How to Switch from AutoEntry to Receiptflow (Without Disrupting Your Practice)
If you've been thinking about moving away from AutoEntry, the chances are you've been putting it off because the switch feels complicated. New software, client retraining, data in the wrong place. It doesn't have to be that way.
Switching from AutoEntry to Receiptflow is something most UK accounting practices can do in a few days. This guide walks you through the process step by step, so you know exactly what to expect before you start.
Why UK Practices Are Moving Away from AutoEntry
AutoEntry has been a solid tool for many firms, but the landscape has shifted. Several UK practices are finding that the cost no longer reflects the value, particularly as more focused alternatives have come to market.
Receiptflow is built specifically for UK accounting practices. It handles receipt scanning, extraction, and export to your bookkeeping software, at a price point that makes sense for firms of all sizes. According to a 2024 survey by the Institute of Certified Bookkeepers, 61% of small accounting practices said software costs were their fastest-growing overhead, which makes switching decisions harder to ignore.
The core reasons practices make the move:
- AutoEntry pricing scales by volume in ways that can catch firms out mid-year
- Receiptflow offers flat, predictable monthly pricing with no per-document fees
- Receiptflow's client submission process requires no app download or account creation from clients
- Support is UK-based and responds within one working day
Step 1: Export Your Data from AutoEntry
Before you cancel anything, download what you need. AutoEntry allows you to export processed documents and extracted data.
Here's how to do it:
- Log into AutoEntry and go to Company Settings
- Select the relevant company and navigate to Documents
- Use the date filter to select your desired range
- Click Export and choose CSV or PDF depending on what you need
- Repeat for each client folder you want to retain
You don't need to export everything. Focus on current-year documents and anything your clients may need to reference within the next 12 months. Older records can usually stay in AutoEntry until your subscription ends.
If you process receipts for multiple clients, work through them one at a time. Set aside a couple of hours and treat it as a filing exercise rather than a migration project.
Step 2: Set Up Your Receiptflow Account
Setting up Receiptflow takes under 30 minutes for most practices. There's no technical configuration required.
- Start your free trial at receiptflow.co. No credit card needed
- Create your first client by entering their company name and email address
- Connect your accounting software (Xero, QuickBooks, and Sage are all supported)
- Test the submission flow by sending a receipt to your client's unique submission email
Each client gets a unique email address they can forward receipts to directly. There's no app to download, no login to create. If your clients are already accustomed to emailing receipts somewhere, the transition is minimal.
> Ready to get started? Start your free Receiptflow trial and we'll help you migrate from AutoEntry. Most practices are up and running within a day.
Step 3: Move Your Clients Across in Batches
Don't try to migrate every client at once. Work in batches of five to ten, starting with your least complicated accounts.
For each client:
- Send them a brief email explaining you're switching receipt processing software
- Give them their new submission email address
- Let them know the process is the same from their end (forward receipts to the new address)
- Update any saved contacts or rules in their email client if they were using the AutoEntry submission address
Most clients won't notice any difference in how they submit receipts. The change is mostly on your side.
If you have clients who use the AutoEntry mobile app, let them know the app won't be needed going forward. Receipt photos submitted by email or WhatsApp forward just as well through Receiptflow.
Step 4: Run Both Systems in Parallel for a Short Period
For the first week or two, it's sensible to keep AutoEntry active while you confirm everything is working correctly in Receiptflow.
This isn't about distrust. It's about making sure:
- Extracted data is mapping correctly to your accounting software
- No receipts are falling through the cracks during the transition
- Your team is comfortable with the new interface
Once you're confident the process is working smoothly across your migrated clients, you can cancel AutoEntry. Check your AutoEntry billing date and time your cancellation to avoid being charged for an extra month.
Step 5: Cancel AutoEntry
To cancel AutoEntry:
- Log in to your AutoEntry account
- Go to Billing or Subscription Settings
- Select Cancel Subscription
- Follow the confirmation steps
If you're on an annual contract, check your renewal date before cancelling. AutoEntry's standard terms require notice before the renewal date, so plan ahead. If you're on a monthly plan, you can cancel at any time.
Download a final copy of any documents you haven't already exported before your access ends.
What Happens to Your Historical AutoEntry Data?
Your processed documents remain in AutoEntry until your subscription expires. After that, access is removed. This is why it's worth exporting anything you're likely to need before you cancel.
Receiptflow doesn't import historical AutoEntry data directly, but your exported CSVs and PDFs are yours to store as you see fit, whether in your document management system, cloud storage, or your accounting software's document library.
For most practices, historical receipt images aren't needed day to day. The key records (extracted line items, VAT amounts, supplier names) are already in your bookkeeping software. The receipts themselves are retained for compliance purposes, and your exports cover that.
How Long Does the Switch Actually Take?
Most practices complete the migration within three to five working days. That includes:
- Exporting AutoEntry data: 2-4 hours depending on client volume
- Setting up Receiptflow and testing: under 1 hour
- Migrating clients in batches: 1-2 days
- Parallel running period: 5-7 working days
You don't need a dedicated project or a technical resource to manage it. One person can handle the whole thing alongside their normal workload.
Making the Move with Confidence
Switching receipt processing software sounds more complicated than it is. With a clear plan, most UK accounting practices can move from AutoEntry to Receiptflow without their clients noticing any disruption at all.
The five steps above cover everything you need: export your data, set up your account, migrate clients in batches, run both systems briefly in parallel, then cancel.
> Start your free Receiptflow trial today. No credit card required, no lengthy setup. Most practices are processing receipts within a day. Get started at receiptflow.co
