Receipt Scanning Cheaper Than Dext: UK Guide | Receiptflow
Receipt Scanning Software That Costs Less Than Dext: A UK Guide
Tanvir Alam•Aug 9, 2026•7 min read•Comparisons
Several receipt scanning tools cost significantly less than Dext for UK practices, and for most independent firms the core workflow is covered without paying for features they never use.
Receipt Scanning Software That Costs Less Than Dext
If you are searching for receipt scanning cheaper than Dext, you already know the number that brought you here. The pricing question is settled. What you need now is a clear answer to the next one: what else is out there, what does each option actually suit, and what do you give up?
This guide answers that directly, without repeating the pricing breakdown you have already seen. If you want the full tier-by-tier cost comparison, our Dext pricing guide for UK practices has it. This post is about the switch.
The honest answer is that Dext is a capable product built for a broader use case than most independent UK practices actually have. The pricing reflects that ambition.
In August 2023, Dext removed all unlimited practice plans for UK firms and moved to per-client billing. The practices that felt it hardest were not the large firms with complex workflows who genuinely use every feature. They were the independent bookkeeping practices and small accountancy firms who needed reliable receipt capture, OCR extraction, and a clean push to Xero or QuickBooks, and were now paying for supplier analytics, practice health dashboards, and workflow management tools they had never opened.
For that majority, the question is not whether Dext is good. It is whether the full product is the right fit at the price it charges your practice specifically. As we covered in why manual receipt entry is costing your practice more than you think, the gains from automating receipt capture are real. The question is how much you should be paying for them.
At 50 clients, the difference between Dext and the cheapest comparable alternative is £241 per month. Across a year, that is nearly £2,900. For the full breakdown at 150 and 300 clients, see the pricing comparison.
The Alternatives: What Each One Actually Suits
For a full head-to-head on the main tools in this category, our Dext alternatives guide for UK bookkeepers covers AutoEntry, Hubdoc, Datamolino, and Receiptflow in depth. Here is the buying summary.
Receiptflow
Receiptflow is built specifically for UK accountancy and bookkeeping practices. Flat-tier pricing means your monthly cost stays fixed as you add clients within a tier. At 50 clients you pay £150 per month. At 150 clients, £275 per month. No per-client uplift, no surprise at renewal.
The product covers the workflow most practices actually run: clients photograph or email receipts to a unique address, data is extracted, entries are pushed to your accounting software. No app required for clients. No lengthy onboarding. The interface is clean and fast, without the feature layers that add navigation complexity to Dext's UI.
Receiptflow is MTD-ready, built on UK infrastructure, and stores data on EU-based servers in line with UK GDPR. Practices that have switched from Dext consistently cite flat pricing and the multi-client dashboard as the main wins. You can read what UK accountants say after six months of use in our Receiptflow review.
Quick verdict: Best fit for independent UK practices that need reliable receipt capture and straightforward client management without paying for features they will not use.
Hubdoc
Hubdoc is included with every Xero business plan. If your clients are already on Xero, you may already have access and simply not be using it.
The product handles document fetching, receipt scanning, and data extraction with reasonable accuracy for standard workflows. Multi-client management is more limited than Dext or Receiptflow, and it ties you to the Xero ecosystem. Clients on QuickBooks or FreeAgent cannot use Hubdoc for those accounts.
For Xero-only practices with lighter, consistent receipt volumes, free is a compelling starting point. For practices with mixed software clients or higher document complexity, the limitations show quickly.
Quick verdict: Best fit for Xero-only practices with straightforward, lower-volume receipt workflows who want to remove a software cost entirely.
AutoEntry
AutoEntry, now part of Sage, uses a pay-per-document credit model rather than a monthly per-client fee. You buy credits in bundles and spend them as documents are processed. This can work out cheaper than Dext for practices with seasonal or uneven document volumes, where a fixed monthly subscription feels wasteful in quieter months.
For a detailed head-to-head on how AutoEntry compares to Dext on pricing structure and features, see our Dext vs AutoEntry comparison. The short version: the pay-per-document model suits low-volume or variable practices but becomes harder to predict and budget for as volumes grow.
Quick verdict: Best fit for practices with genuinely uneven monthly document volumes who prefer to pay per transaction rather than a fixed monthly fee.
Datamolino
Datamolino positions itself on line-item extraction accuracy. Where Dext charges line-item extraction as an add-on, Datamolino includes it across all plans. It holds a 4.9 rating on the Xero App Store and integrates with Xero, QuickBooks, and FreeAgent.
The trade-off is that it is a smaller, less widely recognised product. For practices where complex supplier invoices with multi-line detail are the real pain point, it is worth a serious evaluation. For standard receipt capture, the accuracy advantage is less likely to be the deciding factor.
Quick verdict: Best fit for practices with complex, multi-line supplier invoices where line-item extraction accuracy is the primary requirement.
This question deserves a direct answer, not a reassuring non-answer.
Dext's feature set goes beyond receipt capture. If your practice actively uses its workflow management, supplier rules with advanced logic, multi-currency expense management, mileage tracking, or practice-level analytics, a basic receipt capture alternative will not replicate those. Before switching, go into your Dext account and look honestly at which features your team has used in the past three months.
For most independent UK practices, that audit surfaces the same result. The core weekly workflow is: client submits document, data is extracted, entry is pushed to Xero or QuickBooks. That workflow is well covered by every alternative in this guide.
The second thing to account for is client transition. Any change to the receipt submission process needs communicating clearly and simply. The lower-friction alternatives, where clients email receipts to a unique address and need no app or account, tend to have the smoothest migrations. Our paperless receipt management guide for accountants covers how to build a clean submission workflow that clients actually follow.
Before You Switch: Four Questions Worth Answering
Are you mid-contract with Dext? Dext operates on annual contracts. Check your renewal date and exit terms before committing to a move. The best time to evaluate alternatives is 60 to 90 days before renewal, not after it auto-renews.
Does your accounting software already include something? Xero's business plans include Hubdoc. If your client base is Xero-only and your volumes are manageable, check what you already have before adding another subscription.
What is your actual document volume? If your practice processes high and consistent volumes every month, a flat subscription will almost always beat a pay-per-document model. Run your last three months of document counts before deciding.
Which features do you use week to week? Open Dext and look at the last 30 days of activity. The features that show usage are the ones you need to replicate. The ones that do not are the overhead you are currently funding.
For a side-by-side assessment of how Receiptflow stacks up against Dext on specific features, migration, and client impact, the Dext vs Receiptflow comparison covers it in full.
> See how Receiptflow compares to Dext in detail. Features, pricing, migration, and client impact all in one place.
The Bottom Line
Dext is a strong product. For large practices with complex multi-entity workflows and a genuine need for its full feature set, the pricing may well be justified.
For independent UK bookkeeping practices and smaller accountancy firms running standard receipt workflows, there are credible alternatives that cost significantly less and cover the core job reliably. The difference between Dext's per-client model and a flat-tier alternative compounds quickly as your client base grows, and that compounding matters when you are actively trying to build the practice.
If your Dext renewal is coming up, now is the time to run the numbers properly. The pricing models guide walks through per-client versus per-tier versus per-document with worked examples if you want to see exactly how each model behaves at your current and projected client count.
How long does it take to migrate from Dext to another receipt scanning tool?
Most practices complete the migration within one to two weeks. The main steps are exporting historical data from Dext, setting up the new tool, and communicating the new submission process to clients. Tools that use email forwarding rather than a separate client app tend to have the smoothest transitions.
Will switching receipt scanning tools affect my Xero or QuickBooks integration?
No, the core integration works the same way with every major receipt capture tool. Each connects to Xero or QuickBooks via the App Store and pushes extracted data in the same format. Your accounting software does not need to change.
How do I tell my clients about changing the receipt submission process?
Keep the message short and focused on what changes for them, not on the software switch. Most clients only care about where to send their receipts. A one-paragraph email with the new submission address or method, sent a week before you go live, is usually enough.
Is Receiptflow suitable for smaller practices with fewer than 20 clients?
Yes. Receiptflow's entry-tier plan covers up to 50 clients at a flat monthly fee, so a practice with 10 or 15 clients pays the same rate as one with 40. There is no minimum client count and no per-client uplift within the tier.
Can I try Receiptflow before cancelling my Dext subscription?
Yes. Receiptflow offers a 14-day free trial with no credit card required. Most practices run both tools in parallel on a small set of clients during the trial period before committing to a full switch.
