Cloud Accounting Small Business

AutoEntry Review: Automated Accounting Data Entry

Written by Greg Lam

AutoEntry is yet another data capturing tool that promises to take digital copies of your files and enter them into your accounting software, such as QuickBooks Online, Xero, or Sage One.

AutoEntry

Having looked at software from Hubdoc, to Wave Receipts, to Zoho Documents, to Tallie—all of which promise to automate data entry—I’ll be taking a critical look at what AutoEntry can do.

First let me start out by stating what I’d like to see from this type of software:

  • Can receive documents from many sources (web upload, smartphone app, email)
  • Is actually accurate when capturing data
  • Can handle multiple line items
  • Can handle multiple document types (PDF, JPG, GIF, DOC)
  • Can handle multiple taxes
  • Easy to edit transactions
  • Easy to batch re-categorize transactions
  • Easy to organize documents/transactions
  • Has fine grained control over how data is pushed to accounting software
  • Contacts, accounts, and taxes are synced with accounting software
  • Two-way transaction sync between accounting software and it
  • Handles duplicates in a smart way

Getting Files In

AutoEntry’s interface is straightforward. You can upload purchases, sales, and/or bank statements. You can also set up a list of suppliers and categories (accounts).

AutoEntry Interface

If you hit the upload button, you’ll see you have a few options to choose from.

Add Purchases Invoices

I went with auto for my tests, as I didn’t have multiple line items that I wanted captured. I tested the software with some multi-page PDFs that contained individual receipts and it handled it with aplomb.

The uploads took an hour or two to process, so I had to check beck later on in the day to see how it all went.

Results

Of 64 receipts initially uploaded, AutoEntry was able to match up some of the supplier names it extracted with the supplier names pulled from my Xero accounting software.

Results

Some of the names were new, so it would have been impossible for AutoEntry to match those up. Overall it did an OK job.

My initial feeling about this—or any receipt scanning software, for that matter—is that Xero or QuickBooks Online can already do this, and do it even better, based on bank feeds. For example, this is the reconciliation page in Xero for the business I was working on.

AutoEntry

For the top 2 transactions, Xero was able to guess and pre-fill, while it filled out the next 7 based on rules I created. So, I feel like it’s not that important for businesses using bank feeds (which should be the vast majority) to use a receipt scanning service to extract certain details. What I do find useful, though, is when the service pushes transactions with attached receipts to the accounting software, so that I have the source document attached to the transaction.

But back to dealing with the transactions found in AutoEntry. If you change the supplier account, category, or tax code, it’ll ask you if you want to remember the categorization.

Tax Code

And whenever you manually change information, it’ll have the M mark for manually selected.

Supplier Account


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About the author

Greg Lam

Greg Lam is a passionate small business guy who loves technology and automation. He holds a BBA from Simon Fraser University, Canada. He's a Certified QuickBooks ProAdvisor, Certified Xero Partner, and Kashoo MVP. His business interests are focused on online accounting and how it can be used to streamline and automate a company’s accounting processes. He currently lives in Tokyo, Japan.

Greg operates the Small Biz Doer website, an "Entrepreneur's Guide to Small Biz Bookkeeping." He is the author of Online Accounting Software: Finding the Right Match, published by The Sleeter Group.

Connect with Greg on Twitter, Google Plus, YouTube, LinkedIn, or Facebook.

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