Best Invoice Scanning Software for QuickBooks (2026)

QuickBooks includes built-in Receipt Capture for snapping photos of receipts and matching them to expenses, but it has no native capability for scanning invoices. That distinction matters more than most users realize. Third-party invoice scanning tools fill this gap by extracting structured data from vendor invoices, including line items, PO numbers, tax breakdowns, and payment terms, then syncing that data directly into QuickBooks as bills ready for review and payment. Solutions like Dext, AutoEntry, BillBjorn, and Scan2Invoice each take a different approach to solving this problem, and the right choice depends on your volume, workflow, and budget.

This guide is a vendor-neutral comparison of 10 of the best invoice scanning software for QuickBooks, with each tool evaluated on the same criteria: OCR accuracy, line-item extraction depth, batch processing capability, pricing structure, and QuickBooks integration method. Whether you process 20 invoices a month or 200+, the comparison ahead covers the full range.

First, though, the fundamental difference between receipt scanning and invoice scanning inside QuickBooks, because that gap is exactly what drives the need for a dedicated solution.

Receipt Capture vs. Invoice Scanning: The Gap QuickBooks Doesn't Fill

QuickBooks Online includes a feature called Receipt Capture (sometimes referred to as Receipt Snap on mobile) that many users assume covers all their document scanning needs. It does not. Understanding where Receipt Capture ends and invoice scanning begins is critical before you evaluate any third-party tool.

What Receipt Capture actually does: It uses OCR to read a photo or PDF of a single-page receipt and extract basic fields -- vendor name, date, and total amount. It then creates an expense transaction in QuickBooks. The feature is designed for expense tracking: snapping photos of lunch receipts, office supply runs, or fuel purchases. For that narrow use case, it works reasonably well and comes free with your QuickBooks subscription.

What Receipt Capture cannot do: It was never built for vendor invoices. Specifically, Receipt Capture does not:

Support multi-page vendor invoices (common for wholesale orders, professional services, or any itemized purchase)
Extract line items -- descriptions, quantities, unit prices, or extended amounts
Capture PO numbers, payment terms, or due dates
Create bills in QuickBooks (it only creates expense transactions, bypassing your Accounts Payable workflow entirely)

Even within its limited scope, Receipt Capture frustrates users. QuickBooks community forums are filled with complaints about Receipt Snap's poor edge detection, low-resolution black-and-white captures, and duplicate entries. Email forwarding fares no better -- the system inconsistently classifies documents as receipts or bills, with no user control over the result.

For vendor invoices, the gap is more fundamental. Invoices carry structured line-item data, tax breakdowns, payment terms, and purchase order references that need to enter QuickBooks as bills for proper AP management. Receipt Capture discards all of that detail. The alternative -- manually keying each invoice line by line into the bill entry screen -- is exactly the bottleneck that keeps AP teams buried in data entry.

According to Intuit QuickBooks research on small business financial literacy, 71% of small business owners still use pen and paper or spreadsheets to manage some aspects of their finances, even though 71% also use accounting software, leaving them vulnerable to human error. That gap between having accounting software and actually automating data entry is precisely where QuickBooks bill entry automation falls short without dedicated scanning tools.

For QuickBooks users evaluating their options, document scanning falls into three tiers:

Built-in Receipt Capture -- handles basic receipts, included free with your QuickBooks subscription. No line-item extraction, no bill creation.
Mid-tier invoice scanning tools -- purpose-built for structured invoice extraction with line items, PO numbers, and direct bill creation in QuickBooks. Typically $20-100+/month depending on volume.
Enterprise AP automation suites -- full Accounts Payable workflows including approval routing, three-way matching, and vendor portals. Often $39-200+/user/month with implementation costs.

This guide focuses on the mid-tier category: tools that bridge the gap between QuickBooks Receipt Capture vs. invoice scanning by extracting the granular, line-level data your invoices contain and pushing it into QuickBooks as properly formatted bills.

Once these limitations are clear, the next question becomes which features separate a capable invoice scanner from one that will leave you with the same manual cleanup problems. That starts with knowing what to evaluate.

What to Look for in an Invoice Scanner for QuickBooks

Before comparing individual tools, you need a clear framework for evaluation. The features that matter for invoice scanning are fundamentally different from what makes a good receipt scanner, and marketing copy rarely makes that distinction. Here are the criteria that separate effective QuickBooks invoice capture software from tools that fall short.

Line-item extraction is the single most important differentiator. A true invoice scanner extracts individual line items -- descriptions, quantities, unit prices, and line-level tax -- producing one row per line item in your output. A receipt scanner captures only header-level totals: vendor name, date, and a single amount. If the tool you are evaluating produces one summary row per invoice rather than granular line-item data, it is a receipt scanner regardless of how it is marketed. For anyone processing vendor invoices in QuickBooks, this capability defines whether the tool actually reduces your data entry workload or moves it from one screen to another.

Multi-page document support is non-negotiable for real invoice processing. Vendor invoices regularly span two, three, or more pages with rolling line-item tables that continue across page breaks. The scanner must handle these as a single document without splitting data or losing continuity between pages. Tools designed for single-page receipts often choke on multi-page PDFs, producing incomplete or duplicated records.

OCR accuracy on invoices demands more than receipt-level performance. Receipts have relatively uniform structures. Invoices, by contrast, present complex tabular layouts that vary across every vendor -- different column orders, merged cells, multi-line descriptions, and inconsistent formatting. QuickBooks invoice OCR needs to handle this variability accurately, particularly within line-item tables where a misread quantity or unit price cascades into incorrect bill amounts.

Batch processing capability determines whether the tool scales with your volume. If you are processing 50 to 200 or more invoices monthly, scanning one document at a time is not viable. Look for high-volume batch processing that lets you upload dozens or hundreds of invoices in a single operation and receive structured data back without babysitting each scan.

QuickBooks integration method varies significantly across tools and affects both automation and control. Some invoice scanning apps for QuickBooks connect through direct API sync, creating bills in QuickBooks automatically. Others use email forwarding with varying reliability. A third category exports structured files (CSV or Excel) for manual import. Direct sync saves time but gives you less review control; file export requires more manual steps but lets you verify every entry before it hits your books. For a deeper look at these tradeoffs, our guide on evaluating invoice scanning software walks through the full decision framework.

Supported document formats should match what your vendors actually send. At minimum, the tool must handle PDF invoices (both native digital and scanned images), common image formats like JPG and PNG, and email attachments. If your vendors send invoices as email attachments in mixed formats, confirm the tool processes all of them without requiring you to convert files manually first.

Pricing model varies widely -- per-document, monthly subscription, or credit-based -- and cost per invoice processed can differ by an order of magnitude across tools. A tool that looks affordable at 20 invoices per month may become expensive at 200. Calculate your actual per-invoice cost at your expected volume before committing.

QuickBooks Online vs. Desktop compatibility is an easy detail to overlook. Not all tools support both versions, and some that advertise QuickBooks compatibility only integrate with QuickBooks Online. If you run QuickBooks Desktop, confirm compatibility with your specific edition before investing time in setup and testing.

The 10 Best Invoice Scanning Tools for QuickBooks

The following comparison covers tools across different categories, from accountant-focused platforms to AI-powered extraction engines. Each is evaluated on the same dimensions so you can compare directly.

Tool	Category/Specialty	QuickBooks Integration Method	Line-Item Extraction	Pricing Model	QBO App Store Rating
Dext	Accountant document capture	Direct QBO API sync	Yes	Monthly subscription (tiered)	3.5/5
AutoEntry (Sage)	Multi-platform capture	Direct QBO/Xero/Sage sync	Yes	Credit-based	4.0/5
BillBjorn	QBO-native bill scanning	Direct QBO API sync	Yes	Subscription	4.8/5 (58 reviews)
Scan2Invoice	Desktop scan-to-bill	Direct QBO API sync	Limited	Subscription	4.4/5 (43 reviews)
EzzyBills	PO matching + scanning	Direct QBO API sync	Yes	Subscription	N/A
DocuClipper	PDF conversion + sync	Direct QBO API sync	Yes	Subscription (tiered)	N/A
Nanonets	AI/IDP platform	API-based QBO integration	Yes (configurable)	Usage-based	N/A
PostInvoice	PDF invoice specialist	Direct QBO API sync	Limited	Subscription	N/A
DOKKA	Email invoice capture	Direct QBO API sync	Yes	Subscription	N/A
Invoice Data Extraction	AI prompt-based extraction	Manual import (Excel/CSV/JSON)	Yes (granular)	Free 50 pages/mo + pay-as-you-go	N/A

Dext (formerly Receipt Bank)

Dext is the most established name in document capture for accounting practices. It connects directly to QuickBooks Online via API, pushing extracted invoice data into QBO as draft bills for review or auto-publishing based on configurable rules. The platform supports multi-currency invoices and includes approval workflows, making it a fit for practices managing multiple clients through a single portal.

Line-item extraction covers descriptions, quantities, unit prices, and tax amounts per line, and Dext claims 99%+ accuracy on data capture, though this figure is vendor-reported rather than independently verified. Batch processing is supported through bulk document upload, email forwarding, and a mobile app. The platform also handles receipt capture, expense reports, and bank statements alongside invoices.

The trade-off is price. Dext sits at the highest price point in this comparison, with tiered monthly subscriptions that scale by feature access and user count. For solo bookkeepers processing a small volume of invoices, the cost may be difficult to justify. But for accounting practices managing dozens of clients, the client portal, approval workflows, and multi-entity support can consolidate what would otherwise require multiple tools.

AutoEntry (Sage)

AutoEntry uses a credit-based pricing model where each page of data extraction consumes credits, and unused credits roll over. This structure suits firms with variable monthly volumes better than flat-rate subscriptions. The tool integrates directly with QuickBooks Online, Xero, and Sage, which makes it a practical choice for firms that support clients across multiple accounting platforms.

Line-item extraction pulls descriptions, quantities, and amounts reliably. AutoEntry's auto-publish rules allow high-volume workflows where recurring vendor invoices bypass manual review entirely. Since Sage acquired AutoEntry, the interface and feature development increasingly favor Sage-native workflows, and firms committed exclusively to QuickBooks may find QBO-specific features lag behind. Still, for practices that need one tool across multiple accounting platforms, AutoEntry's multi-platform flexibility is difficult to match elsewhere.

BillBjorn

BillBjorn holds the highest rating on the QuickBooks App Store at 4.8 stars across 58 reviews, which reflects a tool built specifically around QuickBooks Online workflows rather than adapted from a broader platform. It scans invoices and creates bills directly inside QBO, with field mapping designed to match QuickBooks' native bill structure.

The QBO-native approach means less friction during setup -- no middleware layer or external dashboard to manage. BillBjorn operates within the QuickBooks environment, creating bills with mapped vendor, amount, and line-item fields that match QBO's native structure. It handles standard multi-page invoices, though batch processing is designed for small-to-medium volumes rather than enterprise-scale throughput. If you work across multiple accounting platforms or need to export data in formats other than QBO bills, BillBjorn does not accommodate that. For bookkeepers and small business owners whose entire workflow lives in QuickBooks Online, the focused scope is a feature, not a constraint.

Scan2Invoice

Scan2Invoice has an established presence on the QuickBooks App Store with a 4.4-star rating across 43 reviews. The tool's core workflow centers on physical document scanning, connecting desktop scanners to a direct scan-to-bill pipeline for QuickBooks Online.

The desktop scanning support is what differentiates Scan2Invoice from cloud-first competitors. Businesses that receive paper invoices by mail and process them at a dedicated workstation get a direct path from scanner glass to QuickBooks bill. The tool extracts header-level data (vendor, invoice number, date, total) reliably, though line-item extraction is more limited compared to platforms like Dext or AutoEntry.

For offices that have largely transitioned to receiving PDF invoices via email, Scan2Invoice's desktop-scanning emphasis is less relevant. The tool handles PDF uploads as well, but the feature set is optimized for the physical-to-digital workflow. Best suited for businesses that still receive a significant volume of paper invoices and want a straightforward path into QuickBooks without an extensive software stack.

EzzyBills

EzzyBills stands out in this comparison for one capability that is rare at this price tier: purchase order matching. The tool can match incoming invoices against existing purchase orders, flagging discrepancies in quantities, pricing, or line items before the data reaches QuickBooks. For businesses with formal procurement processes, this eliminates a manual reconciliation step that other scanning tools leave untouched.

The QuickBooks integration creates bills from scanned invoices, and line-item extraction is supported. Batch upload handles moderate volumes, and the extraction accuracy on standard invoice formats is competitive with other mid-tier tools in this list.

Where EzzyBills falls short is user experience -- the interface and onboarding feel less polished compared to tools like Dext or BillBjorn. Setup requires more configuration, particularly when establishing PO matching rules. But for businesses where three-way matching (PO, invoice, receipt) is a real operational need, EzzyBills addresses a gap that most invoice scanning tools ignore entirely. Teams focused on AP invoice scanning automation will find the PO matching capability particularly relevant.

DocuClipper

DocuClipper approaches the problem from a PDF conversion angle rather than a traditional scanning workflow. The tool converts PDF invoices into structured data and syncs that data with QuickBooks for bill creation. It also handles bank statement conversion, which makes it useful for firms that process both document types regularly.

Line-item extraction is supported, and the conversion engine handles multi-page PDF invoices. The QuickBooks sync pushes extracted data as bills, following a similar pattern to other direct-integration tools in this list. Pricing follows a tiered subscription model based on document volume.

The tool is strongest when the input is already digital. If your invoices arrive as PDF attachments and you need to convert high volumes into structured QuickBooks data, DocuClipper is purpose-built for that workflow. It is less suited for businesses that need to scan paper documents or capture invoices from photos, where tools with mobile apps and physical scanner support have an advantage.

Nanonets

Nanonets is an Intelligent Document Processing (IDP) platform that happens to offer QuickBooks integration rather than a tool built around QuickBooks specifically. The distinction matters: Nanonets provides configurable extraction models, API-first architecture, and custom workflow automation that go well beyond what typical invoice scanning apps offer.

Line-item extraction is fully configurable. Users can train custom extraction models, define validation rules, and build multi-step processing pipelines. The QuickBooks integration pushes extracted data as bills, but the platform also supports output to dozens of other systems via API and webhook integrations. Batch processing handles large volumes, and the AI models improve with feedback over time.

That configurability comes with setup complexity. Nanonets requires more technical involvement than tools like BillBjorn or Scan2Invoice. Configuring extraction models, setting up API connections, and building validation workflows demands either developer resources or significant time investment from a technically comfortable user. For businesses with technical staff who want a customizable extraction pipeline that extends beyond QuickBooks, Nanonets offers capabilities that simpler tools cannot match. For a bookkeeper who just wants invoices in QBO, it is more tool than necessary.

PostInvoice

PostInvoice focuses narrowly on converting PDF invoices into QuickBooks bills. The scope is deliberately limited: upload a PDF invoice, the tool extracts the relevant data, and a bill appears in QuickBooks. There is no receipt scanning, no expense management, no bank statement processing.

This focused scope is both the strength and the limitation. For businesses whose only need is getting PDF invoices into QuickBooks as bills, PostInvoice delivers that without the feature complexity of broader platforms. Line-item extraction is limited to basic fields, and the tool handles standard invoice layouts more reliably than complex or non-standard formats.

Batch processing is available for moderate volumes. The tool is best suited for straightforward PDF-to-bill conversion where invoices follow relatively consistent formats. Businesses with diverse vendor invoice layouts, multi-currency requirements, or complex line-item structures will likely find the extraction capabilities insufficient for their needs.

DOKKA

DOKKA differentiates itself through automatic email invoice capture. The platform monitors designated email inboxes, identifies incoming invoices from attachments and email bodies, extracts the data, and creates bills in QuickBooks without manual upload. For businesses that receive the majority of their invoices via email, this eliminates the download-upload-extract cycle entirely.

The AI-based extraction includes document classification, so the system distinguishes invoices from other email attachments automatically. Line-item extraction is supported, and the QuickBooks integration creates bills with mapped fields. The email monitoring runs continuously, so invoices are captured as they arrive rather than in periodic batches.

DOKKA works best when email is your primary invoice channel. Businesses that receive invoices through vendor portals, physical mail, or file-sharing platforms still need to upload those documents manually. The email capture is genuinely hands-off for email-delivered invoices, but it does not replace a broader document capture workflow. Best for businesses where email is the dominant invoice delivery method and the priority is reducing the manual steps between inbox and QuickBooks.

Invoice Data Extraction

Invoice Data Extraction takes a fundamentally different approach from the other tools in this comparison. Rather than connecting directly to QuickBooks, the platform is an AI-powered extraction engine controlled through natural language prompts. Users upload batches of up to 6,000 mixed-format files (PDFs and images, including lower-quality scans and phone photos) and instruct the AI on exactly what data to extract and how to structure the output.

The prompt-based system provides granular control that fixed-field tools cannot match. A user might instruct the AI to "Extract line items with description, quantity, unit price, and tax" for one batch, then switch to "Extract invoice number, date, vendor name, and total for 1099 reporting" for another, without reconfiguring any settings. Line-item extraction is a core strength, with every output row including a source file and page number reference for verification against the original document. Processing runs at 1-8 seconds per page, and the platform handles complex files including multi-page PDFs up to 5,000 pages.

The output is a structured Excel (.xlsx), CSV, or JSON file rather than a direct QuickBooks bill. This is the primary limitation for QuickBooks users: there is no direct API sync with QBO, so importing the extracted data requires a manual CSV import step or a third-party import tool. For users who need a one-click scan-to-bill workflow, this adds friction. But for users who process diverse invoice formats, need custom extraction rules, or want structured data they can review and transform before it enters QuickBooks, the flexibility offsets the extra import step. Pricing starts at permanently free for 50 pages per month with full functionality (no credit card required), with pay-as-you-go credits above that threshold and no subscription commitment.

Before committing to a paid plan, several of these tools offer trial periods or limited free tiers. For a broader look at no-cost options, see our guide to free invoice scanning tools.

How to Choose the Right Invoice Scanner for Your QuickBooks Workflow

Ten tools is a lot to evaluate. The fastest path to a decision is matching your specific workflow to the tool built for it.

If you run an accounting practice managing multiple clients, Dext or AutoEntry should top your shortlist. Both offer multi-client management dashboards, support QuickBooks Online and Desktop, and integrate with other accounting platforms. That cross-platform flexibility matters when different clients use different systems.

If you use QuickBooks Online and want a native, well-reviewed integration, BillBjorn is purpose-built for QBO with consistently high ratings in the QuickBooks App Store. It focuses on doing one thing well rather than spreading across multiple platforms.

If your AP process involves purchase order matching, EzzyBills stands out. PO matching is rare at the mid-tier price point, and for businesses that need three-way matching between invoices, POs, and receipts, this capability alone can justify the choice.

If you process high volumes of PDF invoices, DocuClipper or PostInvoice offer focused PDF-to-QuickBooks workflows without the overhead of features you will never use. Both handle batch uploads efficiently for teams that receive most invoices as PDF attachments or downloads.

If invoices arrive primarily by email, DOKKA's automatic email inbox monitoring captures invoices as they land, eliminating the download-then-upload step that adds friction to every other tool.

If you need flexible extraction with custom output formats, Invoice Data Extraction lets you control exactly what data gets extracted and how it is structured through natural language instructions. That prompt-based approach adapts to non-standard invoice layouts and custom field requirements without waiting for vendor-side template updates.

If you are budget-conscious or testing the waters, start with a free tier. Invoice Data Extraction offers 50 free pages per month permanently, giving you enough volume to evaluate real-world accuracy on your actual vendor invoices without a financial commitment.

Factor in the True Cost Per Invoice

Pricing across these tools ranges from free tiers to $100+ per month depending on volume and feature set. Flat monthly rates can be misleading. A $50/month plan that covers 500 invoices costs $0.10 per invoice. A $30/month plan capped at 100 invoices costs $0.30 each. Calculate your cost per invoice processed based on your actual monthly volume, then compare. Volume-based pricing shifts the economics significantly as your invoice count grows.

Also consider whether your QuickBooks data workflow extends beyond vendor invoices. If you are also importing bank statements into QuickBooks or processing other financial documents, AI-powered invoice data extraction tools that handle multiple document types reduce the number of separate integrations you need to maintain.

Test Before You Commit

The most reliable evaluation criterion is real-world accuracy on your actual invoices. Vendor demos use clean, well-formatted samples. Your invoices include the handwritten notes, inconsistent layouts, and multi-page line items that expose accuracy gaps.

Pick 2-3 tools from this list, run a sample batch of 10-20 of your real vendor invoices through each, and compare the results. Check line-item extraction accuracy, field mapping to QuickBooks, and how much manual correction each tool requires. The category of AI-powered extraction continues to improve accuracy and reduce manual data entry across financial document workflows, but performance still varies by vendor format and invoice complexity. Your invoices are the only test that matters.