For many small businesses, bookkeeping can become time-consuming — particularly where invoices, receipts and supplier statements are being handled manually or left to build up.

Using cloud accounting software alongside document capture tools can simplify this significantly and help keep records up to date as you go.

QuickBooks, Xero and document capture

Both QuickBooks Online and Xero offer built-in tools for capturing receipts and invoices.

These work well for straightforward document capture and are included within the standard subscription, making them a good starting point for many businesses.

However, where there is a higher volume of transactions — or where suppliers issue statements covering multiple invoices — a more advanced tool such as AutoEntry can be more effective.

Where AutoEntry adds value

AutoEntry allows documents to be submitted by email or app and processes them automatically into the accounting system.

In addition to invoice and receipt capture, one of its key advantages is the ability to work with supplier statements, helping to match invoices against what has actually been billed and paid.

This is particularly useful for businesses operating on credit accounts, where reconciling supplier balances is important.

Matching invoices to statements

A key part of maintaining accurate records is ensuring that all supplier invoices are captured and correctly recorded.

Working from supplier statements — rather than relying solely on individual invoices — provides a more complete picture and helps identify any missing or duplicate entries.

This approach improves accuracy and ensures that accounts payable balances are reliable.

Efficiency and visibility

Using these systems together reduces manual data entry and helps ensure that records are kept up to date throughout the year.

It also provides a clear, searchable record of all documents, making it easier to review transactions, respond to queries and prepare accounts or VAT returns.

A practical approach

For some businesses, the built-in tools within QuickBooks or Xero will be sufficient.

For others — particularly where transaction volumes are higher or supplier statement reconciliation is important — using AutoEntry alongside the accounting system can provide a more efficient and reliable process.

Next step

If you’re looking to streamline your bookkeeping processes or improve the accuracy and visibility of your financial records, please get in touch to discuss how this could work for your business.