Director at YVB Bookkeeping Services
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Hubdoc vs AutoEntry: What's the difference?

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What do you need to know when choosing data capture software? In this user software comparison, Yvonne Boddie measures up Hubdoc and AutoEntry.

9th Mar 2021
Director at YVB Bookkeeping Services
Columnist
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In the world of bookkeeping, where invoice and receipt maintenance is crucial for accurate accounts, there has been an ever-growing demand for automation and systemisation within this business capacity. 

Apps such as Hubdoc and AutoEntry have stormed the market, promising nothing but exponential increases in time efficiency and reporting accuracy. But do these solutions actually fulfil their claims, or have we been over promised on what they deliver?

Functionality

Cloud accounting apps function to automate the process of collating financial documents from several well-known banks, utilities and telecom providers. The data from the documents is then extracted and synced to your accounting software, which should result in a smooth and efficient reconciliation and payment process.

Hubdoc, generally speaking, does exactly what it says on the tin. With a fully functional and easy to use mobile app. The software provides a simple and efficient process for uploading receipts and invoices to your accounting package. However, there a few elements where Hubdoc falls short:

  1. For an app that brands itself entirely on automation, quite a substantial amount of work needs to be done manually in order to guarantee 100% accuracy. There have been many times where the app has picked up the wrong supplier name, invoice date and invoice total from the documents it is trying to analyse.

  2. The auto-connect feature automatically links the software with numerous online vendors. This allows invoices to be downloaded autonomously, as and when they are raised. The issue here is that time and time again the connection from the software to the vendor is broken. Once the connection has been broken, you must go through the manual process of reinstating the login details.

  3. If you want to explore the full functionality of the app, you need to have your thinking cap on as the customer service department at Hubdoc is almost non-existent. In the past, I have personally emailed multiple times and I am yet to have received any response. 

With the option to memorise transaction analysis and specific VAT rates for future entries and providing a direct exchange for documentation to be submitted to your accounting software automatically, AutoEntry can also be of great benefit to any business. However, the software is not perfect:

  1. Often, uploaded documents get rejected. We found that the software seems to work in a very specific format whereby it only likes to accept documentation when it is being presented in a ‘one size fits all’ kind of way.

  2. Another frustrating element to software is the ‘Pending’ functionality. This is the process whereby an invoice or receipt has been uploaded to the app and the software itself is processing the upload, ready for syncing to the accounting software. In my experience, this has been incredibly time consuming and as a result, we found that it was, on occasion, much faster to upload documentation directly through our accounts software instead.

  3. Ongoing charges have become an issue with AutoEntry. Several businesses have been affected by payment being debited from their account, even after completing the cancellation process.

Price

Starting at £9 a month for a bronze membership, at first glance, AutoEntry may seem to be priced evenly with Hubdoc which costs £10/$12 a month. 

However, being a Xero user, Hubdoc completely annihilates AutoEntry on price because the app is a free add-on for any business subscribed to a Xero accountancy software package. 

AutoEntry works on a credit system. In the bronze package, you get 50 credits for use. A single invoice or receipt is one credit. This innovative system allows you to purchase the package that is just right for you, with a 200% credit overage for unexpected spikes in usage. 

Disappointingly, AutoEntry credits expire 90 days after purchase, making bulk buying or saving credits ineffective. Furthermore, unlike Hubdoc, AutoEntry is not a free add-on, regardless of the accounting package. You can, however, trial AutoEntry for free which does allow you to make the best choice when deciding on what membership to go with.

Hubdoc’s payment system is a little simpler. It is a straightforward monthly fee of £10 a month for those that do not use Xero. There is no membership tier system which means the price is the same for small and medium business alike.

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