How to Use AutoEntry: Stop Manual Data Entry in 2026?

Quick Start

This guide covers every AutoEntry feature:

• Getting Started — Create your account and connect accounting software
• How to Use Easy Data Entry — Replace manual data entry with photos, scans, and bulk uploads
• How to Use Detailed Dashboard — Track every document by status so nothing stalls in the queue
• How to Use Accounting Software Integration — Connect Xero, Sage, or QuickBooks and publish straight to the ledger
• How to Use Bills Management — Route supplier bills through approval workflows before they hit the ledger
• How to Use Automated Publishing — Push categorised documents into your ledger without retyping a field
• How to Use Line Item Extraction — Capture every product row on an invoice, not just the total
• How to Use Smart Analysis — Let machine learning sharpen capture accuracy the more you feed it
• How to Use Bank Statement Processing — Turn scanned bank statements into clean, reconcilable transaction lines
• How to Use Expense Reports — Let staff snap receipts on the mobile app and claim in seconds

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I have run AutoEntry across client files for eight months and tested every feature here.

This tutorial comes from real hands-on work, not vendor screenshots.

AutoEntry is one of the most widely used data capture tools for accountants and bookkeepers.

Most people only ever use it to snap receipts.

This guide shows you how to use AutoEntry properly, feature by feature.

Step by step, with screenshots and pro tips that save time.

AutoEntry Tutorial

This How to Use AutoEntry tutorial walks through every feature, from first login to advanced supplier rules.

You will see exactly how AutoEntry works on real client documents.

AutoEntry

Stop retyping invoices, receipts, and bank statements. AutoEntry captures the data, codes it, and publishes it into Xero, Sage, or QuickBooks. Pay-as-you-go credits start at $12 per month.

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AUTOENTRY ALTERNATIVES →

Getting Started with AutoEntry

Complete this one-time setup before touching any feature.

Here is what the first weeks actually looked like for me:

Now let’s walk through each step.

Step 1: Create Your Account

Sage owns AutoEntry, so signup runs through a standard Sage form.

Red text marks any field that is required.

Expect these prompts:

• Contact details: a valid email address, salutation, job title, and company name.
• Company address: valid phone number, address line one, city, state, and zip or postal code.
• Reachability: for text updates add a valid phone number, enter your mobile phone as well.
• Sizing questions: your required annual revenue band and required number of client files.
• Sage history: a required existing Sage customer toggle plus your required account number.

Every required business phone entry needs the country dialing code.

Validation labels appear for required job title, required company, and required country.

You will also see required city, required state, and required zip warnings.

Pick your sector before you continue — industry choice changes the onboarding path you get.

Choose Sage business partner if you resell Sage products to clients.

One checkbox asks you to confirm that the email provided is my professional email address.

Use a professional email address here, not a personal inbox.

A required session token keeps the form alive for thirty minutes.

✓ Checkpoint: Check your inbox for the confirmation email.

Step 2: Connect Your Accounting Software

To set up AutoEntry, users must connect it to accounting software, create a company profile, and import the chart of accounts and tax codes.

Install the mobile app now too, so staff can snap receipts immediately.

Here is what the finished setup gives you:

✓ Checkpoint: Your company profile lists a connected provider and imported tax codes.

Step 3: Set Your Contact Preferences

The last screen asks you to indicate whether you agree to be contacted.

Box one covers being contacted with marketing communications from Sage including by electronic communications.

Tick the next box to receive promotional communications about Sage products.

A third option lets you receive SMS communications and Sage marketing emails.

Opt in to receive SMS messages to learn about releases and webinars.

Sage can then send you Sage marketing content and event invitations.

You can also choose to receive marketing content from Sage on a monthly cadence.

Tick the consent box to continue; mobile phone alerts begin after that.

The consent notice reads please accept to continue before the button unlocks.

As part of B2B marketing, your data will be added to our database.

Sage stores that personal data under GDPR rules, and the contact details you have provided stay encrypted.

Expect a call back from a Sage representative within two working days.

You can unsubscribe from our communications at any time; unsubscribe links sit in every footer.

Sage also hands over a free guide to automated bookkeeping once you submit.

How to Use Easy Data Entry

Easy Data Entry lets you retire manual data entry for good.

Here’s how to use it step by step.

Step 1: Open the Documents Tab

Log in and click Documents in the left sidebar.

You can photograph, scan, or upload documents to AutoEntry from here.

Step 2: Upload Your First Batch

Drag a stack of invoices into the drop zone.

Here’s what this looks like:

✓ Checkpoint: Each file shows a Processing badge that flips to Ready.

Step 3: Review the Captured Fields

Check the supplier name, date, net, and tax totals.

How to Use AutoEntry Detailed Dashboard

Detailed Dashboard shows exactly where every document sits in your workflow.

Here’s how to use it step by step.

Step 1: Open the Dashboard

Click the company name to load its dashboard view.

Step 2: Filter by Status

Use the Inbox, Ready, and Published tabs to sort your data.

Here’s what this looks like:

✓ Checkpoint: The counter above each tab matches your document totals.

Step 3: Set a Date Range

Narrow the view to the month you are currently reconciling.

How to Use AutoEntry Accounting Software Integration

Accounting Software Integration gives you a seamless integration with the accounting software you already run.

Here’s how to use it step by step.

Step 1: Open the Integrations Menu

Log into your accounting software first.

Users can log into accounting software and find AutoEntry settings under the Connect or Settings menu.

Step 2: Authorise the Connection

Pick your provider and approve the permission prompt.

Here’s what this looks like:

✓ Checkpoint: The provider logo turns green with a Connected label.

Step 3: Import Your Chart of Accounts

Pull in the chart of accounts and tax codes before publishing anything.

How to Use AutoEntry Bills Manager

Bills Management keeps supplier bills moving through approval workflows without chasing anyone.

Here’s how to use it step by step.

Step 1: Open the Purchases Folder

Select Purchases, then choose the supplier you are working on.

Step 2: Assign Codes and Approvers

Users can assign VAT codes and default accounts for automatic application in AutoEntry.

Here’s what this looks like:

✓ Checkpoint: The bill moves into the Awaiting Approval column.

Step 3: Send the Bill for Approval

Click Request Approval and pick the approver from the dropdown.

How to Use AutoEntry Automated Publisher

Automated Publishing sends captured and categorised documents into your accounting software automatically.

Here’s how to use it step by step.

Step 1: Categorise One Document

Set the account, tax code, and description once.

Step 2: Turn On Auto-Publish

Flip the Auto-Publish toggle inside that supplier’s settings.

Here’s what this looks like:

✓ Checkpoint: The document status reads Published with a timestamp.

Step 3: Confirm the Ledger Entry

Open your accounting software and check the transaction landed.

How to Use AutoEntry Line Item Extractor

Line Item Extraction pulls individual line items off an invoice instead of header totals only.

Here’s how to use it step by step.

Step 1: Switch the Capture Mode

Open supplier settings and turn on Line Item Capture.

Step 2: Upload a Detailed Invoice

Two credits are required for an invoice or receipt with line items to be captured in AutoEntry.

✓ Checkpoint: Every product row appears as its own editable line.

Step 3: Map Rows to Nominal Codes

Assign each row a code so stock and services split correctly.

How to Use AutoEntry Smart Analyzer

Smart Analysis uses machine learning to improve the efficiency and accuracy of data capture processes.

Here’s how to use it step by step.

Step 1: Correct One Mis-Read Field

Click the wrong value and type the right one.

Step 2: Save the Supplier Rule

Tick Remember this setting before you close the document.

Here’s what this looks like:

✓ Checkpoint: The corrected field pre-fills correctly on the new document.

Step 3: Upload the Next Invoice

Send in another invoice from the same supplier to test it.

How to Use AutoEntry Bank Statement Processor

Bank Statement Processing captures data from bank statements directly into accounting software, keeping records accurate and current.

Here’s how to use it step by step.

Step 1: Open the Bank Statements Folder

Choose Bank Statements, then select the correct bank account.

Step 2: Upload the Scanned Pages

Three credits are needed for a single page of bank statements in AutoEntry.

Here’s what this looks like:

✓ Checkpoint: The opening and closing balances match your statement exactly.

Step 3: Check the Running Balance

Compare the closing balance against the paper statement.

How to Use AutoEntry Expense Reports

Expense Reports lets your team submit expenses via the AutoEntry app and manage them through approval workflows.

Here’s how to use it step by step.

Step 1: Invite Your Team

Add each user under Settings, then Users, then Invite.

Step 2: Snap a Receipt

The mobile app allows users to snap receipts and invoices on-the-go.

Here’s what this looks like:

✓ Checkpoint: The expense shows a green Approved tag in the dashboard.

Step 3: Approve and Publish

Review the claim, approve it, then publish to the ledger.

AutoEntry Pro Tips and Shortcuts

After eight months of daily use, these are the habits that save time.

Here is my own AutoEntry setup in practice:

Keyboard Shortcuts

Hidden Features Most People Miss

• Supplier memory: code a supplier once and AutoEntry reuses those settings forever.
• Email-in address: forward supplier invoices straight into the folder, skipping uploads entirely.
• Cloud archive: all AutoEntry documents are securely stored in the cloud for future reference and auditing.

AutoEntry Common Mistakes to Avoid

Mistake #1: Burning credits on line items

Mistake #2: Publishing before the chart of accounts imports

Mistake #3: Ignoring the correction prompts

AutoEntry Troubleshooting

Problem: Documents stuck on Processing

Cause: Blurred photos or multi-page PDFs sent as one file.

Fix: Re-scan at 300 DPI and split long PDFs into separate uploads.

Problem: Signup form will not submit

Cause: A hidden field is required and sits below the visible area.

Fix: Scroll up, clear every red label, then retry the submit button.

Problem: Published entries missing from the ledger

Cause: The connection token expired after a password change.

Fix: Reconnect under the Connect menu and republish the affected documents.

📌 Note: If none of these fix your issue, contact AutoEntry support.

What is AutoEntry?

AutoEntry is an accounting software add-on that removes manual data entry from bookkeeping.

Think of it as a scanner that also knows your chart of accounts.

Watch this quick overview:

It includes these key features:

• Easy Data Entry: Swap manual data entry for photos, scans, and drag-and-drop uploads.
• Detailed Dashboard: See every document by status so nothing stalls unnoticed in your queue.
• Accounting Software Integration: Connect Xero, Sage, or QuickBooks once and publish straight into the ledger.
• Bills Management: Route supplier bills through approval workflows before anything hits the ledger.
• Automated Publishing: Push categorised documents into your ledger without retyping a single field.
• Line Item Extraction: Capture every product row on an invoice, not just the header total.
• Smart Analysis: Let machine learning sharpen capture accuracy the more you feed it.
• Bank Statement Processing: Turn scanned bank statements and credit card statements into clean transaction lines.
• Expense Reports: Let staff snap receipts on the mobile app and claim in seconds.

AutoEntry captures data from invoices, receipts, and bank statements, then stores everything securely under GDPR rules.

It helps accountants, bookkeepers, and finance teams save time by cutting manual data entry tasks.

That frees up hours for high-value advisory work instead of typing.

For a full review, see our AutoEntry review.

AutoEntry Pricing

AutoEntry offers flexible pricing with a pay-as-you-go model built on credits.

One credit in AutoEntry is used for a single invoice, bill, or receipt.

Free trial: Yes — Sage runs a free trial with starter credits.

Money-back guarantee: No formal guarantee; unused credits simply roll forward.

💰 Best Value: Gold at $44/month — enough credits for steady client work without waste.

AutoEntry vs Alternatives

How does AutoEntry compare? Here is the competitive landscape:

Quick picks:

• Best overall: Dext — deepest supplier rules if budget is not the deciding factor.
• Best budget: AutoEntry — pay-as-you-go credits from $12/month with no seat charges.
• Best for beginners: Hubdoc — free with Xero and almost nothing to configure.
• Best for staff expenses: Expensify — corporate cards and reimbursement handled properly.

🎯 AutoEntry Alternatives

Looking for AutoEntry alternatives? Here are the top options:

• 🚀 Puzzle IO: Real-time accounting built for startups that want automated data flowing without a bookkeeper.
• 💰 Dext: The closest rival for receipt capture, with deeper supplier rules and a slicker mobile app.
• 🎨 Xero: Full accounting software rather than a capture tool, with its own built-in document inbox.
• ⚡ Synder: Best when ecommerce and payment platform syncing matters more than paper document capture.
• 🔒 Easy Month End: Focused purely on close checklists, so it complements capture tools rather than replacing them.
• 🧠 Docyt: Adds bookkeeping automation and reporting on top of data entry, aimed at multi-location firms.
• 👶 Sage: AutoEntry’s own parent — the wider Sage business suite covers payroll, payments, and ledgers.
• 🏢 Zoho Books: Budget-friendly accounting software with usable receipt scanning bundled into every paid tier.
• 🔧 Wave: Free accounting for very small businesses, though document capture stays basic.
• 🌟 Quicken: Personal and rental-property finance rather than a tool for accountants and bookkeepers.
• ⭐ Hubdoc: Included free with Xero plans, which makes it hard to beat on price for Xero users.
• 🎯 Expensify: Strongest on employee expense reports, corporate cards, and reimbursement, weaker on supplier bills.
• 💼 QuickBooks: Ships its own receipt capture, so many firms start there before adding AutoEntry.
• 📊 FreshBooks: Invoicing-first accounting software for freelancers, with light expense capture attached.
• 🔥 NetSuite: Enterprise ERP for large finance teams that need far more than document capture.

For the full list, see our AutoEntry alternatives guide.

⚔️ AutoEntry Compared

Here is how AutoEntry stacks up against each competitor:

• AutoEntry vs Puzzle IO: AutoEntry wins on paper capture and Sage support; Puzzle IO wins for startup-stage real-time books.
• AutoEntry vs Dext: Dext has richer supplier rules; AutoEntry wins on pay-as-you-go pricing and Sage integration.
• AutoEntry vs Xero: Not a fair fight — Xero is the ledger, AutoEntry is the capture layer feeding it.
• AutoEntry vs Synder: Synder owns ecommerce payment syncing; AutoEntry owns invoices, receipts, and bank statements.
• AutoEntry vs Easy Month End: Easy Month End manages the close process; AutoEntry supplies the clean data that close depends on.
• AutoEntry vs Docyt: Docyt bundles bookkeeping services; AutoEntry stays cheaper and simpler for pure data entry.
• AutoEntry vs Sage: Sage sells the accounting software; AutoEntry is the Sage-owned capture add-on that feeds it.
• AutoEntry vs Zoho Books: Zoho Books includes basic capture; AutoEntry handles higher volume and messier documents.
• AutoEntry vs Wave: Wave costs nothing but caps out fast; AutoEntry suits firms processing real document volume.
• AutoEntry vs Quicken: Quicken targets households; AutoEntry targets practices billing clients for bookkeeping work.
• AutoEntry vs Hubdoc: Hubdoc is free with Xero; AutoEntry wins on Sage, line items, and bank statement pages.
• AutoEntry vs Expensify: Expensify leads on staff reimbursement; AutoEntry leads on supplier bills and statement capture.
• AutoEntry vs QuickBooks: QuickBooks capture is fine for light use; AutoEntry handles bulk scanning far better.
• AutoEntry vs FreshBooks: FreshBooks fits solo invoicing; AutoEntry fits accountants and bookkeepers running many client files.
• AutoEntry vs NetSuite: NetSuite is an enterprise platform; AutoEntry is an affordable add-on for small and mid-sized firms.

Start Using AutoEntry Now

You learned how to use every major AutoEntry feature:

• ✅ Easy Data Entry
• ✅ Detailed Dashboard
• ✅ Accounting Software Integration
• ✅ Bills Management
• ✅ Automated Publishing
• ✅ Line Item Extraction
• ✅ Smart Analysis
• ✅ Bank Statement Processing
• ✅ Expense Reports

Next step: Pick one feature and try it today.

Most people start with Easy Data Entry.

It takes less than five minutes.

Frequently Asked Questions

How does AutoEntry work?

You photograph, scan, or upload documents. AutoEntry reads the data, you categorise it once, then publish it into your accounting software. It remembers those settings next time.

How to use Sage AutoEntry?

Connect AutoEntry to Sage under the Connect menu, import your chart of accounts and tax codes, upload documents, review the captured fields, then publish them.

How long does AutoEntry take to process?

Most documents return within minutes. Processing times are fast, and the more you use AutoEntry, the faster it gets as its machine learning adapts.

How to set up AutoEntry?

Create your account, connect it to accounting software, create a company profile, then import the chart of accounts and tax codes before uploading anything.

Is AutoEntry free with Sage?

No. AutoEntry is a paid Sage add-on starting at $12 per month for the Bronze credit bundle, though Sage runs free trials for new users.