How to edit a table or invoice in a PDF

Quick answer: To edit a table in a PDF, open Text, choose Copy or delete a table row, hover the row and press + to copy it or the bin to remove it. Rows below move to fit. To change values, click the text and type. Totals are not recalculated, so update them yourself.

Invoices, quotations and price lists are mostly tables, and tables are the hardest part of a PDF to change. There is no real table in the file, only text and lines placed on the page. PDFPro works with that: it recognises a row as the band between two horizontal border lines, then copies or removes it with its borders and fills.

How do I add a row to a table in a PDF?

1. Upload the file to Edit PDF tables.
2. Open Text → Copy or delete a table row.
3. Hover over the row you want to duplicate.
4. Press +. The row is copied exactly, and everything below moves down to make room.
5. Press - to remove the last copy if you pressed too many times.
6. Press Apply changes and download.

How do I delete a row?

Hover over a row that is already in the PDF and press the bin. The row is removed and the rows below move up so the table closes. If you change your mind, use Undo before you apply changes.

Why does a copied row show the same text?

A copied row is a visual copy of the original, so it shows the same words and numbers. To give it new values:

1. Cover the old text with Whiteout PDF. Use the eyedropper to match the cell colour.
2. Type the new value with Add text to PDF, or click existing text and edit it with Edit PDF text.
3. Match the font size of the neighbouring rows.

How do I correct an amount, date or name on an invoice?

Use Edit invoice PDF. Click the value, type the correction, and the document’s own font, size and weight are reused. This is meant for quick fixes when you only have the PDF, such as a wrong due date or a misspelled name.

Will the totals update?

No, and this matters. A PDF is not a spreadsheet. If you change a line amount, nothing recalculates. Update the subtotal, tax and total yourself, then check every figure before you send the document.

What if one value gets longer?

If a cell’s text grows onto another line, keep Move content down when text grows switched on. The row stretches and the rest of the table moves down with it, including borders and fills. Switch it off only when you want the text to stay exactly where it is.

What can and cannot be done to a table?

Task	Possible?
Copy a row with borders and fills	Yes
Delete a row and close the gap	Yes
Change text inside a cell	Yes, if the PDF has real text
Recalculate totals automatically	No
Add or remove columns	Not supported
Edit a table in a scanned photo	Only by covering and retyping

Should I edit the PDF or regenerate it?

If you still have the billing or accounting software that created the invoice, regenerate it, so your records match what the customer sees. Editing the PDF is the practical choice when all you have is the file. Only edit documents you are entitled to change, and keep a copy of the original. Altering a document to deceive someone is not something this tool is for.

What about scanned invoices?

A scan is a picture, so the existing words cannot be edited. You can cover a value with whiteout and type a new one on top, but the result will not be a perfect match. See Can you edit a scanned PDF?. Whiteout only covers content and does not remove what is underneath, so do not use it to hide sensitive details.

A checklist before you send the invoice

• Is every changed amount also correct in the subtotal, tax and total?
• Does the invoice date, due date and reference still make sense?
• Does the edited text match the font and size around it?
• Did the rows below move down without overlapping the footer?
• Did you keep the original?

Is it free and private?

Yes. Editing is free for files up to 50 MB, with no sign up or login. Your file is deleted from our servers automatically 2 hours after upload.

FAQ

How do I add a row to a table in a PDF?

Open Text, choose Copy or delete a table row, hover the row you want and press +. The new row appears below with the same borders and fills. Then change its values with the whiteout and text tools.

Will the totals update when I change a number?

No. PDFPro edits what is printed and does not do arithmetic. Change the subtotal, tax and total yourself and review every figure.

Can I edit table text for free without signing up?

Yes. Table editing is free for PDFs up to 50 MB with no account. Files are deleted after 2 hours.

Can I edit an invoice that is a scanned photo?

Not the existing words, because a scan is a picture. You can cover a value and type a new one on top.

Related guides

Read How to edit text in a PDF for the full text workflow, or How to edit a PDF without changing the font to understand why edits can look different. For everything else, open the PDF editor.