Document Conversion
ApprovIQ automatically converts uploaded non-PDF files to PDF format. This ensures consistent viewing, enables AI document analysis, and allows professional stamping on any document type.
How It Works
When a file is uploaded:
- PDF files — used as-is, no conversion needed
- Office documents (Word, Excel, PowerPoint) — converted to PDF using a document conversion engine
- Images (JPG, PNG, GIF) — converted to PDF
- Text/CSV files — converted to PDF
The conversion happens automatically in the background. The original file is preserved, and the PDF version is stored alongside it.
Supported Formats
| Format | Extensions | Notes |
|---|---|---|
| Used directly — no conversion | ||
| Microsoft Word | .docx, .doc | Full formatting preservation including tables, images, and styles |
| Microsoft Excel | .xlsx, .xls | Cell formatting, column widths, and basic styling preserved |
| Microsoft PowerPoint | .pptx, .ppt | Slides converted to PDF pages |
| Images | .jpg, .jpeg, .png, .gif | Each image becomes a PDF page |
| Plain Text | .txt | Converted with standard formatting |
| CSV | .csv | Rendered as a formatted table |
Why PDF Conversion?
Consistent Viewing
All documents are viewable in ApprovIQ's built-in PDF viewer, regardless of the original format. This means:
- No need for Microsoft Office or other software to view submissions
- Every team member sees exactly the same document
- Documents display correctly on any device
AI Document Checks
Document checks analyse the PDF version of each submission. Converting everything to PDF ensures the AI can consistently process all document types.
Professional Stamping
Document stamps are applied to PDF pages. By converting all documents to PDF first, any submission can receive a professional approval stamp.
Caching
Converted PDFs are cached — if the same document needs to be accessed again (for AI analysis, viewing, or stamping), the cached PDF is used without re-converting. This makes subsequent operations fast and efficient.
Tips for Best Results
- Word documents — use standard fonts and formatting for the best conversion quality
- Excel spreadsheets — set print areas and page layout before uploading for optimal PDF output
- Images — higher resolution images produce better PDF results
- Large files — conversion may take a few seconds for large or complex documents