Integrating Xero with Hubdoc is an effective way to streamline accounting processes, reduce manual data entry, and ensure that financial records are well-organized and easily accessible. This guide explains what Xero and Hubdoc are, the benefits of integrating them, and a step-by-step outline on setting up this integration. We also cover essential features like purchase order scanning, expense claims, and user management for efficient document handling.
Content Outline
Key Takeaways
Efficient Document Management
Xero and Hubdoc integration allows businesses to automate the capture, organization, and sync of documents like receipts, purchase orders, and expenses.
Reduced Manual Entry
Hubdoc’s data extraction technology reduces errors and saves time by automating data entry directly into Xero.
Initial Negative Cash Flow in New Companies
Hubdoc offers customizable access levels, including upload-only, for added security and streamlined team management.
Mobile Access
With Xero’s app, documents can be captured on the go, automatically syncing to Hubdoc and then into Xero, making financial management accessible from anywhere.
Comprehensive Support
FastLane offers integration setup, customized training, and ongoing support to help businesses fully leverage the benefits of Xero and Hubdoc.
What is Xero?
Xero is a cloud-based accounting tool built to help small and medium-sized businesses manage their finances. Whether you need help with invoicing, accounting, bank reconciliation, or payroll, Xero has a ton of features to keep everything organized. Plus, it’s all online, so you can access it anywhere, anytime, which is a big plus for business owners on the go.
What is Hubdoc?
Hubdoc is Xero’s document-capturing sidekick. Think of it as a digital file cabinet that takes in your financial documents—like receipts, bills, and invoices—and extracts all the key details for you. Hubdoc does the hard work of scanning, organizing, and even categorizing these documents so that you don’t have to spend hours doing it yourself.
Why Is It Important To Integrate Xero with Hubdoc?
Integrating Hubdoc with Xero allows businesses to streamline document management and automate many aspects of data entry and categorization. This integration enhances efficiency by:
- Reducing Manual Data Entry: Automatically extracts and inputs key information from financial documents.
- Organizing Financial Records: Syncs documents and data directly to Xero for easy access and management.
- Improving Accuracy: Minimizes human error by automating the recognition of vendor names, transaction dates, and amounts.
- Enhancing Collaboration: Allows multiple users to upload, manage, and approve financial documents based on set permissions.
How To Integrate Xero With Hubdoc?
Setting up the integration between Hubdoc and Xero is straightforward. Here are the key steps to begin automating your document management:
Purchase Order Scanning
Purchase order scanning is a core feature in the Hubdoc-Xero integration. Here’s how to capture, categorize, and sync purchase orders efficiently.
Capture Document Scannings
- Mobile Capture: Snap a photo of the purchase order with the Hubdoc app on your mobile device.
- Web Upload: Alternatively, upload scanned documents through Hubdoc’s website or send them via email to a designated Hubdoc address.
Sync as Xero Bills
Once captured, Hubdoc automatically extracts critical details like vendor name, date, and amount. These details are then synced to Xero, where the document appears as a bill ready for further processing.
Expense Claims
Hubdoc simplifies expense claims by allowing users to upload and categorize receipts for expenses that need to be reimbursed.
Capture Document Details
- Receipt Scanning: Take a picture of the receipt or upload a digital copy to Hubdoc.
- Auto-Categorization: Hubdoc extracts details such as expense type and amount, making it easy to categorize and organize expenses.
Sync as Xero Bills
The extracted data is then automatically sent to Xero, where it is added as a bill. This integration ensures a reliable and organized record for expense claims, making it easier to track and manage expenses.
User Management
User management allows businesses to control access to Hubdoc and manage permissions for handling documents.
Sign in with Xero
Users can securely sign in to Hubdoc using their Xero account credentials, ensuring a seamless connection between both platforms.
Manage User Permissions
Hubdoc provides two permission levels:
- Upload Only: Allows users to upload documents without access to modify or approve.
- Standard: Grants users full access to categorize, edit, and approve documents for upload to Xero.
Here’s a quick overview of how these features integrate:
| Feature | Hubdoc Function | Result in Xero |
| Purchase Order Scanning | Scans and captures PO details | Syncs as Xero bills |
| Expense Claims | Extracts data from receipts/expenses | Syncs as Xero bills |
| User Management | Sign-in with Xero, set permissions | Streamlined access control |
| Document Scanning via Xero App | Captures and syncs scanned documents | Syncs directly with Hubdoc and Xero |
Summary of Hubdoc User Roles
| Role | Permissions | Ideal For |
| Administrator | Full control, user management, integration setup | Owners, financial controllers |
| Standard User | View, upload, and edit documents | Team members, bookkeepers |
| Upload Only | Upload documents only | Field staff, clients |
| View Only | View documents without editing or uploading permissions | Auditors, managers |
How Can FastLane Help?
Integrating Xero and Hubdoc can transform how your business manages finances, but getting it set up can feel overwhelming. FastLane is here to help with everything from initial setup to ongoing support. Here’s what we offer:
- Setup and Integration: We’ll help you connect Xero and Hubdoc quickly and without any hassle.
- Customized Training: Get personalized training for you and your team on how to make the most of Hubdoc and Xero.
- Ongoing Support: We’re here whenever you need us, whether it’s a question about troubleshooting or looking to improve your workflows.
With FastLane’s support, you’ll maximize the benefits of Xero and Hubdoc, letting you focus on growing your business. Get Started Now!