What to look for in an invoice processing tool
Not every bookkeeper needs the same thing. Some want full automation, others want control. Some only use one accounting platform, others use three. Here's a breakdown of the main options available in 2026, with honest pros and cons for each.
1. InvoiceCSV
What it does: Converts PDF invoices into CSV files formatted for QuickBooks, Xero, or Sage.
How it works: Upload a PDF, review the extracted data, choose your platform, download the CSV. Import the CSV into your accounting software.
Pricing: Free (5/month), Starter £19/month (200), Pro £49/month (1,000)
Pros: - Works across all three major UK platforms - Always gives you a review step before anything touches the accounts - Cheapest option for multi-platform bookkeepers - No setup, no integrations, nothing to install - CSV output doubles as an audit trail
Cons: - Not fully automated (you still review and import manually) - No direct API posting to accounting software - No mobile app for photographing receipts
Best for: Bookkeepers managing multiple clients across different software. Small businesses who want control over what gets imported.
2. Dext (formerly Receipt Bank)
What it does: Scans receipts and invoices, then posts the data directly to your accounting software.
How it works: Upload or photograph documents. Dext extracts the data and pushes it into Xero, QuickBooks, or Sage via API.
Pricing: From around £24/month (depending on plan and volume)
Pros: - Fully automated posting to accounting software - Good mobile app for photographing receipts on the go - Handles receipts and invoices - Supports multiple accounting platforms
Cons: - More expensive, especially for multiple clients - Less control over what gets posted (data goes straight in) - Extraction accuracy varies, particularly on complex multi-line invoices - Requires initial setup and ongoing management per client
Best for: Businesses with high receipt volumes who want hands-off automation.
3. AutoEntry
What it does: Similar to Dext. Scans documents and pushes data to accounting software.
How it works: Upload documents or forward emails. AutoEntry extracts data and publishes to your accounting platform.
Pricing: From around £20/month
Pros: - Good integration with Sage (official partner) - Handles bank statements as well as invoices - Per-document pricing available
Cons: - Accuracy can be inconsistent on complex invoices - Setup required for each client - Limited review options before posting - Separate subscription on top of accounting software costs
Best for: Sage users who want automated document processing.
4. Hubdoc (Xero)
What it does: Collects and extracts data from invoices, receipts, and bills. Built into Xero on certain plans.
How it works: Upload or fetch documents automatically from connected suppliers. Hubdoc extracts the data and creates draft bills in Xero.
Pricing: Included on Xero Growing (£36/mo) and Comprehensive (£47/mo). Not available on Starter.
Pros: - Included if you're already on a higher Xero plan - Tight integration with Xero - Can auto-fetch documents from some suppliers
Cons: - Only works with Xero. Useless if the client is on QuickBooks or Sage - Not available on Xero's cheapest plan - Accuracy varies on complex invoices - No CSV export for your own records
Best for: Bookkeepers whose clients are all on Xero Growing or Comprehensive plans.
5. Manual entry
What it does: You type everything in by hand.
How it works: Open the PDF. Open the accounting software. Type.
Pricing: Free (in terms of software cost)
Pros: - No tools to learn or pay for - Full control over every field
Cons: - Slowest option by far (3-5 minutes per invoice) - Error-prone (1-2% field error rate on manual entry) - Doesn't scale. 50 invoices = 3+ hours - No audit trail beyond what's in the accounting software
Best for: Businesses with very low invoice volumes (under 5 per month).
Side-by-side comparison
| Feature | InvoiceCSV | Dext | AutoEntry | Hubdoc | Manual |
|---|---|---|---|---|---|
| QuickBooks support | Yes | Yes | Yes | No | Yes |
| Xero support | Yes | Yes | Yes | Yes | Yes |
| Sage support | Yes | Yes | Yes | No | Yes |
| Review before import | Yes | Limited | Limited | Limited | Yes |
| Batch processing | Yes | Yes | Yes | Yes | No |
| Starting price | Free | ~£24/mo | ~£20/mo | Included* | Free |
| Setup required | None | Yes | Yes | Yes | None |
| CSV output | Yes | No | No | No | No |
*Included on Xero Growing and Comprehensive plans only.
Which one should you use?
- Multiple platforms, want control: InvoiceCSV
- High volume, want full automation: Dext or AutoEntry
- All clients on Xero Growing+: Hubdoc
- Under 5 invoices/month: Manual entry or InvoiceCSV free plan
There's no single right answer. It depends on your client mix, your volume, and how much control you want over the data before it enters the accounts.