Quick Start
This guide covers every Hubdoc feature:
- Erste Schritte — Create account and connect your accounting software
- How to Use Automatic Document Fetching — Pull bills and statements hands-free
- How to Use Smart Data Extraction — Let AI read your invoices for you
- How to Use Easy Mobile App Uploads — Snap receipts on the go
- How to Use Secure Cloud-Based Storage — Store every document safely online
- How to Use Integration with Accounting Software — Sync data to Xero or QuickBooks
- How to Use Automatic Filing and Sorting — Organize documents with smart rules
- How to Use Audit-Proof Documentation — Keep records ready for tax time
- How to Use User Collaboration — Share access with your team
- How to Use Document Export and Backup — Back up files to Dropbox or Google Drive
Time needed: 5 minutes per feature
Also in this guide: Pro Tips | Common Mistakes | Fehlerbehebung | Preisgestaltung | Alternativen
Why Trust This Guide
I’ve used Hubdoc for over two years and tested every feature covered here. This tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.
Hubdoc is one of the most powerful Buchhaltung automation tools available today.
But most users only scratch the surface of what it can do.
This guide shows you how to use every major feature.
Step by step, with screenshots and pro tips.
Hubdoc Tutorial
This complete Hubdoc tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.
Hubdoc
Stop typing invoices by hand. Hubdoc captures receipts, bills, and statements then syncs them straight to Xero or QuickBooks. Included free with most Xero plans.
Erste Schritte mit Hubdoc
Before using any feature, complete this one-time setup.
It takes about 3 minutes.
Watch this quick overview first:
Now let’s walk through each step.
Step 1: Create Your Account
Go to Hubdoc’s website or open it from your Xero dashboard.
Click “Sign Up” or “Get Started Free.”
Enter your email and create a password.
Wenn du use Xero, create the Hubdoc organization directly from Xero.
✓ Checkpoint: Überprüfen Sie Ihre Posteingang for a confirmation email.
Step 2: Connect Your Accounting Software
Go to Settings and select your accounting platform.
Choose Xero, QuickBooks Online, or another supported app.
Authorize the connection when prompted.
Here’s what the dashboard looks like:
✓ Checkpoint: You should see the main dashboard with your connected software.
Step 3: Set Up Your Email Address
Hubdoc gives each organization a unique email address.
Find it under Settings and note it down.
Forward any digital invoice to this address to upload it sofort.
✅ Done: You’re ready to use any feature below.
How to Use Hubdoc Automatic Document Fetching
Automatischer Dokumentenabruf lets you pull bills and statements from providers without lifting a finger.
Here’s how to use it step by step.
Watch Automatic Document Fetching in action:
Now let’s break down each step.
Step 1: Add a New Provider
Click “Add Provider” from the Hubdoc dashboard.
Search for your supplier, like your phone or internet company.
Step 2: Enter Your Login Credentials
Type your username and password for that provider’s website.
Hubdoc uses bank-level 256-bit encryption to protect your data.
Here’s what this looks like:
✓ Checkpoint: You should see a green “Connected” status next to the provider.
Step 3: Set Your Fetch Schedule
Choose how often Hubdoc checks for new documents.
Options include daily, weekly, or monthly.
Hubdoc downloads new bills automatically on schedule.
✅ Result: Bills arrive in Hubdoc without you visiting each provider’s website.
💡 Profi-Tipp: Start with your top 5 recurring bills. Add more providers später as you get comfortable with the workflow.
How to Use Hubdoc Smart Data Extraction
Intelligente Datenextraktion lets you skip manual data entry entirely.
Here’s how to use it step by step.
Watch Smart Data Extraction in action:
Now let’s break down each step.
Step 1: Upload a Document
Drag and drop a PDF invoice into your Hubdoc dashboard.
You can also email it to your unique Hubdoc email address.
Step 2: Review the Extracted Data
Hubdoc’s OCR reads the supplier name, date, and total amount.
It also pulls invoice numbers and tax amounts when available.
Here’s what this looks like:
✓ Checkpoint: You should see all key fields filled in automatically.
Step 3: Confirm and Publish
Verify the extracted data is correct.
Click “Publish” to send the transaction to your Buchhaltungssoftware.
✅ Result: The bill appears in Xero or QuickBooks with the receipt attached.
💡 Profi-Tipp: Always double-check the first document from a new supplier. After that, Hubdoc learns and gets more accurate each time.
How to Use Hubdoc Easy Mobile App Uploads
Einfaches Hochladen per mobiler App lets you capture receipts on the go with your phone.
Here’s how to use it step by step.
Step 1: Download the App
Get the Hubdoc app from the App Store or Google Play.
Log in with your Hubdoc account credentials.
Step 2: Snap a Photo of Your Receipt
Open the app and tap the camera icon.
Hold your phone steady and take a clear photo.
Here’s what this looks like:
✓ Checkpoint: You should see the receipt photo appear in your upload queue.
Step 3: Submit and Let Hubdoc Process
Tap “Upload” to send the photo to Hubdoc.
The app extracts the data and files it automatically.
✅ Result: Your paper receipt is now a digital record ready for your books.
💡 Profi-Tipp: Snap receipts right after a purchase. Waiting leads to faded ink and lost receipts.
How to Use Hubdoc Secure Cloud-Based Storage
Sicherer Cloud-Speicher lets you keep every financial document safe and searchable online.
Here’s how to use it step by step.
Step 1: Browse Your Document Library
Click “Documents” on the left sidebar.
You’ll see all uploaded files organized by supplier.
Step 2: Search for a Specific Document
Use the search bar at the top of the page.
Type a supplier name, date, or amount to find what you need.
Here’s what this looks like:
✓ Checkpoint: You should see matching documents appear instantly.
Step 3: View or Download the Document
Click any document to open it.
You can view, download, or share it from the detail page.
✅ Result: Every receipt and invoice is stored securely with 256-bit encryption.
💡 Profi-Tipp: Set up a filing system by year and month. This makes tax season much easier.
How to Use Hubdoc Integration with Accounting Software
Integration with Accounting Software lets you push documents and data straight into Xero or QuickBooks.
Here’s how to use it step by step.
Step 1: Open a Processed Document
Click on any document that Hubdoc has already extracted data from.
Review the supplier, amount, and account category.
Step 2: Map the Account Category
Select the correct expense account from the dropdown menu.
Tell Hubdoc to remember this mapping for future documents.
Here’s what this looks like:
✓ Checkpoint: The account field should match your chart of accounts.
Step 3: Click Publish
Hit the “Publish” button to send the transaction.
The bill and attached document appear in your accounting software.
Match it to your bank feed for one-click reconciliation.
✅ Result: Transactions flow from Hubdoc to Xero or QuickBooks with the original document attached.
💡 Profi-Tipp: Set up auto-publish rules for recurring suppliers. Hubdoc will send them without you clicking a button.
How to Use Hubdoc Automatic Filing and Sorting
Automatic Filing and Sorting lets you organize documents with smart rules instead of manual folders.
Here’s how to use it step by step.
Step 1: Process Your First Few Documents
Upload and categorize 3 to 5 documents from the same supplier.
Hubdoc watches your choices and starts learning your patterns.
Step 2: Check the Auto-Categorization
Upload a new document from the same supplier.
Hubdoc should auto-fill the category and account fields.
Here’s what this looks like:
✓ Checkpoint: The category and account should match your previous choices.
Step 3: Refine and Correct When Needed
If Hubdoc picks the wrong category, correct it manually.
The system learns from corrections and gets smarter over time.
✅ Result: New documents are automatically sorted without any manual work.
💡 Profi-Tipp: Name your suppliers consistently. “AT&T” and “ATT” confuse the system.
How to Use Hubdoc Audit-Proof Documentation
Audit-Proof Documentation lets you keep complete records ready for tax audits or reviews.
Here’s how to use it step by step.
Step 1: Check Your Document Trail
Open any transaction in your accounting software.
The original receipt or invoice is attached directly to the entry.
Step 2: Verify Source Documents
Click the attachment to view the original document.
Every document has a timestamp and upload history.
Here’s what this looks like:
✓ Checkpoint: You should see the original document linked to each transaction.
Step 3: Export Records for Auditors
Select a date range and click “Export.”
Download a ZIP file with all documents and data.
✅ Result: Your financial records have a complete paper trail for any Prüfung.
💡 Profi-Tipp: Run a monthly export as a backup. Store it separately from Hubdoc for extra safety.
How to Use Hubdoc User Collaboration
User Collaboration lets you share access with your accountant, bookkeeper, or team members.
Here’s how to use it step by step.
Step 1: Go to User Settings
Click “Settings” then “Users” from the navigation menu.
You’ll see a list of all current users.
Step 2: Invite a New User
Click “Add User” and enter their email address.
Choose their permission level — “Upload Only” or “Standard.”
Here’s what this looks like:
✓ Checkpoint: The invited user should receive an email invitation.
Step 3: Set Access Levels
Use “Upload Only” for staff who just submit receipts.
Use “Standard” for bookkeepers who need full access.
✅ Result: Your team can upload and manage documents based on their role.
💡 Profi-Tipp: Give employees “Upload Only” access. This prevents accidental changes to published transactions.
How to Use Hubdoc Document Export and Backup
Document Export and Backup lets you sync files to Dropbox, Google Drive, or Box for extra security.
Here’s how to use it step by step.
Step 1: Open Storage Settings
Go to Settings and find “Third-Party Storage.”
You’ll see options for Dropbox, Google Drive, and Box.
Step 2: Connect Your Cloud Storage
Click “Connect” next to your preferred service.
Authorize Hubdoc to access your account.
Here’s what this looks like:
✓ Checkpoint: You should see a “Connected” badge next to your storage service.
Step 3: Enable Automatic Backup
Turn on the automatic sync toggle.
Every new document is now backed up to your cloud storage.
✅ Result: All your financial documents are backed up in a second location automatically.
💡 Profi-Tipp: Use Google Drive for backup. It’s free and gives you an extra searchable copy of everything.
Hubdoc Pro Tips and Shortcuts
After testing Hubdoc for over two years, here are my best tips.
Tastenkombinationen
| Action | Shortcut |
|---|---|
| Search documents | Ctrl + F (Cmd + F on Mac) |
| Upload new document | Drag and drop onto dashboard |
| Publish to accounting software | Click “Publish” button on document |
| Navigate between documents | Arrow keys (Up/Down) |
Hidden Features Most People Miss
- Email-in uploads: Forward any invoice to your unique Hubdoc email address and it processes automatically — no login needed.
- Auto-publish rules: Set Hubdoc to publish recurring bills without manual review. Go to Settings and enable rules per supplier.
- Tag system: Add custom tags to documents for grouping by project, department, or expense type beyond the default folders.
Hubdoc Common Mistakes to Avoid
Mistake #1: Not Verifying Extracted Data
❌ Wrong: Publishing documents to your accounting software without checking the extracted amounts or dates.
✅ Right: Always review the first few documents from each new supplier before enabling auto-publish.
Mistake #2: Using Inconsistent Supplier Names
❌ Wrong: Naming the same supplier “AT&T,” “ATT,” and “AT and T” across different documents.
✅ Right: Pick one name for each supplier and stick with it. Hubdoc learns from consistent naming.
Mistake #3: Skipping the Xero Connection
❌ Wrong: Using Hubdoc as a standalone document storage tool without connecting it to your accounting software.
✅ Right: Connect to Xero or QuickBooks from day one. This unlocks one-click reconciliation and saves the most time.
Hubdoc Troubleshooting
Problem: Document Fetch Fails or Stops Working
Cause: The provider changed their login page or your password expired.
Fix: Go to the provider settings, re-enter your credentials, and test the connection again.
Problem: Data Extraction Shows Wrong Amounts
Cause: The document has poor image quality or an unusual layout.
Fix: Upload a clearer scan or PDF. Avoid photos taken at an angle or in low light.
Problem: Documents Not Syncing to Xero
Cause: The Xero connection token expired or permissions were revoked.
Fix: Disconnect and reconnect Xero in Hubdoc Settings. Reauthorize when prompted.
📌 Notiz: If none of these fix your issue, contact Hubdoc support.
Was ist Hubdoc?
Hubdoc ist ein Buchhaltung automation tool that captures financial documents and syncs them to your accounting software.
Think of it like a digital filing cabinet that reads your receipts for you.
Watch this quick overview:
It includes these key features:
- Automatic Document Fetching: Pulls bills and statements from provider websites on a set schedule.
- Intelligente Datenextraktion: Uses OCR to read supplier names, dates, amounts, and invoice numbers.
- Easy Mobile App Uploads: Snap receipts with your phone camera and upload instantly.
- Secure Cloud-Based Storage: Stores all documents online with bank-level 256-bit encryption.
- Integration with Accounting Software: Publishes transactions to Xero or QuickBooks with one click.
- Automatic Filing and Sorting: Learns your categorization patterns and sorts new documents automatically.
- Audit-Proof Documentation: Attaches original documents to every accounting transaction.
- User Collaboration: Lets you share access with your accountant or team with role-based permissions.
- Document Export and Backup: Syncs files to Dropbox, Google Drive, or Box for extra safety.
For a full review, see our Hubdoc review.
Hubdoc-Preise
Here’s what Hubdoc costs in 2026:
| Planen | Preis | Am besten geeignet für |
|---|---|---|
| Monatsabonnement | 12 $/Monat | Standalone users not on Xero |
| Included with Xero | $0 (free with Xero Starter, Standard, Premium) | Xero users who want built-in document capture |
Kostenlose Testversion: Yes, Hubdoc offers a free trial.
Geld-zurück-Garantie: No formal guarantee, but you can cancel anytime.
💰 Best Value: Xero users get Hubdoc for free — it’s included with most Xero plans.
Hubdoc vs Alternatives
How does Hubdoc compare? Here’s the competitive landscape:
| Werkzeug | Am besten geeignet für | Preis | Rating |
|---|---|---|---|
| Hubdoc | Xero users needing free document capture | $12/mo (free with Xero) | ⭐ 4.2 |
| Dext | Advanced OCR and multi-platform support | 24 $/Monat | ⭐ 4.3 |
| QuickBooks | All-in-one accounting for small Geschäft | $1.90/mo | ⭐ 4.4 |
| Xero | Cloud accounting with Hubdoc built in | 29 $/Monat | ⭐ 4.5 |
| Zoho Books | Budget-friendly full accounting suite | 0 €/Monat | ⭐ 4.3 |
| FreshBooks | Freiberufler and service businesses | $21/mo | ⭐ 4.3 |
| Automatischer Einstieg | High-volume document processing | 12 $/Monat | ⭐ 4.0 |
| Welle | Free accounting for solopreneurs | 0 €/Monat | ⭐ 4.0 |
Quick picks:
- Best overall: Hubdoc — Free with Xero and handles 90% of bookkeeping document needs.
- Best budget: Wave — Completely free accounting with basic receipt capture.
- Best for beginners: FreshBooks — Simple interface that’s easy to learn from day one.
- Best for high-volume processing: Dext — Handles complex invoices and large document batches.
🎯 Hubdoc Alternatives
Looking for Hubdoc alternatives? Here are the top options:
- 🚀 Puzzle IO: AI-powered accounting with free basic plan and automated bookkeeping features for startups.
- 💰 Dext: Advanced receipt scanning with multi-currency support and deep integrations for Buchhalter.
- 🌟 Xero: Full cloud accounting platform that includes Hubdoc free, great for growing businesses.
- ⚡ Snyder: Automatic e-commerce transaction syncing for online sellers using Stripe and PayPal.
- 🔧 Unkomplizierter Monatsabschluss: Simplifies month-end close with automated checklists and reconciliation workflows.
- 🧠 Docyt: AI bookkeeping automation for Restaurants, hotels, and multi-location businesses.
- 🏢 Salbei: Enterprise-grade accounting with free plan available for solo users and small teams.
- 💼 Zoho Books: Full accounting suite with a free plan for businesses under $50K annual revenue.
- 🎨 Welle: Completely free invoicing and accounting for freelancers and solopreneurs.
- 📊 Kosten erhöhen: Expense tracking and receipt scanning built for teams with corporate card programs.
- ⭐ QuickBooks: Most popular small business accounting with strong bank feeds and Berichterstattung.
- 🔒 Automatische Eingabe: Pay-per-document data capture with support for Xero, Sage, and QuickBooks.
- 👶 FreshBooks: Simple invoicing and accounting built for freelancers and service providers.
- 🔥 NetSuite: Enterprise cloud ERP with advanced financial management for large organizations.
For the full list, see our Hubdoc-Alternativen guide.
⚔️ Hubdoc Compared
Here’s how Hubdoc stacks up against each competitor:
- Hubdoc vs Puzzle IO: Hubdoc is better for Xero users. Puzzle IO offers more AI automation but costs more at higher tiers.
- Hubdoc vs. Dext: Dext has stronger OCR and handles complex invoices better. Hubdoc wins on price if you use Xero.
- Hubdoc vs. Xero: They work together. Xero is the accounting platform and Hubdoc is the document capture add-on included free.
- Hubdoc vs. Snyder: Synder focuses on e-commerce transaction syncing. Hubdoc focuses on document capture and receipt management.
- Hubdoc vs. Easy Month End: Easy Month End handles month-end closing workflows. Hubdoc handles daily document capture and filing.
- Hubdoc vs Docyt: Docyt offers deeper AI bookkeeping for multi-location businesses. Hubdoc is simpler and cheaper for basic needs.
- Hubdoc vs. Sage: Sage is a full accounting platform. Hubdoc is a document capture tool that pairs with accounting software.
- Hubdoc vs Zoho Books: Zoho Books includes receipt scanning in its accounting suite. Hubdoc offers deeper Xero integration.
- Hubdoc vs Wave: Wave is free but lacks document extraction. Hubdoc’s OCR and auto-filing save more time overall.
- Hubdoc vs Expensify: Expensify is built for expense reports and corporate cards. Hubdoc is built for bookkeeping document capture.
- Hubdoc vs. QuickBooks: QuickBooks has its own receipt capture. Hubdoc works better with Xero and offers stronger filing features.
- Hubdoc vs AutoEntry: AutoEntry charges per document. Hubdoc offers unlimited documents at a flat rate or free with Xero.
- Hubdoc vs. FreshBooks: FreshBooks is a full accounting tool for freelancers. Hubdoc is a document tool that pairs with your accounting app.
- Hubdoc vs. NetSuite: NetSuite is enterprise-grade ERP. Hubdoc is a lightweight tool for small business document capture.
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 Smart Data Extraction.
It takes less than 5 minutes.
Häufig gestellte Fragen
How to start using Hubdoc?
Sign up at hubdoc.com or open it from your Xero dashboard. Connect your accounting software, set up your unique email address, and start uploading documents. The whole process takes about 3 minutes.
How does Hubdoc work?
Hubdoc captures financial documents through email forwarding, mobile photos, or automatic fetching. Its OCR technology reads key data like supplier names, dates, and amounts. It then sends that data to your accounting software with the original document attached.
How to use Hubdoc via the app?
Download the Hubdoc app from the App Store or Google Play. Log in with your account. Tap the camera icon to snap a photo of any receipt or invoice. The app uploads it, extracts the data, and files it automatically.
Ist Hubdoc kostenlos nutzbar?
Hubdoc is included free with most Xero plans, including Starter, Standard, and Premium. If you use it standalone without Xero, it costs $12 per month. There’s also a free trial available.
Is Dext or Hubdoc better?
Dext has stronger OCR accuracy and handles complex multi-line invoices better than Hubdoc. However, Hubdoc is free with Xero and easier to set up. Choose Dext for high-volume processing and Hubdoc for simple, budget-friendly document capture.
Can Hubdoc automatically fetch bank statements?
Hubdoc previously offered automatic bank statement fetching, but this feature has been discontinued. You can still upload bank statements manually through the dashboard, email, or mobile app for processing and storage.
How do I send receipts to Hubdoc?
You have three options. Forward digital receipts to your unique Hubdoc email address. Snap a photo with the mobile app. Or drag and drop files directly onto the web dashboard. All three methods trigger automatic data extraction.
What is the difference between Xero and Hubdoc?
Xero is a full cloud accounting platform for invoicing, bank reconciliation, and reporting. Hubdoc is a document capture tool that feeds data into Xero. They work together — Hubdoc captures the documents and Xero processes the accounting.
Is Hubdoc owned by Xero?
Yes, Xero acquired Hubdoc in 2018. Since then, Hubdoc has been tightly integrated into the Xero platform. It’s now included free with most Xero subscription plans.
What accounting software integrates with Hubdoc?
Hubdoc integrates with Xero, QuickBooks Online, and several other business apps. It also connects to Dropbox, Google Drive, and Box for cloud storage backup. The Xero integration is the deepest and most full-featured.
What is Hubdoc and how does it work?
Hubdoc is a cloud-based document management tool for financial paperwork. You upload receipts, bills, and invoices by email, phone camera, or drag-and-drop. Hubdoc reads the data using OCR, organizes files by supplier, and publishes transactions to your accounting software.
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