How to use Hubdoc to Automate Your Data Entry in 2026?

Quick Start

This guide covers every Hubdoc feature:

• Getting Started — Create your Hubdoc account and connect it to your accounting software
• How to Use Automatic Document Fetching — Pull bills and bank statements in without lifting a finger
• How to Use Smart Data Extraction — Read supplier names, dates, amounts, and invoice numbers from every file
• How to Use Easy Mobile App Uploads — Snap photos of receipts at the counter instead of hoarding paper
• How to Use Secure Cloud-Based Storage — Keep every file in the cloud behind bank-level 256-bit encryption
• How to Use Integration with Accounting Software — Sync your documents and data straight into Xero or QuickBooks Online
• How to Use Automatic Filing and Sorting — Teach Hubdoc your rules once and let it file new uploads for you
• How to Use Audit-Proof Documentation — Attach a source document to every transaction your accountant reviews
• How to Use User Collaboration — Give accountants, bookkeepers, and staff members the right access level
• How to Use Document Export and Backup — Copy every file to Dropbox, Google Drive, or Box on a schedule

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I have used Hubdoc for two years across three client files. Every step here comes from real work, not vendor screenshots.

Hubdoc automates bookkeeping tasks and frees up time to focus on adding value to clients.

It reads your financial documents and hands the data to Xero.

That cuts the time spent typing receipts, bills, and expenses by hand.

Most people only ever upload receipts and stop there.

This guide shows you how to use Hubdoc properly, feature by feature.

Hubdoc Tutorial

This How to use Hubdoc tutorial walks through every feature step by step. You will go from an empty account to automatic filing.

Hubdoc

Stop retyping invoices and bills by hand. Hubdoc fetches your financial documents, extracts the data, and syncs it with Xero or QuickBooks Online. It is included free with most Xero plans.

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Getting Started with Hubdoc

Before any feature works, you need to set up your Hubdoc account.

It takes about three minutes.

Here is my honest walkthrough video of the first session:

Now let us break down each step.

Step 1: Create Your Hubdoc Organization

Log in to Xero and open the Hubdoc tile from your dashboard.

Creating the Hubdoc organization from Xero keeps both files linked correctly.

✓ Checkpoint: Check your inbox for the confirmation email.

Step 2: Open the Dashboard

Log in on desktop, or install the app on iOS and Android.

Here is what the dashboard looks like:

✓ Checkpoint: You should see your empty document inbox.

Step 3: Find Your Hubdoc Email Address

Open Settings and copy the unique Hubdoc email address for your business.

Forward any digital invoices and receipts straight to it.

How to Use Hubdoc Automatic Document Fetching

Automatic Document Fetching lets you connect your banks and suppliers so bills arrive on their own.

Here is how to use it step by step.

Step 1: Open the Connections Tab

Click Connections in the left menu of your Hubdoc account.

You will see a search box listing banks, utilities, and telecom suppliers.

Step 2: Link Each Supplier Account

Search the supplier, then enter the login you normally use.

Here is what this looks like:

✓ Checkpoint: A green Connected badge appears beside the supplier name.

Step 3: Set the Fetch Frequency

Choose daily or weekly fetching for each connected account.

How to Use Hubdoc Smart Data Extractor

Smart Data Extraction lets you skip manual data entry on invoices, bills, and receipts.

Here is how to use it step by step.

Step 1: Open Any Uploaded Document

Click a document from your Hubdoc inbox.

The extracted fields sit on the right, beside the scanned image.

Step 2: Check the Extracted Fields

Compare supplier names, dates, amounts, and invoice numbers against the original.

Here is what this looks like:

✓ Checkpoint: Every field matches the document, with no blank amounts.

Step 3: Correct Anything Wrong

Click any field and retype it, then hit Save.

How to Use Hubdoc Mobile App

Easy Mobile App Uploads lets you upload digital and paper documents from your phone in seconds.

Here is how to use it step by step.

Step 1: Install the Hubdoc App

Download Hubdoc from the App Store or Google Play.

Log in with the same email and password you use on desktop.

Step 2: Tap the Camera Icon

Point your phone at the receipt and hold steady.

Here is what this looks like:

✓ Checkpoint: The receipt shows in your Hubdoc inbox within a minute.

Step 3: Confirm and Send

Review the crop, then tap Upload to finish the session.

How to Use Hubdoc Secure Cloud-Based Storage

Secure Cloud-Based Storage lets you store financial documents safely and search them from anywhere.

Here is how to use it step by step.

Step 1: Open the Documents Tab

Click Documents to see everything stored in the cloud.

Files stay protected with 256-bit encryption and SSL/TLS technology.

Step 2: Use the Search Bar

Type a supplier name, amount, or date to find a file.

Here is what this looks like:

✓ Checkpoint: Search returns the right file, and login now asks for a code.

Step 3: Set Up Two Factor Authentication

Open Settings, then switch on two factor authentication for your login.

How to Use Hubdoc Integration with Accounting Software

Integration with Accounting Software lets you push data to connected integrations without touching a spreadsheet.

Here is how to use it step by step.

Step 1: Open Integrations in Settings

Pick your accounting software from the list shown.

Hubdoc supports Xero, QuickBooks Online, Bill.com, and cloud storage services.

Step 2: Authorise the Connection

Log in to the accounting tool and approve access.

Here is what this looks like:

✓ Checkpoint: The bill appears in Xero with the image attached.

Step 3: Publish a Document

Open a bill, choose the account, then click Publish.

How to Use Hubdoc Automatic Filing and Sorting

Automatic Filing and Sorting lets you build a filing system by year, month, or document type.

Here is how to use it step by step.

Step 1: Create Your Folders

Open Documents and add folders for year, month, or type.

Most people file by year first, then by supplier underneath.

Step 2: Move a Document Manually

Drag a bill into the folder where it belongs.

Here is what this looks like:

✓ Checkpoint: The next bill from that supplier files itself.

Step 3: Let the Rules Build

Repeat for two or three bills from the same supplier.

How to Use Hubdoc Audit-Proof Documentation

Audit-Proof Documentation lets you answer audit questions without digging through boxes.

Here is how to use it step by step.

Step 1: Publish With the Image Attached

Leave the attachment toggle on when you publish a bill.

The scanned file travels with the transaction into your ledger.

Step 2: Check the Xero Record

Open the bill in Xero and click the paperclip icon.

Here is what this looks like:

✓ Checkpoint: The Xero transaction shows the attached document preview.

Step 3: Reconcile the Bank Line

Match the payment and confirm the one click reconciliation suggestion.

How to Use Hubdoc User Collaboration

User Collaboration lets you share your books without handing over full control.

Here is how to use it step by step.

Step 1: Open the Users Tab

Click Settings, then Users, then Invite User.

Invitations go out by email and expire after seven days.

Step 2: Choose an Access Level

Pick upload only for staff members, or standard for bookkeepers.

Here is what this looks like:

✓ Checkpoint: The user shows as Pending, then Active once they accept.

Step 3: Send the Invite

Enter the email address and click Send.

How to Use Hubdoc Document Export and Backup

Document Export and Backup lets you keep a second copy of your records outside Hubdoc.

Here is how to use it step by step.

Step 1: Connect a Storage Service

In Integrations, pick Dropbox, Google Drive, or Box.

Hubdoc then mirrors your folder structure inside that service.

Step 2: Choose What Syncs

Select all documents, or limit the sync to chosen folders.

Here is what this looks like:

✓ Checkpoint: The ZIP downloads and your cloud drive shows matching folders.

Step 3: Run a Bulk Export

Tick the files you want and click Download as ZIP.

Hubdoc Pro Tips and Shortcuts

After two years of managing client files in Hubdoc, here are my best tips.

Keyboard Shortcuts

These four shortcuts alone cut my review time in half.

Hidden Features Most People Miss

• Bulk publish: Tick several bills, then publish them to Xero in one go.
• Supplier rules: Set a default account per supplier so coding happens on upload.
• Help centre: Click the Hubdoc blog logo in the help centre to reach setup guides.

Hubdoc Common Mistakes to Avoid

Mistake #1: Creating the Account Outside Xero

Mistake #2: Publishing Without Checking Amounts

Mistake #3: Letting Documents Pile Up

Hubdoc Troubleshooting

Problem: Documents Are Not Syncing to Xero

Cause: The integration token expired, usually after a password change.

Fix: Open Settings, disconnect the integration, then reconnect and republish the stuck files.

Problem: Data Is Extracted Incorrectly

Cause: Poor lighting, creased paper, or a faded thermal receipt.

Fix: Retake the photo on a flat dark surface. Then correct the fields manually.

Problem: A Bank Connection Keeps Failing

Cause: The bank added two factor authentication to online logins.

Fix: Reconnect and approve the prompt on your phone within the timeout window.

📌 Note: Still stuck? Open the support widget. It greets you with “We’re here to help” and connects you to the Hubdoc team.

What is Hubdoc?

Hubdoc is a document capture tool that removes manual data entry from bookkeeping.

Think of it as a scanner that also does the typing.

Hubdoc helps streamline bookkeeping by automating data entry from financial documents.

Using Hubdoc can save time and improve accuracy and efficiency in bookkeeping tasks.

It is worth it if you want to simplify bookkeeping and reduce hours lost to paperwork.

Less time on typing means more attention for clients and the work that pays.

Watch this quick overview:

It includes these key features:

• Automatic Document Fetching: Pull bills and bank statements in without lifting a finger.
• Smart Data Extraction: Read supplier names, dates, amounts, and invoice numbers from every file.
• Easy Mobile App Uploads: Snap photos of receipts at the counter instead of hoarding paper.
• Secure Cloud-Based Storage: Keep every file in the cloud behind bank-level 256-bit encryption.
• Integration with Accounting Software: Sync your documents and data straight into Xero or QuickBooks Online.
• Automatic Filing and Sorting: Teach Hubdoc your rules once and let it file new uploads for you.
• Audit-Proof Documentation: Attach a source document to every transaction your accountant reviews.
• User Collaboration: Give accountants, bookkeepers, and staff members the right access level.
• Document Export and Backup: Copy every file to Dropbox, Google Drive, or Box on a schedule.

For a full review, see our Hubdoc review.

Hubdoc Pricing

Here is what Hubdoc costs in 2026:

Hubdoc costs around $12 per month if used independently.

It is included at no extra cost with most Xero plans, including Starter, Standard, and Premium.

Free trial: Yes, 14 days free with no card required.

Money-back guarantee: No formal guarantee. You can cancel monthly at any time.

💰 Best Value: Monthly Subscription — but check your Xero plan first, since it may already be free.

Hubdoc vs Alternatives

How does Hubdoc compare? Here is the competitive landscape:

Quick picks:

• Best overall: Hubdoc — free inside Xero and easy for beginners.
• Best budget: Wave — no cost at all for very small businesses.
• Best for beginners: QuickBooks — the simplest accounting software to learn.
• Best for heavy fetching: Dext — more supplier connections than anyone else.

🎯 Hubdoc Alternatives

Looking for Hubdoc alternatives? Here are the top options:

• 🚀 Puzzle IO: Accounting built for startups, with automatic categorisation and live reporting.
• 🌟 Dext: The closest rival, with faster fetching and deeper supplier coverage.
• ⭐ Xero: The accounting software Hubdoc feeds. Most plans include Hubdoc free.
• 🔧 Synder: Best for ecommerce sellers syncing Stripe, Shopify, and PayPal payouts.
• 🎯 Easy Month End: Checklist-driven close software for teams that miss deadlines.
• 🧠 Docyt: AI bookkeeping that codes transactions and reconciles as documents arrive.
• 🏢 Sage: Full accounting suite for larger firms needing stock and payroll.
• 💼 Zoho Books: Strong value if you already run other Zoho business apps.
• 💰 Wave: Free invoicing and bookkeeping for freelancers watching every dollar.
• 📊 Expensify: Expense reports and card feeds for teams filing staff claims.
• 👶 QuickBooks: Beginner-friendly accounting with a huge pool of certified bookkeepers.
• ⚡ AutoEntry: Sage-owned capture tool priced by credit rather than flat monthly.
• 🎨 FreshBooks: Clean invoicing and time tracking aimed at service businesses.
• 🔒 NetSuite: Enterprise ERP for companies that outgrew small business tools.

For the full list, see our Hubdoc alternatives guide.

⚔️ Hubdoc Compared

Here is how Hubdoc stacks up against each competitor:

• Hubdoc vs Puzzle IO: Puzzle IO does the bookkeeping itself. Hubdoc only feeds documents and data into it.
• Hubdoc vs Dext: Dext fetches from more suppliers. Hubdoc wins on price if you already pay for Xero.
• Hubdoc vs Xero: Not rivals. Hubdoc captures the paperwork, Xero records the transactions it creates.
• Hubdoc vs Synder: Synder handles payment platform sync. Hubdoc handles bills, receipts, and statements.
• Hubdoc vs Easy Month End: Easy Month End tracks close tasks. Hubdoc supplies the source files those tasks need.
• Hubdoc vs Docyt: Docyt automates coding as well as capture. Hubdoc stays simpler and far cheaper.
• Hubdoc vs Sage: Sage is full accounting software. Hubdoc is a capture layer that feeds one.
• Hubdoc vs Zoho Books: Zoho Books bundles capture inside its ledger. Hubdoc stays the better Xero partner.
• Hubdoc vs Wave: Wave costs nothing but has no fetching. Hubdoc pulls bills in for you.
• Hubdoc vs Expensify: Expensify is built for staff expense claims. Hubdoc is built for supplier bills.
• Hubdoc vs QuickBooks: QuickBooks has its own receipt capture. Hubdoc suits Xero users far better.
• Hubdoc vs AutoEntry: AutoEntry charges per credit. Hubdoc charges one flat monthly fee instead.
• Hubdoc vs FreshBooks: FreshBooks focuses on invoices you send. Hubdoc focuses on bills you receive.
• Hubdoc vs NetSuite: NetSuite serves large finance teams. Hubdoc serves small business owners and bookkeepers.

Start Using Hubdoc Now

You learned how to use every major Hubdoc feature:

• ✅ Automatic Document Fetching
• ✅ Smart Data Extraction
• ✅ Easy Mobile App Uploads
• ✅ Secure Cloud-Based Storage
• ✅ Integration with Accounting Software
• ✅ Automatic Filing and Sorting
• ✅ Audit-Proof Documentation
• ✅ User Collaboration
• ✅ Document Export and Backup

Next step: Pick one feature and try it now.

Most people start with Automatic Document Fetching.

It takes less than five minutes and saves hours later.

Frequently Asked Questions

How to start using Hubdoc?

Create your Hubdoc account from the Xero dashboard, connect your accounting software, then upload one receipt. Most people finish this setup in under ten minutes.

How does Hubdoc work?

Hubdoc pulls data from financial documents and syncs it directly with accounting software. It extracts supplier names, dates, and amounts, then creates matching transactions.

How to use Hubdoc via the app?

Install the app, log in, then tap the camera icon to photograph receipts. Uploads reach your Hubdoc inbox instantly and are extracted within minutes.

Can Hubdoc automatically fetch bank statements?

Yes. Connect your bank under the Connections tab and Hubdoc fetches statements on a daily or weekly schedule without any further action from you.

How do I send receipts to Hubdoc?

Forward them to your unique Hubdoc email address, snap photos in the mobile app, or upload files from your desktop by dragging them in.