How to Use Hubdoc in Xero: A Beginners' Guide

As a business owner, you may find managing receipts, invoices, and other financial documents overwhelming. Fortunately, Hubdoc simplifies the process. By integrating Hubdoc with Xero, you can automate and streamline many of your bookkeeping tasks. This will save you time and improve accuracy and efficiency. In this blog post, we'll guide you through everything you need to know about Hubdoc, including its key features and how to set it up to work with Xero.

What Is Hubdoc?

Hubdoc is a cloud-based tool designed to take the hassle out of managing your financial documents. Think of it as a virtual assistant that handles all your receipts, invoices, and bills. Instead of you having to manually enter numbers, Hubdoc pulls the data from your documents and syncs it directly with your accounting software. This will save you time, reduce errors and give you a real-time view of your financial position accessible anytime and anywhere. 

Additionally, keeping all your documents in digital format reduces your physical storage needs and makes finding documents so much faster. Everything is automatically sorted by supplier, fully searchable, and customisable to suit your needs. This means less time spent on bookkeeping and more time to focus on growing your business.

Want to learn more about how Xero can help with your business? Give us a call at 1300 728 875 or drop us a line and we can discuss how we can help your business with its Xero needs. You can also learn more about our Xero accounting services on our Xero web page

How Does Hubdoc Work with Xero? Xero Hubdoc Integration

Hubdoc and Xero integrate seamlessly for smooth and efficient financial management. You can upload your financial documents to Hubdoc by:

  • Dragging and dropping files from your desktop
  • Emailing documents to your Hubdoc email address
  • Taking photos directly using the mobile app
  • Scanning your files using ScanScap integration
  • Uploading multi-page documents and split PDFs

Once your documents are uploaded to Hubdoc, it automatically extracts key details like supplier names, dates, amounts, and invoice numbers, making them easy to search. All your documents are then stored digitally in the cloud using encryption and multi-factor authentication to keep your data secure.

Next, Hubdoc syncs the data with Xero, matching it to the correct account. With just a few clicks, you can create new transactions, such as bills or expenses, directly in Xero.

Key Features of Hubdoc’s Integration with Xero

  • Hubdoc syncs with Xero to import contacts, bank accounts, and your chart of accounts, ensuring everything is always up to date.
  • You can set up supplier rules in Hubdoc to automatically create transactions based on specific criteria.
  • When transactions are created in Xero, Hubdoc attaches the original document to the transaction, providing an easy reference source and complete audit trail.
  • Transactions generated by Hubdoc are automatically matched with bank transactions in Xero, allowing for one-click reconciliation.
  • Hubdoc also lets you set up multiple users with specific permissions. This way, certain staff members can upload receipts without accessing sensitive financial data.

How to Set Up Hubdoc with Xero

  1. Start by logging into your Hubdoc account, then go into settings to connect it to Xero. This links both systems together so you can start streamlining your bookkeeping. 
  2. Begin capturing your financial documents such as receipts, invoices, and bills. 
  3. Hubdoc automatically extracts important financial information from your uploaded documents. 
  4. Once Hubdoc has extracted the data, navigate to the Review tab to check it. Make sure everything is categorised correctly and then click Publish when you’re happy with it.
  5. You can now log in to your Xero account to view the newly created draft bills and receipts. From here, you can quickly approve and reconcile them with your bank feeds.

The more you use Hubdoc, the smarter it gets. Hubdoc learns from your previous actions, allowing it to automatically categorise incoming documents based on established rules. For instance, if you consistently categorise invoices from a specific vendor as "utilities," Hubdoc will start doing this for you, saving even more time.

If you want personalised support with Hubdoc, our experienced and certified bookkeepers can help. Give us a call at 1300 728 875 or fill out a contact form to get started. 

Hubdoc Pricing (Is Hubdoc Free with Xero?)

If you want to use Hubdoc on its own, it costs around $12 per month. This might be a good option if you’re not yet using Xero but want to take advantage of Hubdoc’s document management features.

If you’re already using one of Xero’s main plans, you’re in luck - Hubdoc comes included at no extra cost with most Xero plans, including Starter, Standard, and Premium.

Where to Find Xero Hubdoc Training

If you're new to accounting software, don't worry - there are plenty of training resources available to help you get started. You can find step-by-step video tutorials, webinars, and how-to guides on both the Hubdoc and Xero websites. 

They offer detailed instructions on everything from setting up your account to automating transactions and reconciliation. There are also many online forums and user communities where you can ask questions and learn from other business owners.

Helpful links:

  • Xero Central has in-depth guides that walk you through every aspect of using Hubdoc with Xero.
  • Xero regularly offers webinars on all different topics, including how to get the most out of Hubdoc and Xero. Check the Xero events calendar to find out when the next session is scheduled.
  • You can take Hubdoc certification courses for business owners, bookkeepers, and accountants.

Hubdoc and Xero: Is it Worth it?

If you're looking for a way to simplify your bookkeeping and cut down on the time you spend managing receipts and invoices, Hubdoc is absolutely worth it. Think about how much time you waste chasing down paperwork or manually entering data. With Hubdoc, all of that gets streamlined.

Plus, if you're already using Xero, Hubdoc integrates seamlessly, so it’s not just another tool you have to manage. It works with what you're already doing and enhances it. In the long run, it saves you both time and money by making your accounting processes smoother and more efficient. If you value your time and want to focus more on running your business than dealing with piles of paperwork, then yes, Hubdoc is worth it.

Still wondering if there might be something else better suited for your needs? Feel free to get in touch with our team at Darcy Bookkeeping or call us on 1300 728 875 for some advice. We specialise in knowledge on popular accounting software.

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