your Google Sheet

This means you get the value (clean data) without keeping document files around.

If you’re doing HR work in Sheets, this is the upgrade

If your HR or payroll process already lives in Google Sheets, Img2Sheet removes the slowest part: manually typing what’s already on the form.

Define the structure once. Upload forms whenever you receive them. Keep payroll and HR data accurate, consistent, and ready.