 Name | Invu | Auto Entry | DOKKA | Paperless | Entryless | Datamolino | SmartSoft |
|---|---|---|---|---|---|---|---|
| Rating | 4.0/5 1 rating | 4.0/5 1 rating | 5.0/5 1 rating | 4.0/5 1 rating | no rating | 4.0/5 1 rating | 4.0/5 1 rating |
| Include in Final Shortlist | Nein | Ja | Ja | Nein Would be on Sage shortlist if only it could handle line items | Nein | - | Ja |
| Official Website | invu.net | autoentry.com | dokka.com | paperlesseurope.com | entryless.com/... | datamolino.com/en | smart-soft.net/... |
| UK | Ja | ||||||
| HK | Ja | ||||||
| ES | Ja | ||||||
| Shortlist Comparison | Far too expensive if you want it to provide the sophistication it purports to offer. | Quite a nice system to use once you've waited a few hours for the processing, although that is quicker and more accurate than Datamolino. Not the most intuitive of systems and there does not seem to be much you can do in terms of settings and nor does it seem to get the settings from Xero, so you need to watch out for things like the category and currency of the invoice. However overall it seems to work better than most, as long as you're using Xero. It seems to rely on its own lists rather than those in Xero - which seems to be duplication of effort and risk of error. It looks as if it can handle bank statements too, which could potentially be handy. Plus the pricing is fair, with a 3 month rolling average and you can even exceed your monthly allowance. It also seems to allow upload of excel and csv files, which is handy in China and Hong Kong. | Document collection, document management, A.I. Powered automated bookkeeping entries, messaging collaboration, drag and drop, integrated with Xero, QBO, SAGE & more | Lovely interface but useless without currencies and does not offer automated line items | Has quite a nice, clean user interface and seems quite intuitive to use. Probably the biggest drawback is the lack of ability to train the system yourself. Although it provides line items, those lines do not include fields such as quantity, description and price per item. Nor does it seem able to handle invoice like those from Sky. | Smartsoft never fails to amaze me in its capabilities for accurate data recognition and ease of manipulation. It is only let down by its lack of integration with accounting systems and document management. If you could integrate those different apps together to make one, it would probably be the best solution. This is pretty much what C2S (ClickToScan) have done but then they pretty much slammed the door in my face when it came to trying to evaluate more complex documents. | |
| Multi-currency | Ja | Ja | Ja | Ja | Nein | Ja | Ja |
| Multi-company | Ja | Ja | Ja | Ja | Ja Groups | ||
| Multi-user Login | Ja | Ja | Ja | Ja | Ja | ||
| Accurate document recognition | Ja | Ja Fairly accurate but sometimes have to wait a long time | Ja | Ja Probably not as sophisticated as SmartSoft recognition | Ja | Ja | Ja |
| Can it handle line items? | Ja | Ja | Ja If the line items are the same each month, it's automated, otherwise it can be done using the Drag-and-Drop | Nein Only by manual entry | Nein Only manually | Ja | Ja |
| Is the document flow process automated | Ja Can be | Ja Semi-Automated. The bookkeeper needs to click the approve button before it is pushed into the accounting software | Ja | Ja | Nein | ||
| Does it store the document against the transaction in the accounting system? | Ja | Ja | Ja | Ja | Ja | - Can potentially interface via DLL | |
| Offers supplier portal | Ja Full smart document management system for both the bookkeeper and the client | ||||||
| Does it interface with Sage 50? | Ja | Ja | Ja | Ja | Nein | - Can produce a multi-line csv filefor import to Sage | - Via csv export |
| Xero | Nein | Ja | Ja | Nein | Ja | Ja | - Possibly via csv export |
| Quickbooks online | Nein | Ja | Ja | - Desktop ? | - via csv | ||
| Sage One | Nein | Ja | Ja | Ja | - via csv | ||
| MS Dynamics | Ja | Nein | Nein | Ja | |||
| Is document recognition user-controllable? | Ja | Nein | Ja Yes, everything can be overwritten using manual editing, or the drag and drop | Ja | Nein | Ja | |
| Can it interpret Excel documents? | Nein | Ja Not as fast or accurate as PDF | Ja | Nein | Nein | Ja | Nein |
| Does it offer accounting system dropdown prompts for things such as supplier code, nominal code, product code, etc? | Ja | Ja | Ja Full 2 way sync with Xero, QBO & various SAGE products | Ja | Nein | Ja via Lists, SQL or API | |
| Does it include a document workflow system with stages such as invoice approval? | Ja | Ja | Nein | Ja | Ja | - Can be interfaced with a Document management System | |
| Can it automatically validate the invoice against a Purchase Order? | Ja Possibly only if the PO Number forms part of the header record | Nein | Nein | Ja | Nein | Nein I assume not but maybe it can | |
| Does it check for duplicate invoice numbers? | Ja | Ja | Ja Both duplicate source documentation, and duplicates against the integrated accounting software | Ja | Ja | ||
| Can it post an invoice as approved? | Ja | Ja Various options on posting including approved and draft | Nein | Ja | |||
| Does it have any kind of dashboard to show status of document flow? | Ja | Ja | Ja | Ja | Nein | Nein | |
| Can it process sales invoices as well as purchase invoices? | Ja | Ja | Ja | Ja | Ja | Ja | |
| Does it have mobile app? | Nein | Ja Very basic | Ja Yes, both android and ioS | Nein | Ja | Nein | |
| Can it support large document import? | Nein | Ja | Ja | Ja | Ja Up to 300 pages per session | ||
| Is it Cloud-based or Client/Server | Client/Server | Cloud-based | Cloud-based | Client/Server | Cloud-based | Cloud-based | Client/Server |
| Trial Version available | Nein | Ja | Ja On Request | Nein | Ja | Ja | |
| No User Training Required | Nein | Ja | Ja User training not required to start using, but recommended to use the customer success team for an onboarding for each user | Nein | Ja | Ja | |
| Installation and setup | Very easy | Within a few minutes. All self serve, or setup by the customer success team | Seems to be fairly easy as you can download a trial and run it without any help | Seems to be fairly easy as you can download a trial and run it without any help | |||
| General comments | Seemingly very similar to paperless but perhaps a bit more modern, versatile and sophisticated. I think it also handled line items. They seem very adaptable and might even be able to check PO's against Orderwise, yet post the invoice to Sage | Language agnostic so works in any country. Full integration with Xero, QBO, and some SAGE products. Integration with other accounting software products. All approved bookkeeping entries can be downloaded in a spreadsheet or csv. | Is limited to Sage but seems to do the job very efficiently. Main hesitancy against signing up is the fact that it does not handle line items and there is no trial system and going with the system involves a minimum 12 month commitment, along with installation and training time and costs, whereas other comparable systems are available on a trial and do not involve such an upfront commitment. One nice thing is that you can have it set up Sage supplier accounts on the fly. | Very nice and efficient system but unfortunately does not yet off line items or currency control. No option for quantity, description and unit price, for example | Good system and great value but can be frustrating having to rely on them to remotely set up the document recognition, especially as it's only 5 days a week Monday to Friday. I would personally probably write off this system for now due to the lack of user control over the document recognition but if ever they changed that then I think it would be close to an ideal system at an affordable price. Q. I have been evaluating many different systems and I consider Datamolino to be one of the best, at least for my needs. One slight frustration though is in the fact that I have no control over the document recognition process. So if your (manual?) process has not worked correctly I presume I have to report the issue to you and then wait for you to fix. Have you thought about combining your system with a user-manageable document recognition system so that the user would have full control? A. Thank you for your observations. We have received such queries a couple of times before but the fingerprinting process is one of the vital for us and can not be done by the user. What can be done, however, by the user is that the user can tell to the operator what should be fingerprinted and captured instead and the operator is happy to implement it if possible. Here is more on this topic. Maybe in the future we will provide some flexibility to this but I can't promise that. However, once the document is fingerprinted correctly it goes really fast and accurate. Your trial has lapsed and we will help you as much as we can if you decide to go with us. Cheers | Seems to be a great system but has the apparent limitations of not directly interfacing with the accounting software and not offering order validation or invoice approval processes. Nor does it offer integrated document management, so there is no ability to directly access the original document from the resultant transaction in the accounting system. One big advantage of SmartSoft though is its ability to analyse and extract much more than just invoice data as well as their willingness to work with the client to find the best long-term solution to meet each client's particular needs. A prime example of this might be the desire to electronically analyse an incoming delivery note from a supplier and to use that data to automatically update inventory or later match against a purchase invoice. |