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  5. AutoEntry & Receipt Bank: How do the line items match up?

Cost

At a reported 40p per document Receipt Bank is more expensive compared to AutoEntry, where the marginal line item charges range between 15p and 18p.

Control

How can you control how line items are used to avoid awkward billing questions with your client?

If a client has been added to Receipt Bank with Admin user permissions then that means they have the ability to turn on line item extraction for any supplier. There is no warning when they do this that there is a cost involved.

Previously there’s not been a reason not to add the business owners or managers of your clients as admin users, so if you are an established user of Receipt Bank and you have lots of clients using it, you would have to go through manually and change their permission levels to basic.

Users with basic permissions level cannot turn on line item extraction. However they can can only view and edit their own items, and optionally publish to accounting software, so there are a number of scenarios this would not be appropriate:

  • The business owner/manager wanted to view their business partners’ or staffs’ submissions
  • The client managed their own bookkeeping

There is no default setting for all items to be automatically extracted, so if you did want it for every supplier then you’d have to go through them all individually.

In comparison AutoEntry has more granular user permissions, which allow a user to have access to their own and other users’ documents without having access to  manage company settings and supplier suppliers. This means that there’s no likelihood of them being accidentally switched on by a client without them understanding the billing implications.

With AutoEntry if you have the permissions to manage company and supplier settings there is a note to say that it will deduct 2 credits per invoice next to both options so the implications are clear.

There is a default setting for all items to be automatically extracted, but if you did not want to so if you did want it for every supplier then you’d have to go through them all individually.

You do also get the option of line-item extraction on an ad hoc basis via direct upload, which is not currently a function for Receipt Bank.

Bulk Setup Option

There is no option in either to bulk check line items on or off for suppliers, which does make the initial setup more long winded that it would otherwise be if this was an option, however this would only be a one-time process.

Extraction

  • What types documents can line items be extracted from?
    • Purchase invoices
    • Receipts
    • Credit notes
    • Delivery notes

Receipt Bank cannot extract Line Items from Statement/Remittance advice or Sales Invoices. In these cases, they  extract the document normally without Line Item Extraction. You can find the item in the Inbox with a note saying that the item type is not supported and  you won’t be charged for this.

  • What types of submission can line items be extracted from?
    • Line items can be extracted from the above documents via all submission forms: upload via website, photo from the app, email or document fetching
      .
  • What data is extracted?
    • Product/service description
    • Tax value (but not tax codes or tax rates)
    • Total
  • What are the key issues where line items are unable to be extracted?
    • If parts of the document were blurry or unreadable we may leave some fields blank.
  • What is the line item accuracy for each document type
    • Photo – We could not obtain this data
    • PDF – We could not obtain this data

  • What types documents can line items be extracted from?
    • Purchase invoices
    • Sales invoices
  • What types of submission can line items be extracted from?
    • Line items can be extracted from the above documents via all submission forms: upload via website, photo from the app, email or document fetching
  • What type of data is extracted?
    • Product code
    • Product/service description
    • Quantity
    • Net
    • Tax value
    • Total
  • What are the key issues where line items are unable to be extracted?
    • Key issues would be exactly the same as for when an extraction cannot be completed i.e. low resolution, blurry image.
  • What is the line item accuracy for each document type?
    • Photo – We could not obtain this data
    • PDF – We could not obtain this data

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