EazyCapture is an intelligent invoice capture platform built specifically for UK accounting and bookkeeping firms. It extracts data from invoices, receipts, and statements, categorises transactions using the firm’s chart of accounts, assigns VAT rates based on HMRC legislation, and posts directly to Xero or QuickBooks.
This review covers what the product does, how it differs from alternatives like Dext and AutoEntry, what it costs, and where it falls short. It is written by the EazyCapture team, so take the perspective into account, but the information is factual, and the limitations are included.
What EazyCapture Does
At its core, EazyCapture is a pre-bookkeeping layer. It sits between the moment an invoice arrives and the moment it posts to the ledger. The system handles extraction, categorisation, VAT assignment, and publishing in a single workflow.
The key capabilities:
- Multi-page PDF processing. Upload a PDF containing multiple invoices. The system separates each one and processes them individually. No manual splitting required.
- Multi-invoice photo capture. Place several receipts on a desk, take one photograph, and each receipt is identified, cropped, and processed as a separate transaction.
- Line-item splitting. When an invoice contains line items with different VAT rates, the system splits them automatically before posting.
- Prepayment detection. Software subscriptions, annual insurance, rent paid in advance. The system flags these and prompts correct period allocation instead of expensing in full.
- Asset classification. Distinguishes tangible from intangible assets based on the client’s business type. A laptop is a tangible asset for an IT consultancy; a purchased software licence is intangible.
- CIS auto-extraction. For construction industry clients, CIS deductions and account names are assigned automatically.
- Handwritten text recognition. Detects notes like “Paid,” “DLA,” or “Cash” written on invoices and factors them into reconciliation.
- Multilingual support. Invoices in French, Arabic, Spanish, or other languages are captured, translated where needed, and posted correctly.
- Smart query management. If a category is missing in the connected ledger (for example, “Travel” doesn’t exist in Xero but an eatery invoice appears), the system prompts the user to create it.
How It Works
The workflow has three stages:
- Capture. Upload a PDF, forward an email to a dedicated inbox, or snap a photo from the mobile app. Bulk uploads are supported. Everything goes to the EazyCapture inbox.
- Categorise. The system extracts supplier, date, amount, VAT rate, and line items. It maps transactions to the firm’s chart of accounts, checks for duplicates, and flags exceptions for review.
- Publish. Approved entries post directly to Xero or QuickBooks with the original document attached. Sage and FreeAgent integrations are on the public roadmap.
Pricing
EazyCapture uses per-client pricing with two tiers:
Eazy Start: £12 per client per month. Minimum 10 clients. Includes invoice and receipt capture, asset categorisation, VAT extraction, multilingual support, smart query management, and the mobile app. Maximum 250 pages per client.
Eazy Scale: £18 per client per month. Same minimum. Adds multi-invoice photo capture, multi-page PDF processing (up to 100 pages), multi-currency conversion, prepayment detection, and line-item extraction.
For firms with more than 500 clients, custom enterprise pricing is available.
There is a 14-day free trial with no payment details required upfront.
How It Compares to Dext and AutoEntry
Both Dext and AutoEntry are established tools with large user bases. EazyCapture is newer and smaller. The differences are architectural, not cosmetic.
Dext uses OCR-based extraction. It is fast and accurate on standard invoices but requires manual intervention for multi-rate VAT, prepayments, and complex layouts. It does not offer multi-invoice photo capture or handwritten text recognition. Pricing is per-user, which can become expensive for larger teams. Full details in the Best Dext Alternative comparison.
AutoEntry uses a credit-based model starting at £24/month for 50 credits. It handles basic extraction well but treats extraction as the finish line. Prepayments, assets, and CIS deductions still require manual classification. Full comparison on the Best AutoEntry Alternative page.
EazyCapture’s core argument is that extraction alone is not enough. The value is in getting the transaction ledger-ready before a human touches it. That includes VAT splitting, prepayment detection, asset classification, and CIS handling at the point of capture.
The Bottom Line
EazyCapture is a focused, UK-specific invoice capture tool that goes deeper than most alternatives on the things that matter to accounting practices: VAT accuracy, CIS compliance, prepayment handling, and multi-format document processing.
It is not the right fit for every firm. If Sage or FreeAgent is the primary ledger, the integration is not ready yet. If the practice operates mainly outside the UK, the compliance features are less relevant. If the firm needs a full accounting suite rather than a capture layer, EazyCapture is not that product.
For UK firms on Xero or QuickBooks processing invoices, receipts, and statements across multiple clients, it is one of the most complete capture-to-ledger tools currently available. The practitioner-built approach, transparent roadmap, and 14-day free trial make it straightforward to evaluate.
Try EazyCapture free for 14 days at eazycapture.com.
