Getting Started with Harp: A Complete Setup Guide

Welcome to Harp

Harp is a desktop application that automates document data extraction using AI. This guide will walk you through everything you need to know to go from download to your first processed document.

Prerequisites

Before starting, you'll need:

1. A computer running macOS, Windows, or Linux

1. An API key from either Anthropic (Claude) or OpenAI (GPT-4)

1. Some documents to process (PDFs or images)

Don't have an API key yet? We'll cover how to get one in the next section.

Step 1: Download and Install Harp

macOS

1. Download the .dmg file from the Harp website

1. Open the downloaded file

1. Drag Harp to your Applications folder

1. Launch Harp from Applications

1. If prompted about an unidentified developer, go to System Preferences > Security & Privacy and click "Open Anyway"

Windows

1. Download the .exe installer from the Harp website

1. Run the installer and follow the prompts

1. Launch Harp from your Start menu or desktop shortcut

Linux

1. Download the .AppImage file from the Harp website

1. Make it executable: chmod +x Harp-*.AppImage

1. Run the AppImage to launch Harp

Step 2: Obtain Your AI API Key

Option A: Anthropic (Claude AI)

1. Visit console.anthropic.com

1. Create an account or sign in

1. Navigate to API Keys in your dashboard

1. Click "Create Key" and give it a name (e.g., "Harp Desktop")

1. Copy the key immediately (you won't be able to see it again)

1. Add credit to your account for API usage

Option B: OpenAI (GPT-4)

1. Visit platform.openai.com

1. Create an account or sign in

1. Navigate to API Keys in your account settings

1. Click "Create new secret key"

1. Copy the key immediately

1. Add credit to your account for API usage

Which should you choose? Both work excellently for document extraction. Claude tends to be more detailed in its extractions, while GPT-4 can be slightly faster. Costs are comparable. You can switch between them at any time.

Step 3: Configure Harp with Your API Key

1. Open Harp

1. Navigate to Settings (gear icon)

1. Select your AI Provider (Anthropic or OpenAI)

1. Paste your API key into the designated field

1. Click "Test Connection" to verify it works

1. Save your settings

Your API key is stored securely on your local machine and never shared with anyone except your chosen AI provider.

Step 4: Create Your First Extraction Template

Templates tell Harp what data to extract from your documents. Let's create one for invoices:

1. Navigate to the Templates section

1. Click "New Template"

1. Give it a name: "Standard Invoice"

1. Add the fields you want to extract:

Recommended invoice fields:

1. Save your template

Pro tip: Start simple with just a few fields. You can always add more later as you refine your workflow.

Step 5: Set Up Folder Watching

Now let's automate the process:

1. Navigate to Watch Folders

1. Click "Add Folder"

1. Select a folder on your computer (or create a new one like Documents/Invoices-Inbox)

1. Assign your "Standard Invoice" template to this folder

1. Configure output settings:

- Choose where extracted data should be exported - Select your Excel file location - Set file naming preferences

1. Enable the watch folder

Harp will now monitor this folder and automatically process any new PDFs or images that appear.

Step 6: Process Your First Document

Time to see the magic happen:

1. Find a sample invoice (PDF or image)

1. Copy or move it to your watched folder

1. Watch Harp detect and process the document

1. View the extraction results in the app

1. Check your Excel file for the exported data

What you should see:

• Document detected within seconds

• Processing status indicator

• Extracted fields displayed in the app

• Data automatically added to your Excel spreadsheet

• Original document moved or marked as processed

Understanding Extraction Results

After processing, Harp shows you:

Extracted Data Each field from your template with the value found in the document.

Confidence Indicators Color-coded indicators showing extraction confidence:

• Green: High confidence, likely correct

• Yellow: Medium confidence, worth reviewing

• Red: Low confidence, needs verification

Source Highlighting Click any field to see where in the document the data came from.

Step 7: Refine Your Workflow

As you process more documents, optimize your setup:

Create Vendor-Specific Templates

Different vendors format invoices differently. Create templates optimized for your most common vendors:

1. Duplicate your base template

1. Rename it (e.g., "Acme Corp Invoices")

1. Adjust fields for vendor-specific data

1. Assign to a dedicated watch folder

Set Up Multiple Watch Folders

Organize documents by type:

Documents/
├── Invoices-Inbox/       → Invoice template
├── Receipts-Inbox/       → Receipt template
├── Contracts-Inbox/      → Contract template
└── Processed/            → Archive folder

Configure Post-Processing

Set up automatic file handling after processing:

• Move processed files to an archive folder

• Rename files with extracted data (date, vendor, amount)

• Delete originals after successful extraction (use with caution)

Troubleshooting Common Issues

"API Connection Failed"

• Verify your API key is correct (no extra spaces)

• Check that your API account has available credit

• Ensure your internet connection is working

"Low Confidence Extractions"

• Image quality may be poor; try a higher resolution scan

• Document may be in an unusual format; adjust template

• Consider using the other AI provider for better results

"Documents Not Detected"

• Verify the watch folder is enabled

• Check that file types are supported (PDF, JPG, PNG, etc.)

• Ensure Harp is running (check system tray/menu bar)

Best Practices for Production Use

1. Test with sample documents before processing important files

1. Review extractions initially until you trust the accuracy

1. Back up your Excel files regularly

1. Monitor API costs in your provider dashboard

1. Create specific templates for high-volume document types

Next Steps

Now that you're up and running:

• Process a batch of documents to see time savings

• Create templates for your other document types

• Explore advanced features like batch processing

• Share your workflow with team members (Business plan)

Getting Help

If you run into issues:

• Check the in-app help documentation

• Visit our FAQ section on the website

• Contact support via email for Pro and Business plans

Conclusion

You now have everything you need to start automating your document processing with Harp. Remember, the initial setup investment pays off quickly: once configured, Harp processes documents automatically while you focus on more valuable work.

Welcome to automated document extraction!