Our take, in brief
Consider Dext for a dedicated document-to-accounting workflow. Start with Xero’s included capture if you already use Xero. Compare Expensify when the bigger problem is employees submitting expenses and getting reimbursed.
Compare at a glance
| Option & fit | Price snapshot | Watch out for |
|---|---|---|
| DextDedicated receipt and invoice capture | Example: $25.21/mo equivalent, paid annually | Document allowances and paid extraction extras matter. |
| Xero Smart Document captureBusinesses already using Xero | Included with Xero small-business plans | An accounting subscription is still required; plan transaction limits matter. |
| ExpensifyEmployee expense reports and reimbursements | Business plans advertised from $5/member | Check plan terms, card-related discounts and your team’s actual bill. |
USD unless noted. Annual prices are monthly equivalents paid upfront; products have different scopes. On a small screen, scroll the table sideways.
A closer look at your options
Shown by use case, not ranked by score. No star ratings or performance tests.
Dext
The business pricing page displayed USD $302.50 billed annually ($25.21/month equivalent), excluding VAT, with 250 documents per month. This is a configurable example, not a guaranteed quote for every business. Plans depend on users and document volume. Once the monthly allowance is used, further uploads are stored but not extracted until the next bill date or an upgrade.
Capture, extract, store and send documents to accounting.
Document allowances and paid extraction extras matter.
Official sources: Dext business pricing and plan limits
Affiliate / referral link · Terms and eligibility apply.
Xero Smart Document capture
Xero’s current capture page describes photos, emailed documents, data extraction, review and suggested transaction matching. It says Smart Document capture is included with all small-business pricing plans. Before adding a separate tool, try the included workflow on a typical week of paperwork.
Receipt and bill data can flow directly into the ledger.
An accounting subscription is still required; plan transaction limits matter.
Official sources: Xero Smart Document capture
Ordinary vendor link · No affiliate tracking added by SmartBizGear.
Expensify
Expensify combines receipt capture with expense reports, approval workflows and reimbursements. That makes it a different buying decision from a document inbox alone. Its homepage lists a starting business price, but the right quote depends on the plan and any card-linked pricing conditions. Do not count card rewards as guaranteed software savings.
Receipt scanning, approvals and accounting integrations.
Check plan terms, card-related discounts and your team’s actual bill.
Official sources: Expensify features and pricing overview
Ordinary vendor link · No affiliate tracking added by SmartBizGear.
The cheapest extra tool may be no extra tool
If you already pay for accounting software, ask your bookkeeper to show its receipt features first. Add Dext or another document tool only if it fixes a specific gap, such as getting supplier paperwork into a consistent review queue. Avoid paying twice for capture that nobody uses.
Try a real month, not a perfect demo receipt
Collect faded receipts, multi-page invoices, credit notes, foreign-currency purchases and documents with multiple tax rates. Check extracted dates, totals, tax and supplier names. Review duplicate handling and whether the original file stays attached after export. Automation still needs oversight.
Agree on ownership with your bookkeeper
Set one place for staff to send receipts, a regular review deadline and a clear owner for uncategorized items. Ask who can export the originals if you leave. Confirm data retention, permissions, supported accounting integrations and whether your accountant already offers access through their practice.
Sources & research notes
Official vendor pages checked November 10, 2026. Prices and features are snapshots, not live quotes. Confirm location, currency, billing term, taxes, fees and eligibility with the provider.
- Dext business pricing and plan limits
- Xero Smart Document capture
- Expensify features and pricing overview
No paid test accounts were used. We have not independently verified vendor performance claims. Our method →