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Invoice scanning software
Best invoice scanning software
For invoice scanning, start with Dext for bookkeeping capture into Xero or QuickBooks Online, Docparser for recurring supplier layouts, or Nanonets for configurable extraction workflows. Also investigate Rossum when review and approval routing matter. Choose by the fields you need and where they must go.
For a small bookkeeping or operations team processing incoming supplier PDFs and scans. The reference workload is two operators and 300 invoices a month, with a growth case of 1,500. This guide covers extracting and handing off invoice data, not creating invoices or paying suppliers.
Dext
For everyday bookkeeping capture into Xero or QuickBooks Online, consider Dext. Use it when you already keep the books in Xero or QuickBooks Online and need invoice data to reach them. AutoEntry describes Dext extracting invoice data, including individual lines, with mobile and email uploads and connections to Xero and QuickBooks Online. That makes it a practical starting point for a bookkeeper who wants capture built around existing accounts. Trial complex scans and check the exact fields sent to your accounting package. Extraction allowances and add-ons vary by plan, so confirm whether line items are covered at your volume; an integration listing alone does not establish every field or sync direction.
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Docparser
For recurring supplier layouts with parsing rules you control, consider Docparser. Use it when a manageable set of suppliers sends similar invoice layouts. Parsio describes invoice parsing with zonal OCR, while Parseur describes rules, webhooks and Google Sheets connections. SmartAI can help create initial rules, which may still need refinement, so it is worth checking the assisted setup as well as the manual controls. Budget time to maintain rules when layouts change. Parseur places team collaboration on Professional and higher plans, so check the plan for two users and multiple layouts, and test scans and item tables before relying on the output.
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Nanonets
For configurable invoice extraction and downstream workflows, consider Nanonets. Use it when extracting fields and tables is one step in a broader process. Parsio describes a pretrained invoice model, custom fine-tuning and API or ERP connections. It is a candidate to trial when supplier formats vary or the data needs a custom destination. Confirm that your team can configure the extraction and exact destination connector, and ask what onboarding help is included. Published billing descriptions differ, so request a quote for the complete workflow rather than multiplying a quoted OCR rate by your invoice count.
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Rossum
For invoice review and approval routing before ERP handoff, consider Rossum. Investigate it when reviewing exceptions and routing approvals are part of the job. Parsio describes invoice extraction within an AP workflow, human review, approval routing, exception handling and ERP integration. Consider this workflow when a simple extraction-and-export tool would leave substantial coordination outside the system. For scanned invoices, verify image input and line-item output before shortlisting. Also check approval features, implementation work and the contract at your volume. A wider AP platform may be unnecessary for a spreadsheet-only task.
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Compare the cost of the whole workflow
Ask for a quote using your actual invoice count, pages per invoice, two-user access and required line-item extraction. Include review, export or integration steps and the 1,500-invoice growth case. A document allowance, a page allowance and a workflow credit are not interchangeable.
For spreadsheet-first work, check the exported columns and whether multiple invoices can be combined as you need. For bookkeeping or AP, check the exact accounting connection, supported fields and what happens when a bill needs correction.
Test the handoff before committing
- Choose a small set of representative supplier invoices: clean PDFs, phone scans, repeat layouts and itemized multi-page files.
- Check vendor, invoice number, date, currency, tax and total; verify each required line item separately.
- Correct one extraction error and follow it into your spreadsheet or accounting system. Check field mapping and how duplicates are handled.
- Confirm the chosen plan covers your users, document mix, integration and recurring volume before enabling unattended posting.