Soldo alternative · for Xero firms

A Soldo alternative for the books, not the cards.

ExpenseFlow vs

Soldo controls spend on prepaid company cards and sends transactions to Xero on a daily feed. ExpenseFlow starts from the document: it extracts every line of every bill, codes it against the client's Xero chart of accounts, and queues it for your approval the same day.

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No credit card required. Connect Xero or QuickBooks Online and process your first receipts in minutes.

What changes if you switch

≡

Line-item coding

Every line on every bill, coded against the chart of accounts. Reviewers spot-check rather than re-code.

⊕

Deterministic tax coding

Rule-based engine written against HMRC, ATO, IRD, CRA, and IRAS guidance. Same input, same code, every time.

✓

Draft only, never authorises

ExpenseFlow posts to Xero as draft. The bookkeeper is the only one who authorises.

Xero-native workflow

01 — Feature by feature

ExpenseFlow vs Soldo,
sourced and side by side.

Every Soldo claim below is sourced from Xero or Soldo's own documentation. We did not summarise from memory.

Feature

ExpenseFlow

Core job

✓ ExpenseFlow

Document capture and coding for bookkeepers: bills, receipts, and statements into line-coded Xero drafts.

Soldo

Prepaid company cards and wallets with budget controls, plus receipt capture on card spend.

↑ soldo

Covers spend not on its cards

✓ ExpenseFlow

Yes. Supplier invoices on terms, direct debits, and spend from any bank card all flow through the same capture.

✗ Soldo limitation

The workflow is built around Soldo card transactions; money is loaded into Soldo wallets and spent from Soldo cards.

↑ soldo

Line-item coding

✓ ExpenseFlow

Every line of every bill extracted and coded separately against the client's Xero chart of accounts.

Soldo

Users enrich a card transaction with a receipt photo, category, tax code, and notes; coding is per transaction.

↑ soldo

Sync cadence into Xero

✓ ExpenseFlow

Documents are coded and ready for review within minutes of capture; approved items sync to Xero as drafts.

Soldo

Transactions are automatically sent to Xero on a daily feed.

↑ soldo

Tax coding method

✓ ExpenseFlow

Deterministic rules engine written against HMRC, ATO, IRD, CRA, and IRAS guidance. Ambiguous cases flagged for review.

Soldo

Tax codes imported from Xero are picked per transaction by the spender or reviewer during enrichment.

↑ soldo

Pricing model

✓ ExpenseFlow

Per client, in USD, published up front. 30-day free trial, unlimited users per firm.

Soldo

Standard £21/month +VAT with 3 users and 3 cards; Plus £33/month +VAT; Unlimited is price on request (as of July 2026).

↑ soldo

Multi-client firm management

✓ ExpenseFlow

Every client under one firm account, unlimited staff seats with role-based access, per-client audit trail.

Soldo

One Soldo account per company, with users and wallets counted per plan tier.

↑ soldo

Document language

✓ ExpenseFlow

Any language. Chinese, Malay, Vietnamese, Bahasa, and more.

Soldo

Receipt capture is photo-based on card spend; the product and enrichment flow are English-first in the UK offering.

How we sourced this. Soldo cells link to Xero's own product roadmap, Soldo Support, Xero Central, and Soldo's marketing site. ExpenseFlow cells describe behaviour observable in the live product today; the free trial is open for parallel verification.

Soldo's own Xero page describes the cadence plainly: transactions are automatically sent to Xero daily.

↑ Source: Soldo, Xero integration page

02 — Same bill, two ways

The same Bunnings bill,
extracted two ways.

A real workshop invoice with six line items across two GL codes. Watch what reaches Xero from each tool, and what you would have to do next.

Soldo · header capture Header only

Supplier

Bunnings Trade · Brunswick

Invoice #

INV-FTC-091

Date

12 Oct 2025

Total

$1,847.20

→ Xero bill (header level)

All line items → single line

GL: unset · awaiting manual coding

$1,847.20

! You re-code 6 lines by hand in Xero. Every time this supplier sends an invoice.

ExpenseFlow · line capture Every line coded

Supplier

Bunnings Trade · Brunswick

ABN extracted

26 008 672 179

Date

12 Oct 2025

Total

$1,847.20

→ Xero draft (line level, 2 GLs)

DeWalt 18V cordless drill kit

♭ Plant & Equipment (1410) · ◊ GST 10%

$429.00

Sealants x 6 tubes

♭ Workshop Consumables (6200) · ◊ GST 10%

$84.00

Trade gloves pk 5

♭ Workshop Consumables (6200) · ◊ GST 10%

$78.50

Replacement nailgun cartridges

♭ Workshop Consumables (6200) · ◊ GST 10%

$157.32

Tea, coffee, biscuits (staff)

♭ Staff Amenities (6240) · ◊ GST 10%

$48.20

Hardware sundries x 11

♭ Workshop Consumables (6200) · ◊ GST 10%

$298.40

✓ Reviewer spot-checks the draft. Per-client rules learn the pattern, so next week's drafts are right first time.

03 — Why bookkeepers switch

Four reasons,
in their own words.

Drawn from migration conversations with practicing bookkeepers running Xero. The pain on the left, ExpenseFlow's answer on the right.

Soldo sees what runs through Soldo cards. The supplier invoices on 30-day terms, the direct debits, and the one-off bank transfers that make up most of a client's ledger never touch a card at all.

→

ExpenseFlow starts from the paperwork, not the payment rail. Every bill, receipt, and statement is captured, extracted line by line, and, once approved, synced to Xero as a coded draft, however the client paid.

Enrichment in Soldo is per transaction: one category, one tax code, one photo. An invoice with mixed-rate lines still needs splitting by hand once it lands in Xero.

→

ExpenseFlow codes each line separately, with tax treatment per line from a deterministic rules engine, so mixed-rate documents arrive in Xero already split.

The daily feed means this morning's spend is tomorrow's reconciliation. Month-end cutoffs land with a batch of yesterday's transactions still in flight.

→

ExpenseFlow codes documents as they arrive, so at month-end everything captured is either approved and sitting in Xero as a draft or already coded in the review queue, one click from done.

Card, user, and wallet counts are plan-tier levers: 3 users and 3 cards on Standard, more on Plus, unlimited only on a price-on-request tier. Growth means renegotiating the stack.

→

ExpenseFlow prices per client with unlimited firm users. Adding a staff member to the review rota costs nothing; adding a client is one published line item.

04 — Migrating from Soldo

From Soldo to ExpenseFlow
in three steps.

There is no data migration. Historical bills stay in Xero. You only change the inbox you forward invoices to going forward.

Day one: route the paperwork Soldo never sees.

Keep the cards if the client values the spend controls. Point supplier invoices, email receipts, and statements at the client's unique ExpenseFlow address and map their Xero account once.

Week one: review line-coded captures.

Each document waits in the review queue with line-level GL and tax coding and the source attached. Approve or correct; approved items sync to Xero as drafts, and corrections teach ExpenseFlow the client's preferences.

After: let the cards be cards.

Soldo can keep doing budget control on card spend while ExpenseFlow feeds the ledger. Many clients eventually simplify to one system of capture; either way, the books stop depending on who remembered to photograph a receipt.

05 — Questions before you switch

Questions bookkeepers ask
before they leave Soldo.

No. ExpenseFlow has no cards, wallets, or spend controls; it captures documents, extracts and codes every line, and posts Xero drafts. If a client needs to hand staff prepaid cards with budgets, Soldo does that job. The bookkeeping side is where ExpenseFlow takes over.

Yes. A Soldo card receipt is a document like any other: captured, line-coded, and drafted into Xero. Choose one system to feed Xero for card transactions to avoid duplicates; ExpenseFlow's duplicate detection also catches the overlap before a draft is created.

As of July 2026, Soldo's UK pricing is £21 per month plus VAT for Standard (3 users, 3 cards), £33 plus VAT for Plus, with the Unlimited tier priced on request. ExpenseFlow is priced per client in USD, with unlimited staff seats under one firm account and a 30-day free trial.

Soldo sends card transactions to Xero on an automatic daily feed, with receipts and categories attached where users enriched them. ExpenseFlow processes each document into a review queue within minutes, every line coded and the source attached, and syncs it to Xero as a draft once your team approves; capture never waits for a daily batch.

ExpenseFlow syncs to both Xero and QuickBooks Online, per client. You choose the destination when connecting each client and the capture workflow stays identical for your team.

Nothing. Transactions already in Xero stay there with their attachments. ExpenseFlow processes documents from the day you point capture at it, so there is no migration project.

06 - Start your free trial

Thirty days free.
No data migration.

Start today. Forward one client's bills to a unique ExpenseFlow inbox. Map their Xero org once. See line-level drafts in your queue within an hour. Cancel any time during the trial.

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No credit card · no commitment Xero-native · works alongside Soldo Live across AU, NZ, UK, SG, CA

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