Send it to your assistant
Snap, scan or forward receipts, invoices, bills and spreadsheets to your own assistant email address at smartbookkeeping.uk. Add any instructions in the email.
Your own AI data entry assistant
Data entry into Xero.
Done your way.
Email a receipt, invoice or rental statement to your own assistant. It fills in the line items, account codes, VAT and tracking categories in Xero—with the document attached. Create journal entries and teach it your rules by email. You review and approve the drafts.
Get your own assistantTomaya@smartbookkeeping.uk
SubjectExample Co. Limited — rental statement
Please enter this statement. Use the property names to assign tracking and create a draft journal.
Draft journal created in Xero.
| Line | Account | Property | VAT |
|---|---|---|---|
| Rent | Rental income | Flat 1 | No VAT |
| Plumbing | Repairs | Flat 1 | 20% |
| Agent fee | Letting fees | Flat 2 | 20% |
Original statement attached. Every line ready for review.
Illustrative example. Accounts, tracking and VAT follow the document and your Xero setup.
One emailed statement → itemised entries in Xero → confirmation.
Accounts, VAT & tracking per lineCreate journals by emailSet rules by emailReview drafts in Xero
Built around your business
Your assistant.
Your email.
Your rules.
Get your own assistant email address at smartbookkeeping.uk. Send documents, give instructions, save rules and request corrections—all by email.
Your assistant uses your Xero chart of accounts and tracking categories from the start. To fine-tune how it works, email your instructions in your own words and confirm the rule it sends back.
Your instruction
“Always put receipts from this supplier under repairs and maintenance.”
Your assistant
“I’ll categorise future receipts from this supplier as Repairs and Maintenance. Reply CONFIRM to save this rule.”
CONFIRMHow it works
Your own email address.
Straight into Xero.
It fills in the entries in Xero
Your assistant enters each line, selects an account from your chart of accounts, applies VAT treatment and assigns tracking categories using the document, your Xero setup and your instructions. The original document is attached to the draft.
Every document you send stays with its entry, so you and your bookkeeper have everything together: the receipt, the details and any notes. No hunting for paperwork or wondering what a payment was for.
See the completed draft in Xero
Your assistant emails you to confirm what it’s done. At this point, the draft is fully prepared in Xero with the original documents attached, ready for you or your bookkeeper to review. Leave it as it is, reply with a correction, ask it to delete the entry or send the document again.
The data entry is ready for review. Check and approve the drafts, then match them to payments and reconcile in Xero.
Personalised by email
Ready to start.
Easy to fine-tune.
Your assistant builds its starting rules from your Xero chart of accounts and tracking categories. For everyday expenses, just send your documents.
Tell it how to handle the detail.
Specify an expense account, a property, a tracking category or how to split a cost. Your assistant saves confirmed rules and applies them to future matching documents.
Teach it your preferences by email.
You write
“For Example Co. Limited, categorise bills from Next Gen Limited as Linen Supplies.”
Your assistant replies
“For Example Co. Limited, when the supplier is Next Gen Limited, categorise the bill under Linen Supplies.”
Reply CONFIRM to save it or CANCEL to discard it. Once confirmed, your assistant applies the rule to future matching transactions.
Core capabilities
Less data entry.
For anyone using Xero.
Whether you’re self-employed, running a business, managing properties or bookkeeping for clients, Smart Bookkeeping takes care of the typing.
Fill in every line, including accounts, VAT and tracking
Send a photo, PDF or spreadsheet. Your assistant creates itemised drafts, selects the account for each line, applies VAT treatment and assigns Xero tracking categories—even on documents with hundreds of lines.
Create journal entries from statements and spreadsheets
Email a rental statement or spreadsheet and ask for a draft journal entry. Your assistant prepares the journal in Xero using the accounts, tracking categories and instructions relevant to your business.
Allocate rental income and expenses to each property
One letting-agent statement can cover several properties. Your assistant assigns each rent payment, repair and fee to the relevant property tracking category and income or expense account.
Process everyday receipts as well as complex documents
Photograph a shop receipt or forward a detailed supplier invoice. Your assistant reads the document, creates the draft entry and attaches the original. It can create bills, sales invoices, credit notes and draft quotes too.
Set and change your rules by email
Start with rules based on your Xero setup. Email any preferences—for a supplier, account, property or cost split. Your assistant explains the proposed rule and asks you to confirm it before saving.
One email address for every document and every company
Connect unlimited Xero organisations to your single assistant email address. Send invoices, bills, receipts, rental statements and spreadsheets to that same address—and use it to request journal entries or set rules. No separate submission address to choose for each document type or company. If you have several companies, put the company name in the subject. Your assistant uses that company’s Xero setup.
You’re always
in control.
Your assistant confirms what it entered by email. Reply to correct an amount, add a note for your bookkeeper or delete an entry. Entries are drafts in Xero for you to review, edit and approve. You then match and reconcile payments in Xero.
Compare Xero, Hubdoc, Dext and AutoEntry
What Smart Bookkeeping does differently
One assistant. One email address. Every company, document and instruction.
Xero, Hubdoc, Dext and AutoEntry are capable document tools. Some extract individual lines, apply coding rules and publish automatically. Smart Bookkeeping brings document entry, company-specific instructions and follow-up into one email conversation. If you have several connected companies, put the company name in the subject.
One address. No document menu.
Send every supported document to the same assistant address across your connected Xero organisations. For normal processing, it reads the document and works out whether it needs a bill, receipt or sales invoice entry. You don’t pick a document type first.
Your accounts. Your rules.
It uses each company’s Xero chart of accounts and tracking categories. Email preferences for a supplier, VAT treatment, property or cost split in plain English. It explains the proposed rule and saves it only after you confirm.
Every line, even on complex statements.
Send a receipt photo, PDF, spreadsheet or multi-property rental statement—even one with hundreds of lines. The assistant can itemise it and assign an account, VAT treatment and tracking category to each line.
More than basic bills.
Email a receipt and your agent creates the bill in Xero. It can also create sales invoices, credit notes and journal entries. Need to invoice or quote a customer while you’re out? Email the details to your agent. It creates the draft in Xero and sends the invoice or quote straight back to your inbox, so you can review and forward it to your customer without waiting to get back to your desk.
It tells you what happened.
The assistant replies by email with what it created. Reply with a correction, ask it to leave a note on the Xero draft for your bookkeeper, or request deletion while the entry remains a draft. You don’t need to watch another dashboard.
You make the final call in Xero.
The assistant creates drafts directly in Xero and attaches the source document where applicable. You or your bookkeeper review and approve the entries, then match and reconcile payments in Xero.
| Your workflow | Xero Documents | Hubdoc | Dext | AutoEntry | Smart Bookkeeping |
|---|---|---|---|---|---|
| Choosing where to email | One inbox per organisation. Switch addresses when you switch companies. | One address per organisation for bills and receipts. Switch addresses for another company. | Choose the account, Costs or Sales, and how files should be split. The address sets the route. | Four addresses per company, by document folder. Choose the company and the right document route. | One assistant address across all connected companies and supported documents. For several companies, name the company in the subject. |
| Another dashboard to check? | No. Capture and review happen in Xero. | Yes. Hubdoc is another place to review or set up publishing. | Yes. Dext is another place to review or set up publishing. | Yes. AutoEntry is another place to review or set up publishing. | No extra dashboard. The assistant replies by email; review the draft in Xero. |
| Getting the entry into Xero | The work stays in Xero. | Set autosync for a supplier to publish its eligible documents automatically. Other documents need review and publishing in Hubdoc. | Rules can auto-publish eligible items. Exceptions remain in Dext for review. | Supplier invoices with saved default codes can auto-publish. Other items may still need coding, review and publishing in AutoEntry. | The assistant creates the draft directly in Xero with the source document attached where applicable. No separate publish step. |
Hubdoc, Dext and AutoEntry each have a separate dashboard. You can review documents there before publishing to Xero, or configure eligible documents to publish automatically. That can skip a manual publishing step, but the dashboard still exists for setup and exceptions. Smart Bookkeeping creates drafts directly in Xero and confirms them by email.
If you manage 10 companies: AutoEntry: 40 email addresses · Hubdoc: 10 email addresses · Smart Bookkeeping: 1 email address.
Checked 1 October 2026. Automatic publishing depends on setup and document eligibility. Sources: Xero · Hubdoc email · Hubdoc publishing · Dext email · Dext publishing · AutoEntry email · AutoEntry publishing · AutoEntry auto-publish · Xero line extraction · Dext rules and line items · AutoEntry line items · Xero draft quotes.
See how it could help your company.
Take our short questionnaire to get a personalised report showing how Smart Bookkeeping could help with your data entry.
Takes three minutes. Could save you hundreds of hours.
About us
Built because
we needed it.
Smart Bookkeeping began at Real Capital Apartments, the property business run by our founder, Oliver Bruh. Rental statements covering several properties had to be split line by line, coded and tracked in Xero. The data entry tools Oliver tried didn’t handle that work well enough, so Oliver and his bookkeepers spent hours entering it by hand.
He thought there had to be a better way, so he built an assistant you can email. It prepares entries from receipts, statements and spreadsheets in Xero for you to review. If your business handles something differently, just tell it in plain English—for example, “Put this supplier’s repairs against this property.” Confirm the rule once, and your assistant applies it to future matching documents for that company.
Smart Bookkeeping is built for owners and bookkeepers working together. It handles repetitive data entry so bookkeepers have more time to review the books, reconcile payments, resolve exceptions and advise their clients. Today it is a small, independent service run by Zigetti Ltd.
You’re in control of the connection.
You choose which Xero organisations to connect. Entries stay as drafts for your review, and you can disconnect Smart Bookkeeping in Xero’s Connected Apps at any time.
From people using it
What people are saying
“Staying on top of the books used to be my least favourite part of running a business… now it’s kind of fun. Xero paired with Smart Bookkeeping was the perfect solution for us.”
“Xero’s built-in data entry tools and the leading competitors weren’t delivering what we needed. We just wanted a simple way, with no middle platform, to put our data into Xero. We wanted to send our documents and know they were done. Smart Bookkeeping filled the gap.”
Data security & privacy
Your documents
belong in Xero.
Smart Bookkeeping processes your documents and attaches them to the entries it creates in your Xero organisation. We don’t maintain a separate document archive in Smart Bookkeeping. We retain limited service records needed to run and support the service.
Your assistant confirms what it’s done by email. Entries are saved as drafts, so you or your bookkeeper stay in control.
Read our Privacy Notice for details of how information is processed and retained.Get started
Your next receipt.
Your first email.
Give your assistant a name, connect Xero and start sending your documents.
Compatible with Xero only.
Starter
£9.99 / month (inc. VAT)
Includes a monthly processing allowance. Usage is calculated based on processing cost. Top up credits when you need more.
- Unlimited users
- Unlimited company connections
- Cancel anytime—no notice period
30-day trial with included processing credit. Usage depends on document complexity. Service pauses automatically when the trial allowance is reached.