The real cost of manual invoice entry
For a typical small business processing 50 invoices a month, manual data entry takes roughly 3-5 minutes per invoice. That's up to 4 hours every month spent typing numbers from PDFs into accounting software.
For bookkeepers and accountants handling multiple clients, multiply that across every client. It's often the single biggest time drain in the monthly workflow.
Beyond time, there's the error factor. Transposing a digit, misreading a date, or entering the wrong VAT amount creates problems that surface during bank reconciliation or VAT returns — often weeks later.
Options for automating invoice entry
1. CSV conversion tools
The simplest approach: convert PDF invoices into CSV files formatted for your accounting software, then import them. No integrations to set up, no API connections, no IT involvement.
InvoiceCSV does exactly this — upload a PDF, pick your software (QuickBooks, Xero, or Sage), and download a ready-to-import CSV.
Best for: Small businesses, sole traders, bookkeepers who want something simple and quick.
2. Receipt scanning apps
Apps like Dext (formerly Receipt Bank) and AutoEntry photograph or scan invoices and push data to your accounting software. They're powerful but cost £20-50+ per month and require setup and ongoing management.
Best for: Businesses with high invoice volumes who want fully automated posting.
3. Accounting software built-in tools
Some accounting platforms are adding their own document scanning features: - Xero has Hubdoc (included on some plans) - QuickBooks has a receipt capture feature - Sage has AutoEntry integration
These vary in quality and are often limited to receipts rather than full purchase invoices.
Best for: Businesses already paying for premium accounting software plans.
4. Custom API integrations
For larger businesses, building direct API integrations that read PDFs and post to the accounting system via API. This requires development work and maintenance.
Best for: Businesses processing thousands of invoices with IT resources.
Which approach is right for you?
| Approach | Cost | Setup time | Best for |
|---|---|---|---|
| CSV conversion (InvoiceCSV) | Free - £49/mo | None | SMBs, bookkeepers |
| Receipt scanning (Dext, AutoEntry) | £20-50+/mo | 1-2 hours | High volume |
| Built-in tools | Included | Varies | Existing users |
| Custom API | £1,000s+ | Weeks | Enterprise |
For most small businesses and bookkeepers, CSV conversion hits the sweet spot: it's fast, cheap, and requires no setup. You keep full control over what gets imported, and you can review every invoice before it goes into your accounts.
Get started today
InvoiceCSV offers 5 free invoice conversions per month. No credit card, no setup, no commitment.