Lost receipts, time-consuming spreadsheets, and manual data entry — these are some of the most common headaches for small business owners and bookkeepers. Fortunately, integrating Hubdoc with Xero offers a powerful solution. This smart combination helps automate document collection, streamline bookkeeping tasks, and ensure real-time financial accuracy so you can focus more on running your business and less on chasing paperwork.
Content Outline
Key Summary
Automate Bookkeeping with Hubdoc and Xero Integration
Hubdoc extracts financial data from receipts and bills and seamlessly publishes it into Xero, eliminating manual entry and speeding up reconciliation.
Smart Features That Boost Productivity
With tools like supplier rules, auto-categorization, and source document attachments, the Hubdoc-Xero combo ensures audit-readiness and workflow automation.
Free Access for Xero Business Plan Users
Hubdoc is included at no extra cost in Xero’s Starter, Standard, and Premium plans to make it a cost-effective choice for SMEs using Xero.
Use Cases Across Industries
From retail to professional services and bookkeeping, businesses use Hubdoc and Xero to improve document tracking, save time, and increase financial accuracy.
Maximise Efficiency with Best Practices
Organize files with folders and tags, train your team on uploading, and sync Hubdoc with tools like Dropbox or BILL for a smoother workflow.
What Is Xero?
Xero is a leading cloud accounting software designed to support small and medium-sized enterprises (SMEs). It enables users to manage finances, collaborate with accountants, and integrate with over 700+ business apps through the Xero App Marketplace. Xero is known for its seamless ecosystem that automates accounting workflows especially when integrated with tools like Hubdoc for a smarter, more efficient bookkeeping experience.
What Is Hubdoc?
Hubdoc is a cloud-based data capture tool that helps businesses effortlessly manage financial documents like bills, receipts, and invoices. Its key features include automated data extraction, cloud storage, and mobile uploads that allow users to snap a photo, email documents, or scan and upload files from anywhere. For small businesses and bookkeepers, Hubdoc simplifies document management, reduces errors, and helps maintain accurate records without physical paperwork.
How Hubdoc and Xero Integration Works
The Hubdoc and Xero integration transforms manual bookkeeping into an automated, streamlined process. Hubdoc enhances your Xero experience by capturing, processing, and publishing financial documents directly into Xero completely eliminating manual data entry.
For example, when you upload an invoice to Hubdoc (via email, mobile app, or scan), Hubdoc automatically extracts key details like the supplier name, date, and total. With one click, you can publish it as a draft bill in Xero, complete with the original document attached. From there, Xero can reconcile the transaction with your bank feed so no more chasing receipts or re-entering data line-by-line.
This seamless workflow not only saves time but also improves accuracy and creates a complete audit trail which is perfect for business owners, bookkeepers, and accountants alike.
Key Features of the Hubdoc–Xero Integration
1. Seamless Document Uploading
Hubdoc makes it easy to upload financial documents from anywhere. Despite the method, your documents are instantly backed up and securely stored in the cloud. Supported methods include:
- Email forwarding to your unique Hubdoc address
- Mobile app uploads by snapping a photo
- Drag and drop files directly from your desktop
- ScanSnap integration for batch scanning
2. Data Extraction & Sync
Once uploaded, Hubdoc automatically extracts essential data such as:
- Invoice date
- Supplier name
- Total amount and invoice number
With one-click publishing to Xero, these documents become draft bills or spend money transactions, ready for review and reconciliation.
3. Auto-Matching & Reconciliation
Hubdoc and Xero work together to automatically match uploaded documents with corresponding transactions in your Xero bank feeds.
This significantly reduces the time spent on month-end reconciliation and minimizes the risk of errors which make Hubdoc auto reconciliation with Xero a game-changer for busy finance teams.
4. Source Document Attachment
Every document published from Hubdoc to Xero includes the original source document attached. This provides:
- A complete audit trail
- Easier compliance with record-keeping requirements
- Instant access for your accountant or auditor
5. Smart Categorization with Rules
Save even more time with supplier rules in Hubdoc. These allow you to:
- Set default account codes
- Apply tracking categories
- Automate GST/VAT treatment
Over time, Hubdoc learns your preferences, making document processing faster and smarter.
6. Role-Based Access
You can invite staff, bookkeepers, or accountants to your Hubdoc account and assign them specific access permissions. This ensures that team members can upload receipts or documents without seeing sensitive financial data maintaining both efficiency and security.
How to Set Up Hubdoc with Xero: Step-by-Step
Step 1: Sign In and Connect to Xero
Start by logging into your Hubdoc account. Go to Settings > Accounts and click Connect to Xero. This links your Hubdoc organisation to your Xero account and enables document syncing and transaction creation.
Step 2: Upload Financial Documents
Use any preferred method to upload receipts, bills, or invoices into Hubdoc:
- Email them to your unique Hubdoc address
- Upload via the mobile app
- Drag and drop files from your computer
- Scan documents using ScanSnap integration
Step 3: Review Extracted Data
Hubdoc will automatically extract key information like the supplier, date, and amount from your uploaded documents. Head to the Review tab in Hubdoc to check the data accuracy and ensure each item is correctly categorized.
Step 4: Publish to Xero
Once reviewed, click Publish to send the document to Xero. Hubdoc will create a draft bill, expense, or credit note in Xero, complete with the original document attached for audit purposes.
Step 5: Approve and Reconcile in Xero
Log in to your Xero account to view the newly created transactions. Approve them and then reconcile them against your bank feed with just a few clicks without manual entry.
Step 6: Automate with Supplier Rules
To maximise efficiency, create supplier rules in Hubdoc. For example, set recurring invoices from your internet provider to always be coded as “Utilities.” Over time, Hubdoc learns your preferences, making future uploads smarter and more automated.
Real-World Use Cases of Hubdoc and Xero Integration
Use Case 1 – Service Business Managing Dozens of Supplier Bills
A growing digital marketing agency uses Hubdoc to handle supplier bills from multiple freelancers and vendors. Instead of manually entering each invoice, they upload all bills to Hubdoc via email. The documents are auto-extracted, categorized, and published directly to Xero, dramatically reducing data entry errors and saving hours each month.
Use Case 2 -Retail Company Using Mobile Uploads for Expense Tracking
A boutique fashion store empowers its store managers to track expenses on the go using the Hubdoc mobile app. Staff snap photos of receipts from inventory runs or petty cash purchases, which are instantly uploaded and synced to Xero. This gives the finance team real-time visibility and simplifies monthly reconciliation.
Use Case 3 – Bookkeepers Saving Time with Auto-Publishing
A freelance bookkeeper managing multiple clients sets up auto-publishing rules in Hubdoc for regular suppliers. This means bills from recurring vendors are automatically coded, published to Xero, and matched with bank transactions. As a result, the bookkeeper drastically reduces admin time and increases monthly client capacity without adding workload.
Hubdoc Pricing: Is It Free with Xero?
Hubdoc is free with most Xero business edition plans, including starter, standard and premium. As long as your organisation is on a Xero business plan, you get full access to Hubdoc without any additional charge. Once connected, you can start uploading documents and syncing them with Xero immediately. When you’re on a Xero business edition plan, your Hubdoc access automatically upgrades after a free trial with no manual setup required.
If you’re not subscribed to an eligible Xero plan, you can still use Hubdoc separately. In this case, Hubdoc is billed independently, and pricing depends on the number of documents and features you use. This standalone option is ideal for businesses not yet ready to switch to Xero but still want to automate document collection.
Hubdoc Availability by Xero Plan
| Xero Plan | Hubdoc Included? | Additional Cost |
| Starter | ✅ Yes | No |
| Standard | ✅ Yes | No |
| Premium | ✅ Yes | No |
| Partner Edition | ❌ No | Billed Separately |
| No Xero Subscription | ❌ No | Standalone Pricing |
Tips to Maximize Hubdoc and Xero Integration
To get the most out of your Hubdoc and Xero integration, follow these best practices:
- Regularly review and approve documents: Make it a weekly habit to review extracted data in Hubdoc and publish only verified entries to Xero.
- Train your team: Ensure staff and bookkeepers know how to upload receipts and bills correctly using the mobile app, email, or scanner.
- Use tags and folders: Organize documents with tags and folders to simplify audits, streamline reports, and locate records faster.
- Sync with other cloud tools: Hubdoc also integrates with Dropbox, Google Drive, and BILL for centralized document storage and seamless workflow automation.
Hubdoc Xero Training and Support Resources
Both Xero and Hubdoc offer extensive training and support to help users at any experience level:
- Xero Central: Access detailed guides and how-tos covering everything from Hubdoc setup to document publishing.
- Free webinars and tutorials: Join live and recorded sessions to stay updated on new features and best practices.
- Hubdoc certification: Bookkeepers and business owners can become Hubdoc-certified to demonstrate expertise in automation and compliance.
- Community forums & direct support: Engage with peers on the Xero Community, or reach out to Xero’s customer support for direct help.
Conclusion: Is Hubdoc Worth Using with Xero?
Absolutely. Hubdoc is a powerful addition to your Xero workflow to automate document capture, enhancing audit readiness, and significantly reducing manual data entry. With features like auto-publishing, smart categorization, and role-based access, it’s perfect for SMEs, startups, bookkeepers, and growing teams.
Starting to think about streamlining your bookkeeping system?
FastLane’s Xero-certified advisors help you set up and optimize Hubdoc for seamless accounting workflows. From onboarding to automation, we ensure your financial data stays accurate, secure, and audit-ready.
Talk to our team and get a consultation today!
Frequently Asked Questions (FAQs)
1. Is Hubdoc included with Xero?
Yes, Hubdoc is included at no extra cost in Xero business plans (Starter, Standard, Premium). Partner editions and non-Xero users require separate billing.
2. Can Hubdoc handle multi-page invoices?
Yes. Hubdoc supports multi-page PDFs and can split documents as needed during upload.
3. How secure is my financial data?
Hubdoc uses bank-level encryption and multi-factor authentication to keep your data safe in the cloud.
4. What happens if I cancel Hubdoc?
If you cancel Hubdoc or disconnect it from an eligible Xero plan, your account will become read-only, and you’ll need to re-subscribe to resume full access.
5. Does Hubdoc work for multiple Xero organisations?
Yes, but each Hubdoc organisation must be connected to a separate Xero org. You can manage multiple businesses, but each needs its own setup.
