The built-in OCR landscape
QuickBooks, Xero, and Sage have all added some form of document scanning or OCR to their platforms:
- QuickBooks has receipt capture, which lets you snap a photo or upload a PDF and attempts to extract the data
- Xero includes Hubdoc on Growing and Comprehensive plans, a document collection and extraction tool
- Sage partners with AutoEntry, a paid add-on that scans receipts and invoices
On the surface, this sounds like the problem is solved. But if you're a bookkeeper managing multiple clients, or a small business owner who's tried these tools, you've probably hit the limitations.
The comparison
| Feature | Built-in OCR | InvoiceCSV |
|---|---|---|
| Works across QuickBooks, Xero, and Sage | No, each tool only works with its own platform | Yes, one workflow for all three |
| Review before posting | Usually no, data goes straight into accounts | Yes, always review extracted data before downloading |
| Multi-line invoice support | Limited, often merges or drops line items | Full support, every line item extracted separately |
| Batch processing | One at a time | Upload multiple invoices |
| Cost | Included on premium plans, or £20-50+/mo add-on | Free for 5/mo, then £19-49/mo |
| CSV output for records | No, data only exists inside the platform | Yes, keep a CSV copy for your records |
| Platform lock-in | Yes | No |
Problem 1: Locked to one platform
This is the biggest issue for bookkeepers. If you manage clients across QuickBooks, Xero, and Sage, built-in OCR tools don't help. You need to learn and use three different systems, each with their own quirks and limitations.
InvoiceCSV gives you one consistent workflow: upload a PDF, review the data, choose the platform, download the CSV. The same process whether the client is on QuickBooks, Xero, or Sage.
Problem 2: No review step
Most built-in scanning tools post data directly into your accounts. If the OCR misreads an amount, transposes a digit, or assigns the wrong category, you won't catch it until bank reconciliation, or worse, until the VAT return.
InvoiceCSV always shows you the extracted data before you download. You check vendor names, dates, line items, and amounts in a preview table. Nothing touches your accounts until you've reviewed it.
Problem 3: Built for receipts, not invoices
QuickBooks receipt capture and similar tools were designed for simple receipts: one vendor, one amount, one date. But purchase invoices are more complex, with multiple line items, quantities, unit prices, different VAT rates, and payment terms.
Built-in tools often struggle with multi-line invoices. Line items get merged, quantities are ignored, and you end up correcting the data manually anyway.
Problem 4: Cost adds up
- Xero Hubdoc is only included on Growing (£36/mo) and Comprehensive (£47/mo) plans. Starter plan users don't get it.
- Sage AutoEntry is a separate subscription starting around £20/mo on top of your Sage subscription.
- QuickBooks receipt capture is included but limited in capability.
InvoiceCSV starts free (5 invoices/month) and the Starter plan is £19/month for 200 invoices. For a bookkeeper processing invoices across multiple clients, it's significantly cheaper than upgrading every client to a premium accounting plan or adding paid scanning tools.
Problem 5: No batch processing
At month-end, bookkeepers often need to process a stack of invoices in one sitting. Built-in tools typically make you upload and process one document at a time, clicking through confirmation screens for each.
With InvoiceCSV, you can work through a batch of invoices quickly. Upload, review, download, repeat. No waiting for each one to post.
Who should use built-in OCR?
Built-in tools make sense if you: - Only use one accounting platform - Mostly process simple receipts rather than detailed invoices - Are already on a premium plan that includes scanning - Don't need to review data before it's posted
Who should use InvoiceCSV?
InvoiceCSV is the better fit if you: - Manage clients across different accounting software - Process detailed, multi-line purchase invoices - Want to review and verify data before import - Need a CSV copy for your records or clients - Want to keep costs down across multiple clients
Try it yourself
The free plan includes 5 invoice conversions per month, enough to test it with real invoices from your workflow. No credit card required.