Introduction - What is Hubdoc?
Hubdoc is a data capture tool that helps you automate document collection and entry in Xero. It extracts key information from receipts, bills, and statements, then creates transactions directly in Xero — reducing manual data entry and improving accuracy. Once connected, all your uploaded documents are stored securely online and easily matched to transactions.
How Much Does Hubdoc Cost in Xero?
Hubdoc is included at no extra cost with most Xero business plans. This means that once you subscribe to Xero (Starter, Standard, or Premium plan), you can use Hubdoc without paying for a separate subscription.
If used as a standalone service, Hubdoc’s standard pricing starts at around USD $12 per month. However, since it’s bundled with Xero for most users, there’s typically no additional charge for accessing Hubdoc through your Xero account.
How to Access, Setup and Connect Hubdoc?
Step 1: From your Xero dashboard, visit hubdoc.com and click Log In.
Step 2: Select Sign in with Xero and allow Hubdoc to access your Xero account.
Step 3: Once you’re in the Hubdoc dashboard, click Connect to Xero if your account isn’t already linked.
Step 4: Choose the correct Xero organisation and grant the necessary permissions to complete the connection.
Step 5: After the connection is established, Hubdoc will automatically sync your chart of accounts, suppliers, and tracking categories from Xero.
How to Upload Documents to Hubdoc?
Step 1: In Hubdoc, click Upload Document.
Step 2: Choose one of the following upload options:
Drag and drop files directly from your computer.
Email documents to your unique Hubdoc email address (found under your account settings).
Use the mobile app to capture and upload photos of receipts on the go.
For multiple documents in one file, select Multi-page PDF Split to separate them automatically.
Step 3: Hubdoc will automatically read and extract key details such as supplier name, date, total amount, and tax.
How to Publish Documents to Xero?
Step 1: Once Hubdoc finishes processing the document, review the extracted details carefully.
Step 2: Check that the supplier, account code, and tax rate are correct. Adjust as needed.
Step 3: Choose whether to enter data as a single line or multiple lines. If using multiple lines, complete the required details and click Save & Close.
Step 4: Click Publish to Xero.
Step 4: Hubdoc will automatically create a corresponding bill or spend money transaction in Xero with the document attached.
Tips for Effective Use
Set up supplier rules in Hubdoc to automate coding for recurring vendors.
Regularly check your Processing tab to verify documents before publishing.
Use the mobile app to capture receipts immediately after purchase.
Archive documents once they’ve been published to keep your workspace organized.
Frequently Asked Questions (FAQs)
Q: Do I need a separate subscription for Hubdoc?
A: No, Hubdoc is included in most Xero business plans at no extra cost.
Q: Can I upload multiple receipts at once?
A: Yes, you can upload several documents in bulk by dragging and dropping them into Hubdoc.
Q: How long does it take for Hubdoc to extract data?
A: Typically, it takes a few minutes for Hubdoc to read and extract key information, depending on the number of documents uploaded.
Q: Can I edit data in Xero after publishing from Hubdoc?
A: Yes, you can still make changes to the transaction details in Xero after publishing.
Q: Where are my Hubdoc files stored?
A: All files uploaded to Hubdoc are stored securely in the cloud and remain accessible anytime.
Conclusion
Using Hubdoc with Xero simplifies document management and saves time by automating data capture and entry. Once connected, you can easily upload, review, and publish bills or receipts directly into Xero, ensuring accurate records and less manual work.