The multi-platform problem
Most bookkeepers don't get to choose what software their clients use. One client is on Xero, another on QuickBooks, a third on Sage. Each platform has its own way of importing data, its own CSV format, and its own quirks.
This means you're constantly switching between systems, remembering different column headers, and adapting your workflow for each client. It's slow and it's easy to make mistakes.
What most bookkeepers do today
Option 1: Manual entry in each platform
The most common approach. You open each client's accounting software, create bills manually, and type in the invoice details. It works, but it's the slowest method and the most error-prone.
Option 2: Platform-specific scanning tools
Some bookkeepers use Hubdoc for Xero clients, receipt capture for QuickBooks clients, and AutoEntry for Sage clients. This is faster than manual entry, but you end up:
- Paying for multiple scanning subscriptions
- Learning and maintaining three different tools
- Dealing with different accuracy levels across each tool
- Having no single overview of your work
Option 3: One tool that handles all platforms
This is the approach InvoiceCSV takes. You use the same process for every client:
- Upload the PDF invoice
- Review the extracted data
- Choose the client's platform (QuickBooks, Xero, or Sage)
- Download the CSV in the right format
Same steps, same interface, regardless of which software the client uses.
Why a single workflow matters
Consistency reduces errors
When you use the same process for every client, you build muscle memory. You know what to check, what to look for, and where mistakes are likely to happen. Switching between three different tools breaks that rhythm.
Easier to delegate
If you hire a junior bookkeeper or assistant, training them on one tool is much simpler than training them on three. "Upload the PDF, review the data, pick the platform, download the CSV" is a process anyone can follow.
Lower cost
Instead of paying for Hubdoc (included only on Xero's higher plans), AutoEntry (£20+/mo add-on for Sage), and relying on QuickBooks' limited receipt capture, you pay for one tool that handles all three.
| Approach | Monthly cost for 3 platforms |
|---|---|
| Platform-specific tools | £50-100+ combined |
| InvoiceCSV | £19 (Starter) or £49 (Pro) |
Cleaner records
Every invoice processed through InvoiceCSV generates a CSV file. You can keep these as part of your working papers, share them with clients, or re-import them if something goes wrong. Platform-specific tools don't usually give you this kind of portable output.
Setting up a multi-client workflow
Here's a practical structure:
1. Create a folder per client
On your computer or cloud storage, create a folder for each client with subfolders by month:
- /Clients/Acme Ltd/2026-01/
- /Clients/Baker & Co/2026-01/
- /Clients/Clark Industries/2026-01/
2. Collect invoices into the right folder
As invoices come in (by email, download, or client submission), drop the PDFs into the relevant client's folder.
3. Process in batches
At month-end (or whenever you do the books), open InvoiceCSV, upload each client's invoices, and download the CSVs. Keep the CSVs in the same folder as the PDFs.
4. Import into each client's platform
Upload the CSV to the right accounting software. The format is already correct for whichever platform you chose during the download step.
5. Reconcile
Do your normal reconciliation checks. The data in the accounting software should match the CSV, which should match the original PDF.
Getting started
InvoiceCSV's free plan includes 5 invoice conversions per month, enough to test the workflow with a couple of clients. The Starter plan (£19/month) covers 200 invoices, which is plenty for most practices with 5-10 clients.