Managing invoices can be a hassle, but with Hubdoc and Xero, staying on top of your business finances has never been easier. Whether you’re new to Hubdoc or need a refresher, we’ve got you covered! Follow this simple, step-by-step guide to upload invoices to Xero.

If you ever need help, talk to our team. We specialise in caring for the entire process so you can focus on what matters most – growing your business.

Step 1: Accessing Hubdoc

To get started, log into your Xero account. From the top-left corner, click your company name, and in the dropdown menu, select Hubdoc. Alternatively, you can go directly to the Hubdoc website and sign in using your credentials.

Step 2: Uploading Your Invoices

Once you’re logged into Hubdoc, it’s time to upload your invoices. Here’s how:

  1. Select “Upload Document” at the top of the screen next to the search bar.
  2. Choose the invoice files stored on your computer.
  3. If you’re on the go, download the Hubdoc mobile app and upload invoice photos directly from your phone.

Step 3: Hubdoc Scans Your Invoices

Hubdoc will automatically scan your uploaded invoices and extract the key details like the supplier, invoice number, and amounts. If the image quality isn’t great, the scan may miss some info. PDFs work best for accuracy.

Step 4: Review and Enter Invoice Details

Once uploaded, click on an invoice to review the details. You’ll see a list of information on the right side of the screen, with required fields marked by an asterisk (*). Fill out any missing information, such as:

  • Supplier: The company name on the invoice.
  • Invoice/Ref #: The invoice number.
  • Date: The date issued on the invoice.
  • Due Date: If not provided, just enter the issue date again.
  • Total Amount: The total amount of the invoice.

For VAT-registered businesses, Hubdoc can automatically calculate the VAT once you select the appropriate tax rate. If you don’t see this option, check your settings by clicking the gear icon and enabling the “Publish tax data” option.

Step 5: Set Xero as the Destination

Next, scroll down to the Destinations section, where you’ll see the Xero logo. From the dropdown, select the correct allocation details to publish the invoice:

  • Publish As: Choose Purchase and Invoice (AR).
  • Status: Select Awaiting Payment to match the invoice with the corresponding bank transaction later.
  • Contact: Copy and paste the supplier’s name.
  • Account Code: Choose the appropriate expense code for the invoice (e.g., Telephone and Internet for a phone bill).
  • Description: Add a brief summary of the invoice.

Step 6: Publish to Xero

Once everything looks good, hit the green Publish button! Your invoice will now be transferred to Xero, ready for further processing.

Need Help? We're Here for You!

Don’t worry if this seems overwhelming – we’re here to make your life easier. We can take care of the entire process for you, from uploading invoices to keeping your accounts up to date. If you need any assistance or want expert support in managing your business finances, talk to us today! Let us handle the details, so you can focus on growing your business.