Tips for using AutoEntry with cash and bank?

How do others use this?

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We have just started using Autoentry, and I wonder how others are using it successfully in a non integrated situation.

A typical client will have expenses that we capture already through the bank, we intended to use it to track cash expenses but it seems to me that once you let the client loose on it you will end up with a mixture of bank and cash items that will take ages to separate.  Of course we could ask the client only to upload cash items but could not be sure it was correct.

What do others do?

Replies (8)

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John Toon
By John Toon
14th Nov 2017 17:24

We use AutoEntry purely for shoebox clients so we don't let clients loose on the data - pure madness! In this respect, it works well as we avoid pointless data entry and then push it straight into Xero.

For client-facing stuff, we tend to use ReceiptBank connected to Xero. We don't use as a standalone product. We also offer clients training, which they pay for, for using the products we offer them.

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By marks
14th Nov 2017 22:35

We get clients to use autoentry to either take pictures, email or drag and drop purchase invoices and receipts.

We then code it up in autoentry push through to Xero and match against the bank account which will either be uploaded as CSV or by bank feed.

If invoice exists that isnt through the bank we assume paid personally or cash.

If invoice can be matched against bank we do so.

If bank transaction has no invoice/receipt we will either use our judgement based on a similar supplier payment where there was an invoice (it may just be the invoice went missing) or post to drawings/DLA.

We use the ledger 2POUND Xero package for jobs like this where we are effectively doing the bookkeeping and client isnt really bothered about having real time access to anything.

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By chatman
16th Nov 2017 15:54

What do you mean by non-integrated? Do you mean you don't import the invoices to an accounting programme?

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Replying to chatman:
blue sheep
By NH
16th Nov 2017 16:06

correct, AEntry gives you the option to integrate with software which pushes the invoice through to an A/P account. waste of time doing that with loads of small cash paid items

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Replying to NH:
Glenn Martin
By Glenn Martin
16th Nov 2017 16:19

You should maybe consider using the ledger version of Xero and integrate it.

If clients were doing it I would get them to do it in batches so 1 batch all cash, 1 batch all chqs etc, but probably just get them to bring it to you as will save time if you manage all the scanning if client is likely to [***] it up.

Then scan in bank statements post them to Xero ledger then use cash coding to post out really quick for [***] jobs. Plus it means once set up you can upgrade the Xero to cashbook and connect the bank fed for MTD.

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Replying to NH:
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By chatman
16th Nov 2017 16:29

NH wrote:

correct, AEntry gives you the option to integrate with software which pushes the invoice through to an A/P account. waste of time doing that with loads of small cash paid items

How do you get them into your ledger then, and what ledger software are you using?

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Replying to chatman:
blue sheep
By NH
17th Nov 2017 07:03

using it as a data collection tool for certain clients rather than integrated

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Replying to NH:
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By chatman
17th Nov 2017 07:20

Do you not have a ledger then?

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