Hubdoc Review
Hubdoc is Xero's document capture app: it reads bills and receipts and publishes them with the source file to Xero, QuickBooks Online or BILL, free with Xero plans or $12 a month on its own, for small businesses and their bookkeepers.
Independently scored, one dimension at a time. Every dimension is sourced, and we say whether a claim is published, reported, or estimated.
Every price is public: $12 USD, 10 GBP and 15 AUD, CAD or NZD a month standalone, and included in Xero plans while connected (hubdoc.com and Xero UK and Canada pricing pages, 27 September 2026). Xero published its 1 October 2026 US plan increases in advance. The terms make fees non-refundable, and the Early plan's 5-bill limit is a cost trap to check.
Setup is three steps from the Xero organisation menu per the Xero App Store listing, and standalone accounts get a 30-day trial with no card (hubdoc.com/pricing). Each account gets a forwarding email address, and Supplier Rules handle recurring coding (how-it-works page). The main work is writing rules and training staff to snap and forward documents.
The Xero link is two-way: contacts, bills, credit notes, receipts and bank transactions move both ways, and accounts, tax rates, items and tracking categories come from Xero (Xero App Store listing). The QuickBooks Online page says Hubdoc imports the chart of accounts and vendors and publishes with the document attached; BILL gets classes and departments. There is no NetSuite, Sage Intacct, Business Central or SAP connector.
Pricing is flat with unlimited usage (hubdoc.com/pricing), and accountants get a free partner account with client accounts at $12 a month each. Each Hubdoc organisation connects to one Xero organisation, and the Xero App Store listing lists shared currencies but no multi-entity roll-up. A March 2025 short from the Ask The Accountant Podcast Network questions its fit for large firms.
Hubdoc support now runs through Xero Central, with a separate form for users without a Xero login (hubdoc.com/support). Ratings are weak: 3.3 of 5 across 232 Xero App Store reviews, 1.4 of 5 from 68 ratings on the Australian iOS store, and 3.8 of 5 for customer service on Capterra (reported, checked 27 September 2026).
Hubdoc attaches the source document to every published transaction and added duplicate document detection, per Xero's blog (30 November 2021, updated 18 October 2025). It is in scope of Xero's SOC 2 Type II report, and Xero holds ISO/IEC 27001 (hubdoc.com security page). No approval workflow, PO matching or segregation-of-duties control was found on Hubdoc's pages; those live in Xero or BILL.
In-product extraction covers supplier names, amounts, invoice numbers and due dates (hubdoc.com homepage); Xero's JAX AI and itemised extraction ship in its newer Smart Document Capture (Xero blog, 2 July 2026). Hubdoc has no public API or Zapier app (Zapier page returns 404), and the MCP registry returned zero Hubdoc servers on 27 September 2026. Xero's own MCP server and Claude connector reach Xero data only; neither opens the Hubdoc inbox.
Hubdoc does not move money. It hands coded bills to Xero, whose US plans include free standard ACH bill payments (Xero pricing page), or to BILL, which Hubdoc's page says handles approval and payment. Score reflects that handoff only.
Free for Xero users and quick to start, but header-level capture while Xero focuses on Smart Document Capture
Written by the Audit Friendly research team. No vendor edits, no sponsored placement.
You are buying a digital inbox for bills, receipts and statements that reads supplier name, amount, invoice number and due date, then publishes a transaction to Xero, QuickBooks Online or BILL with the document attached (hubdoc.com, checked 27 September 2026). For a Xero subscriber it costs nothing extra: Xero's UK and Canada pricing pages say Hubdoc is included in their plans while it stays connected. Standalone, it is $12 a month in the US after a 30-day trial.
The catch is direction. Xero's 2 July 2026 blog post said Smart Document Capture, its JAX capture tool inside Xero, was available across most markets and entering beta in Australia and New Zealand, with itemised extraction and transaction matching; Xero's own demo video of it was posted on 17 March 2026. On 17 July 2026 a Xero admin wrote that Hubdoc remains a core part of the offering but that Xero is currently focused on efficiencies inside Xero, such as Smart Document Capture. Xero's US pricing grid now lists Smart Document Capture, its Hubdoc marketing pages redirect to its Smart Document Capture page, and the Hubdoc iOS app was last updated on 4 November 2025. There are no approval workflows, no PO matching and no public API.
Before relying on it, get in writing from Xero how much notice you will get if Hubdoc is retired, and how documents and their publish history would move to Xero Documents. Ask whether bills published by Hubdoc count against the US Early plan's 5-bill limit, and plan for the 1 October 2026 US price rise on Xero plans. If you are not on Xero, compare the $12 standalone price with Dext's per-document plans on your own sample of invoices.
- A Xero small business that photographs receipts and forwards supplier bills, and wants them posted to Xero with the image attached at no extra cost.
- A bookkeeping firm with many small Xero clients that wants one free partner account to collect client documents and publish them to each client's Xero file.
- A QuickBooks Online or BILL user with low bill volume who wants simple capture for $12 a month and does not need line items or approvals.
- AP teams that need approval chains, PO matching, vendor onboarding or payment runs inside the capture tool.
- Businesses on NetSuite, Sage Intacct, Business Central or SAP: Hubdoc publishes only to Xero, QuickBooks Online and BILL.
- Buyers who want a capture product with an active roadmap, line-item extraction or an API that an AI agent can call.
The jobs a finance team actually hires Hubdoc for
Jobs, mapped to how finance teams actually buy.
Turn a phone photo of a receipt into a Xero transaction
Staff snap a receipt in the Hubdoc app, and Hubdoc reads the supplier name, amount, invoice number and due date. The document is stored and published to Xero or QuickBooks Online with the image attached, ready to match to the bank feed. Line items are not described on Hubdoc's pages.
Forward supplier bills from email instead of keying them
Hubdoc creates a personal email address at sign-up, so suppliers or staff can forward bills straight in (how-it-works page). An auto-forward rule on statement emails is one route Xero's blog suggests since standard fetch connections were retired in April 2022.
Code recurring suppliers the same way every month
Supplier Rules set how a vendor's documents are coded and published. Hubdoc pulls accounts, tax rates, items, currencies and tracking categories from Xero, and exchanges contacts, bills, credit notes, receipts and bank transactions both ways (Xero App Store listing, checked 27 September 2026).
Collect documents across a bookkeeping practice's clients
Accountants and bookkeepers get a free partner account and pay $12 a month per client account that is not covered by a Xero plan (hubdoc.com partner page). Xero partners also earn partner program points for connecting Hubdoc. Under the March 2020 ownership terms, a Hubdoc organisation connected to a Xero plan belongs to the Xero subscriber.
Send coded bills to BILL for approval and payment
Hubdoc imports accounts, vendors, classes and departments from BILL and publishes bills there with the document attached, using Supplier Rules for coding (hubdoc.com/billcom). BILL then runs approvals and payments; Hubdoc stays the intake step.
Convert PDF bank statements to CSV for import
A Gentle Frog tutorial posted 18 September 2024 shows a PDF bank statement uploaded to Hubdoc, exported as CSV and imported into QuickBooks Online. Useful for accounts without a bank feed; Hubdoc's own marketing pages do not describe the feature, so test it on your bank's layout.
Watch the same task in each tool
Forget the 40-row feature grid. Pick a finance workflow and see how this tool and its closest peers actually do it, with our verdict on who wins for whom.
Compare on what matters
What it actually costs
Here's what it really costs: published rates where a vendor lists them, aggregated quote data where they don't, plus a path to your own number.
Capture by photo, upload, email or scan, sync to Xero or QuickBooks Online, unlimited usage, multiple collaborators, tech support, Box sync.
Same plan priced in GBP on the UK locale of the pricing page, after a 30-day free trial.
Same plan priced at 15 AUD, 15 CAD or 15 NZD a month after a 30-day free trial.
Cheapest US Xero plan that bundles capture; the plan grid limits it to 20 invoices and 5 bills.
Adds automated bill entry, bill tracking and auto-reconcile, per the US plan grid.
Adds multiple currencies, projects, employee expense claims and international bill payments.
Xero's UK page names Simple to Ultimate and its Canada page Starter, Standard and Premium, while connected; the Xero App Store listing names Early, Growing and Established in the US. Xero's US, AU and NZ pricing pages no longer mention Hubdoc (27 September 2026).
Free Hubdoc account for the practice; each client account is $12 USD a month for unlimited documents and storage.
What it actually takes to go live
Xero's 2 July 2026 blog post said Smart Document Capture was available across most markets and entering beta in Australia and New Zealand, and on 18 September 2026 Xero renamed Files to Documents, added tax extraction and credit notes, and said supplier rules and a custom forwarding email address are coming (Xero blog). On 17 July 2026 a Xero admin replied on Xero Product Ideas that Hubdoc remains a core part of the offering but Xero is currently focused on delivering efficiencies through Xero directly, such as Smart Document Capture, with no plans for the requested Hubdoc feature. Xero's US pricing grid lists Smart Document Capture, and its Hubdoc marketing pages in the US, UK, Canada, Australia and New Zealand redirect to its Smart Document Capture page (checked 27 September 2026). No Xero retirement notice for Hubdoc was found.
Hubdoc's homepage says it extracts supplier names, amounts, invoice numbers and due dates. On 31 July 2025 a Xero community manager wrote on Xero Product Ideas that Xero has no further developments planned for extracting more line item details within Hubdoc and pointed users who need it to Xero App Store apps; the 225-vote idea is marked Not in pipeline (checked 27 September 2026). Xero markets itemised, line-by-line extraction as a Smart Document Capture feature. If you need line-item coding for inventory or job costing, test before you commit.
Xero switched off new standard fetch connections on 31 January 2022 and retired all of them on 27 April 2022 (28 April in Australia and New Zealand), per its blog post last updated 18 October 2025. The same post names direct connections only with Bank of America, Wells Fargo and Stripe. Plan on email forwarding, uploads and the mobile app as the main intake routes.
Hubdoc's terms of use (effective 14 October 2022) say the company may, but need not, back up customer data, that data may be deleted at any time without prior notice, and that you are responsible for your own backups. The same terms let the company modify, suspend or discontinue the service, in whole or in part, with or without notice. Liability is capped at US$50 and fees are non-refundable. Turn on Box sync or download documents regularly, and keep the attached copies in Xero or QuickBooks Online as the record.
On 27 September 2026 the Hubdoc iOS app averaged 1.4 of 5 from 68 ratings in Australia, 1.7 from 48 in the UK and 2.2 from 13 in the US, and its last update was 4 November 2025 (Apple lookup data). The Xero App Store listing averages 3.3 of 5 across 232 reviews, 28 percent of them one-star, with recent reviews citing disconnections from Xero. Capterra shows 4.2 of 5 across 92 reviews (reported).
ScanToExcel, which sells a rival tool, states that Hubdoc retires on 8 May 2026. On 27 September 2026 the Hubdoc sign-up page, the $12 pricing page and Xero's UK and Canada pricing footnotes were all live, and Xero's own 17 July 2026 reply calls Hubdoc core. No Xero sunset notice was found, but ask Xero for the notice period in writing given the Smart Document Capture shift.
Scored on what an outside agent can actually reach: the documented API, how it authenticates, and whether the vendor ships an MCP server.
Inside the product, Hubdoc reads supplier names, amounts, invoice numbers and due dates from bills and receipts and turns them into draft transactions, according to its homepage (checked 27 September 2026). Its pages do not describe line-item extraction. A test posted on 24 September 2026 by Avi Santoso compared Xero, Hubdoc and Dext on 20 invoice files and reported that all three got the totals right on 18 Australian invoices, while GST, due dates and purchase-line details differed; the full research page was bot-blocked, so only the video description was read.
Xero's AI investment has gone to Smart Document Capture inside Xero. The 2 July 2026 launch post says JAX reads a document and has it ready for review in about 30 seconds, against up to 24 hours before, and adds itemised extraction and transaction matching (vendor-claimed). The 18 September 2026 update adds tax extraction, credit notes and upload-only permissions. None of this is described as a Hubdoc feature.
Exists: no. No public Hubdoc API, developer documentation, Zapier app or MCP server was found on hubdoc.com, GitHub, Zapier or the official MCP registry on 27 September 2026, so scope and setup do not apply; api.hubdoc.com serves only a sign-in page that authorizes ScanSnap scanners, a private partner connection. Xero's first-party MCP server on GitHub is local and admin-configured, reads and writes Xero contacts, invoices (including bills), payments and bank transactions, and has no Hubdoc, Files or attachment tool. Xero's Claude connector, launched in May 2026 and expanded on 16 September 2026, works on live Xero data.
Xero's separate Files API can upload a file to the Xero Files inbox and link files to transactions (Xero OpenAPI spec). Xero does not document whether an API upload triggers Smart Document Capture, so treat that path as untested.
Process a vendor invoice
Who wins for whom: Xero small businesses that want each bill posted with its source file attached at no extra cost: Hubdoc. Accounting firms that want up to 5 approval stages and duplicate checks before client bills reach Xero or QuickBooks Online: Dext. Teams that want extraction with rule-based review stages and 8 user roles: Nanonets.
Hubdoc
Source file attached, duplicates flagged. Hubdoc reads supplier name, amount, invoice number and due date, attaches the source document to every published transaction in Xero, QuickBooks Online or BILL, flags duplicate documents, and sits in scope of Xero's SOC 2 Type II report.
Where it loses: No approval workflow, PO matching or segregation-of-duties control appears on Hubdoc's pages, and capture stops at four header fields with line items undocumented.
- Compliance depth: 38/100
- Time to live: 1 day to 2 weeks (AF estimate)
Source: AF score rationale: Compliance depth 38; Hubdoc watch-outs.
Watch: How to enter bills in Hubdoc 17:38 · Independent walkthrough · XU Solutions on YouTube
Dext
Five-stage approvals, duplicate checks. Dext runs up to 5 approval stages with amount thresholds and a self-approval block, checks duplicates on supplier, amount and reference, flags receipts that look AI-generated, and attaches an approval-history PDF to bills published to QuickBooks Online.
Where it loses: No SOC 1 or SOC 2 report surfaced on public pages, the help centre has no 1099 articles, and PO matching works only with Xero and QuickBooks Online at one PO per item.
- Compliance depth: 62/100
- Time to live: Days, self-serve (AF estimate)
Source: AF score rationale: Compliance depth 62; Dext use cases and watch-outs.
Watch: Learn 80% of Dext in under 30 minutes! 27:44 · Consultant walkthrough · accountant_she on YouTube (sponsored by Dext)
Nanonets
Rule-based review stages. Nanonets extracts invoice fields, then review stages flag files on amount, date, confidence, duplicate-file and database-match rules, and 8 user roles separate approvers from builders before export to the ERP.
Where it loses: Approval and file edit history logs are priced as a 100 credit a month Enterprise add-on in the 2025 docs, and no SOC 1, 1099 filing or e-invoicing support was found.
- Compliance depth: 58/100
- Time to live: Days to about 7 weeks (vendor)
Source: AF score rationale: Compliance depth 58; Nanonets watch-outs.
Watch: Nanonets Agents for Accounts Payable 9:55 · Official demo · Nanonets on YouTube (official)
Pay a vendor
Who wins for whom: US Xero users content to pay bills through Xero's free standard ACH or through BILL: Hubdoc. UK firms that want supplier, expense and payroll payment runs from the same inbox: Dext. Teams content to keep paying from the ERP and bank once bills are coded: Nanonets.
Hubdoc
Hands bills to Xero or BILL. Hubdoc moves no money: it publishes coded bills to Xero, whose US plans include free standard ACH bill payments, or to BILL, which Hubdoc's page says handles approval and payment.
Where it loses: It has no payment rails or payment approvals, so payment cost and control follow Xero or BILL, and Xero's new capture work now lands in Smart Document Capture.
- Payments & money movement: 18/100
- Time to live: 1 day to 2 weeks (AF estimate)
Source: AF score rationale: Payments & money movement 18; Hubdoc pricing notes and watch-outs.
Watch: Starting out with Hubdoc 2:04 · Official demo · Xero Accounting Software on YouTube (official)
Dext
UK-only payments through Airwallex. Dext Payments runs on Airwallex's e-money licences and pays suppliers, expenses and payroll for UK Xero and QuickBooks Online users from 25 pence a payment, with Confirmation of Payee and a Supplier Shield check.
Where it loses: The US pricing page lists Payments as coming soon and Canada is in open beta, so US teams publish bills to Bill.com as a secondary connection to pay.
- Payments & money movement: 40/100
- Time to live: Days, self-serve (AF estimate)
Source: AF score rationale: Payments & money movement 40; Dext pricing tiers and watch-outs.
Watch: Dext Payments with QuickBooks Online (UK) 2:15 · Official demo · Dext on YouTube (official)
Nanonets
Hands approved bills to the ERP. Nanonets moves no money: approved, coded bills land in the ERP with the original file attached, the ERP pays, and payment runs appear only as scheduling rules on the AP page.
Where it loses: No ACH, check, virtual card, bank connection or 1099 feature appears on current pages, and the old Flow payments URL now redirects to the AP solution page.
- Payments & money movement: 22/100
- Time to live: Days to about 7 weeks (vendor)
Source: AF score rationale: Payments & money movement 22; Nanonets watch-outs.
Watch: Nanonets - AI Workflow Automation for Accounts Payable 1:50 · Official demo · Nanonets on YouTube (official)
Hubdoc, kept current
Smart Document Capture added automatic tax extraction, credit note support, toggleable auto-matching and upload-only user permissions, overlapping Hubdoc's role.
Xero added Claude for Small Business workflows such as AP preparation and made its ChatGPT plugin live; both work on Xero data and do not reach the Hubdoc inbox.
Xero's undated update page lists Early rising from $25 to $27 a month, Growing from $55 to $59 and Established from $90 to $97, and says the multi-organization discount begins to be phased out from 1 October 2026; Insightful Accountant reported the change on 30 July 2026.
A Xero admin wrote that Hubdoc remains a core part of the offering but the team is focused on Smart Document Capture, and declined a requested Hubdoc feature.
Xero's post said its JAX capture tool inside Xero was available across most markets, with itemised extraction and transaction matching, and was rolling out in beta in Australia and New Zealand.
Hubdoc iOS version 6.6.6 shipped bug fixes on 4 November 2025, and no later version was listed on 27 September 2026.
Hubdoc FAQ
If you already pay for Xero, nothing extra: Xero's UK and Canada pricing pages and the Xero App Store listing say Hubdoc is included in their plans while it stays connected. The US Xero plans are $25, $55 and $90 a month, rising to $27, $59 and $97 on 1 October 2026.
Without Xero, Hubdoc is $12 USD a month after a 30-day free trial, or 10 pounds, or 15 dollars in Australia, Canada and New Zealand, with unlimited usage (hubdoc.com, checked 27 September 2026). Bookkeepers get a free practice account and pay $12 a month per client account.
Standalone Hubdoc is a recurring monthly charge billed in advance, and fees are non-refundable under the terms of use effective 14 October 2022. Bundled Hubdoc follows your Xero subscription, which auto-renews monthly. Liability is capped at 50 US dollars.
Every published transaction carries the source document into Xero or QuickBooks Online, and the pricing page lists document download and Box sync as backup options. The terms say data may be deleted without notice, so export on a schedule. Under the March 2020 ownership terms, a Hubdoc organisation connected to a Xero plan belongs to the Xero subscriber, which matters when a bookkeeper set it up.
Most businesses do it themselves. Xero users start Hubdoc from the organisation menu in three steps, per the Xero App Store listing, and capture works the same day. Allow one to two weeks to write Supplier Rules for recurring vendors and get staff forwarding bills (Audit Friendly estimate).
Accounting firms often run setup for clients from a free partner account. Xero-focused trainers such as XU Solutions publish setup walkthroughs, and support runs through Xero Central.
Not directly. Hubdoc has no public API, Zapier app or MCP server, first-party or community, as of 27 September 2026, and the official MCP registry returns no Hubdoc entry.
Claude can work on the Xero side: Xero's Claude connector answers questions on live Xero data, and Xero's open-source MCP server, once an admin configures it, can list and create contacts, bills and bank transactions, so Claude can review what Hubdoc published. Neither reaches the Hubdoc inbox, its extracted fields or its Supplier Rules.
Hubdoc alternatives
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