Guides / Invoice and receipt entry
Invoice and receipt entry
Keying bills and receipts into the books. Typical: about 3 hours a person a week. AI could take roughly 50% (illustrative).
5 steps
- 1
Set up the bill forwarding email your accounting tool gives you.
- 2
Ask suppliers to send bills straight to that address.
- 3
Let the tool read the supplier, date and amount.
- 4
Review and approve in one weekly batch.
- 5
Keep a person on the final approve button.
🧰 Tools that can do this
Xero (Hubdoc), QuickBooks receipt capture, MYOB in Australia.
🆓 Do it free
Paperless-ngx for filing, Invoice Ninja for billing. See free tools and StackSwitcher for switching guides.
🔒 Keep it safe
Do not paste personal, staff or client details into public AI tools. A person checks the output before it counts.
🆓 Option 1: Do it free
Open source tools you can run yourself, no licence fees. You will need someone handy to set them up and keep them updated.
- Paperless-ngx: scan, read and file documents.
- Invoice Ninja: quotes, invoices and reminders.
📦 Option 2: Get the click by click pack
Plain guides and prompts in a ZIP. Pay once, no subscription. It is a set of guides, not software. This job (Invoice and receipt entry) has its own click by click setup in both Starter and Full.
Last checked 4 Nov 2026. Menus change, so check the tool's own help pages.