Hubdoc is more than storage; it’s your bookkeeping assistant. It eliminates the stress of chasing and sorting bills and receipts by automatically capturing everything in one place and sending it to Xero when ready. It saves time and brings clarity and order to your finances for smoother management.

HOW DO YOU USE THIS?

Snap a photo with the mobile app, forward invoices via email, or drag-and-drop them straight from your computer.
Hubdoc extracts key details (supplier, date, amount). You simply check accuracy, assign the right account code, and add any tracking or notes.
With one click, send the document as a draft bill into Xero fully coded, with the original file attached.
Once sent, Hubdoc marks documents as published so you’re not double handling or missing anything.
Even after publishing, all files remain searchable in Hubdoc for easy retrieval, audits, or supplier disputes.

WHY TRY HUBDOC?

Snap a photo with the mobile app, forward invoices via email, or drag-and-drop them straight from your computer.
Hubdoc extracts key details (supplier, date, amount). You simply check accuracy, assign the right account code, and add any tracking or notes.
With one click, send the document as a draft bill into Xero fully coded, with the original file attached.
Once sent, Hubdoc marks documents as published so you’re not double handling or missing anything.
Even after publishing, all files remain searchable in Hubdoc for easy retrieval, audits, or supplier disputes.

IT ALL BEGINS WITH AN IDEA

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IT ALL BEGINS WITH AN IDEA ✦

SET-UP HUBDOC & CONNECT TO XERO

Sign in (or create) your Hubdoc organisation. Go to Settings / Organisation.

Find Integrations (gear icon) and click Connect next to Xero. Follow the Auth prompts to let Hubdoc talk to the right Xero organisation.
Locate your Hubdoc unique intake email in Organisation settings, copy it and save it as a contact in your business email. Tell suppliers (or forward incoming invoices) to that address.
Set user permissions (who can review/publish) and enable two-factor auth if you like the extra sleep-at-night security.

Quick tips

Create Hubdoc under a business email, not personal. Keep admin access tight.
Save the intake email as “Hubdoc” in your address book so it’s easy for the team.

DRAG & UPLOAD DOCUMENTS INTO HUBDOC

From your Hubdoc org, click Upload Document (or use the drag-and-drop area). Choose Standard Upload or Multi-Page PDF Split if you scanned several invoices into one PDF.

On desktop: drag files from your folder into the upload window or browse and select. On mobile: snap photos using the Hubdoc app and upload.
Email: forward supplier emails or PDFs to your Hubdoc intake address — they’ll arrive automatically.
Let Hubdoc run OCR/extraction, then go to Review to check supplier, date, total, and invoice number.

Best-practice capture

Use Multi-Page PDF Split if your scanner batches multiple invoices into a single file — Hubdoc can split them into separate docs.
Avoid blurry photos — scan at decent resolution or use the mobile app’s auto-crop feature.
Name and tag unusual docs on upload so reviewers know what’s what.

PUBLISH TO XERO AS A DRAFT BILL

Confirm Hubdoc → Xero integration is active (Settings > Integrations). Optionally configure auto-sync settings.

In Hubdoc Review, confirm extracted fields (supplier, invoice #, date, total, tax). Correct any errors. Set supplier defaults (account code, contact match) where possible.
Select a document (or batch) and click Publish. Choose Publish As: Bill (Draft) (or the appropriate document type). If using rules, set them to publish as Draft automatically only for trusted recurring suppliers.
In Xero: go to Business > Bills to pay > Draft to confirm the draft arrived with the source doc attached. Make final coding/tracking decisions there before approving/payment.

Smart rules & auto-publish

Use auto-publish sparingly — only for predictable, low-risk suppliers (utilities, rent). Always build a short review habit for anything new.
If you republish from Hubdoc, Xero can update the linked transaction rather than creating a duplicate — handy for corrections..

QA CHECKLIST (what to check before you publish)

Supplier name matched to correct Xero contact.

Invoice/reference number present and matches the PDF.
Invoice date and due date make sense (watch international formats).
Tax/GST rate applied correctly (line-level where needed).
Attachment(s) included and legible.
Quick duplicate search (supplier + invoice #) in Xero before publishing.

COMMON PITFALLS (and what to do instead)

Duplicate invoices: search Xero before you publish; if duplicate, archive the extra in Hubdoc.

Blurry OCR: re-scan or manually edit extracted fields in Hubdoc.
One PDF = multiple bills: use Multi-Page PDF Split on upload.
Card receipts already paid: record as bank Spend Money with attachment — don’t create a bill.
Wrong supplier mapping: fix in Hubdoc and set the contact as a default for future docs.

Setup Hubdoc