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- Connect Xero With the Right Apps for Your Business
Hubdoc Setup & Xero Integration Services
Turn receipts, supplier bills and financial documents into a more organised Xero workflow with professional Hubdoc setup.
We configure Hubdoc around the way your business receives and processes documents. This can include connecting Hubdoc to Xero, setting user access, configuring supplier rules, testing document publishing and training your finance team.
Xero Gold Champion Partner
Xero Migration Specialists
AAT Licensed Accountant
Clients We Migrated into Xero
What our client Says
Managing financial documents across email inboxes, mobile phones, shared folders and desks can create unnecessary admin.
Hubdoc gives your business one place to capture financial documents before sending the relevant information into Xero.
But simply activating Hubdoc is only the first step.
A good Hubdoc setup should consider how documents arrive, who can access them, how suppliers are coded, which tax rates should be used and when information should be published to Xero.
That is where our Hubdoc setup service can help.
Bring Your Bills, Receipts and Xero Together
What Does Hubdoc Do?
Hubdoc is a document capture and data extraction tool that works with Xero.
Your team can submit bills, receipts and other supporting documents using several methods.
Mobile Document Capture
Take a photograph of a receipt or document using the Hubdoc mobile app and submit it directly to your organisation.
Email Documents to Hubdoc
Your Hubdoc organisation can use a dedicated email address for receiving documents. Supplier invoices and receipts can be forwarded directly to this address.
Upload Existing Documents
PDF files, scanned invoices, receipts and other supported documents can be uploaded through Hubdoc.
Extract Key Information
Hubdoc reads uploaded documents and extracts available information for review.
Publish to Xero
Documents can be reviewed and published into the connected Xero organisation using the appropriate account, tax and transaction settings.
Professional Hubdoc Setup for Xero
Our Hubdoc setup service goes beyond simply connecting two applications.
We configure the workflow around your business and accounting requirements.
Hubdoc Organisation Setup
We create or review your Hubdoc organisation and configure the key organisation settings. This may include your business details, base currency, date format and document email address.
Hubdoc and Xero Connection
We connect the correct Hubdoc organisation with your Xero organisation and review the integration settings. This allows Hubdoc and Xero to work together as part of your document processing workflow.
Document Capture Setup
We help establish practical ways for your team to submit documents. The aim is to create a clear process that your team can follow consistently.
User Access and Permissions
Not every employee needs full access to your accounting documents. We can configure Hubdoc users based on what each person needs to do. For example, some employees may only need to upload receipts while your finance team may require wider access to review and publish documents.
Supplier Setup and Rules
Regular suppliers often follow similar accounting treatments each month. Where appropriate, we can configure supplier settings to help create a more consistent process.
Publishing Workflow
We configure how Hubdoc documents should move into Xero. Depending on your requirements, documents can be reviewed before publishing or suitable suppliers can use configured publishing rules. We test the agreed process before handover.
Testing and Review
Before your team starts relying on the workflow, we test sample documents. We review how information is extracted, coded and published into Xero and make adjustments where required.
Hubdoc Training
Your team should understand the process after the setup is complete. We can provide practical training covering document submission, document review, supplier settings, publishing and day to day use of Hubdoc with Xero.
What Is Included in Our Hubdoc Setup Service?
Your exact scope can be agreed before work begins.
A typical Hubdoc setup can include:
- Review of your current document process
- Hubdoc organisation setup
- Connection with Xero
- Organisation settings review
- Dedicated Hubdoc email setup
- User and permission configuration
- Document capture workflow
- Supplier configuration
- Account code setup
- Tax setting review
- Publishing configuration
- Supplier rules where suitable
- Sample document testing
- Hubdoc and Xero training
- Handover guidance
- Future-Ready Setup
Prepare Your Xero Organisation for the Future
A successful migration is not just about moving historical data. Your new Xero organisation should also be prepared for future accounting.
01
Capture
A receipt or supplier invoice is sent to Hubdoc through the mobile app, email or upload.
02
Extract
Hubdoc reads the document and extracts available information.
03
Review
The document and extracted information are reviewed where required.
04
Apply Accounting Settings
The correct supplier, account code, tax treatment and other required information are selected.
05
Publish to Xero
The document is published into Xero using the agreed transaction settings.
06
Reconcile
The resulting Xero transaction can then form part of your normal bookkeeping and bank reconciliation process.
Why Correct Hubdoc Configuration Matters
Hubdoc can reduce repetitive document entry, but poor configuration can simply move mistakes from one system into another.
Incorrect account codes can affect financial reporting.
Incorrect tax settings can create problems when transactions are reviewed for VAT.
Publishing rules can also create incorrect transactions if they are applied to suppliers whose invoices require different accounting treatment.
We therefore configure automation selectively rather than switching everything on at once.
Before and After a Structured Hubdoc Setup
| Area | Without a Clear Process | With a Structured Hubdoc Workflow |
|---|---|---|
| Supplier bills | Spread across inboxes and folders | Sent through an agreed capture process |
| Receipts | Stored on phones or paper | Submitted through Hubdoc |
| Data entry | Repeated manual entry | Key document data extracted for review |
| Supplier coding | Selected repeatedly | Supplier settings can be reused where appropriate |
| Supporting documents | Stored separately | Documents can follow transactions into Xero |
| Team access | Documents shared informally | Users receive appropriate permissions |
| Process | Depends on individual employees | Clear workflow for the finance team |
Who Can Benefit from Hubdoc Setup?
Growing Businesses
Create a more consistent process before your volume of receipts and supplier bills increases further.
Ecommerce Businesses
Organise supplier invoices, platform charges, software subscriptions and other supporting documents.
Professional Services Businesses
Give employees and finance staff a clearer process for submitting expenses and supplier documents.
Construction Businesses
Capture receipts and supplier invoices from office based and site based team members.
Property Businesses
Organise recurring invoices, maintenance costs and other property related documents.
Remote Teams
Allow employees to submit documents without relying on physical paperwork being delivered to the finance department.
Businesses Already Using Xero
If you already use Xero but still process receipts and supplier documents manually, Hubdoc may help improve the document capture stage of your accounting process.
Our Hubdoc Setup Process
01
Workflow Review
We discuss how your business currently receives bills and receipts, who processes them and how they eventually reach Xero.
02
Hubdoc Configuration
We create or review the Hubdoc organisation and configure the required organisation settings.
03
Xero Integration
Hubdoc is connected to the correct Xero organisation and the integration settings are reviewed.
04
Users and Supplier Rules
We configure agreed user access, supplier settings and publishing rules.
05
Testing
Sample documents are processed to confirm that the workflow operates as expected.
06
Training and Handover
Your team is shown how to capture, review and process documents using the new workflow.
Hubdoc Setup for Existing Xero Organisations
You do not need to be setting up a new Xero organisation to use our service.
We can configure Hubdoc for an existing Xero business.
We can also review an existing Hubdoc setup if your current process is creating duplicated work, incorrect coding or confusion among your team.
The first step is understanding your current workflow and identifying what should change.
Hubdoc Setup for Finance Teams
A Hubdoc workflow should work for everyone involved in document processing.
Employees
Submit receipts and supporting documents.
Finance Staff
Review documents and accounting information.
Bookkeepers
Process and publish transactions.
User access should be configured according to the responsibilities of each person.
When Should Supplier Automation Be Used?
Automatic supplier rules can be useful for predictable transactions.
For example, a recurring software subscription may normally use the same account code and tax treatment.
Other suppliers may produce several types of invoices that require different accounting treatment.
Those transactions may be better reviewed before they reach Xero.
We assess the workflow before deciding where automation is suitable.
Hubdoc Is Not a Replacement for Every Finance Application
Hubdoc is primarily designed around document capture, extraction, storage and publishing.
Businesses with more complex requirements may need additional Xero applications.
Examples can include businesses requiring:
Detailed purchase approval processes
Purchase order controls
Advanced accounts payable workflows
Complex expense approvals
Specialist inventory management
More complex multi entity finance processes
Where required, we can review the wider Xero application setup before recommending how Hubdoc should fit into your finance system.
Client Success Stories
See how businesses have improved their accounting processes, moved to Xero and created clearer finance workflows with support from eCloud Experts.
Xero Cleanup & Workflow Optimisation
See how Little Spring Wonders improved bookkeeping accuracy, reconciliation processes and finance workflows through a structured Xero cleanup and optimisation project.
Sammons Recruitment Group Moves to Xero
Discover how Sammons Recruitment Group moved five companies from Sage 200 to Xero and created a more modern cloud accounting environment.
NetSuite to Xero Transformation
See how Signature Illumination Designs moved from NetSuite to Xero with a tailored accounting setup and integrations designed around its finance requirements.
Why Choose eCloud Experts for Hubdoc Setup?
Xero Focused Experience
Our team works with Xero across setup, migration, training, support and application integration projects.
Accounting Focused Configuration
We consider how Hubdoc transactions will affect your accounting records rather than treating the connection as a simple technical setup.
Setup Around Your Business
Your Hubdoc workflow is configured around your document volume, users, suppliers and accounting requirements.
Supplier Rule Configuration
We help identify where repeat supplier settings can reduce manual processing and where human review should remain.
Integration Testing
We test the agreed Hubdoc and Xero workflow before handover.
Team Training
Your users receive practical guidance so they understand what to do once the setup is complete.
Ongoing Xero Support
If you need further Xero help after Hubdoc setup, our team can support wider accounting, reporting and Xero configuration requirements.
Hubdoc Setup and Xero Integration Case Studies
See how businesses and organisations have used Hubdoc with Xero to automate receipt and bill capture, reduce manual data entry and create better document management workflows for their finance teams.
Hubdoc Setup
Sammons Recruitment Group
We set up Hubdoc for Sammons Recruitment Group to improve receipt processing and connect financial documents with Xero. The new workflow reduced manual handling and helped the finance team process receipts around 70% faster.
Hubdoc Automation
Signature Illumination
Signature Illumination combined Hubdoc with ApprovalMax to create a more automated expense and approval workflow around Xero. The setup reduced manual administration while improving document capture, expense control and the visibility of financial records.
Hubdoc Setup and Training
Dennyloanhead Community
Dennyloanhead Community Hall received Hubdoc setup and practical training to help the team manage financial documents more efficiently. The new process reduced paperwork and helped the organisation save hours of administration each week.
EXPLORE MORE XERO MIGRATIONS
More Platforms We Migrate to Xero
We migrate businesses to Xero from a wide range of accounting platforms, with careful data mapping, reconciliation and support throughout the move.
- FAQ
Hubdoc Setup FAQs
Yes. We can review your existing Xero organisation and configure Hubdoc around your current accounting setup and document workflow.
Hubdoc can publish supported documents into Xero using the configured transaction and publishing settings.
We configure the workflow and test sample documents before handover.
Different user access levels can be used depending on the responsibilities of each team member.
We can configure suitable permissions as part of your setup.
Yes. Documents can be forwarded to the Hubdoc document email address for processing.
This can help create a more consistent supplier invoice workflow.
Supplier rules and publishing settings can be configured for suitable suppliers.
We recommend using automation only where the accounting treatment is predictable and has been tested.
No.
Hubdoc works alongside Xero.
Hubdoc helps with document capture and processing, while Xero remains the main accounting platform.
No.
Hubdoc can help capture information from supplier documents and publish accounting transactions to Xero.
VAT reporting and submission remain part of your accounting process within Xero where applicable.
Yes.
We can review your existing Hubdoc and Xero workflow, including user access, supplier settings, document capture and publishing processes.
Hubdoc can store uploaded financial documents so bills, receipts and supporting records are easier to access as part of your accounting workflow.
Yes.
Training can cover document upload, mobile receipt capture, document review, supplier settings, publishing and the day to day Hubdoc and Xero workflow.
Set Up Hubdoc Around the Way Your Business Works
Whether you are starting with Hubdoc for the first time or need to improve an existing setup, we can help configure the connection, document workflow, user permissions, supplier rules and Xero publishing process.
Create a clearer process for your bills, receipts and financial documents.