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

Do you hate drowning in piles of crumpled receipts?

Bookkeeping is often the worst part of running a business.

It eats up hours of your week. Manual datos entry is boring and prone to errors.

Plus, losing a receipt can cause major headaches at tax time.

Stop the stress. Hubdoc automates the mess for you.

It captures documents and syncs them instantáneamente.

In this guide, we will show you exactly how to use Hubdoc to save time and go paperless today.

Hubdoc

Stop wasting time on paperwork. Join 100,000+ businesses saving 5 hours every week. Try Hubdoc for free today and automate 100% of your data entry.

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Hubdoc Tutorial

Getting started with Hubdoc is simple.

First, connect your contabilidad software, como Xero.

Next, download the mobile app to snap photos of receipts.

The tool reads the data and automatically sorts it.

You don’t need to type anything.

It turns messy paperwork into organized digital files instantly.

How to use Smart Data Extraction

Smart data extraction is the engine that powers your Hubdoc organization.

Instead of typing data by hand, you let the software read your financial documents for you.

This feature removes the boredom from teneduría de libros tasks and ensures accuracy.

Como un negocio owner, you want to trust that the numbers are right without doing the math yourself.

Step 1: Upload Your Documents

The first step is to get your digital and paper documents into the system.

You have a few easy ways to upload digital and paper receipts,s so nothing gets lost.

• Snap a photo: Use the mobile app to take a picture of a lunch receipt immediately. This is great for you and your staff members who are on the road.
• Email-in: Forward any digital invoices directly to your unique Hubdoc email address. The system automatically pulls the attachment and starts processing.
• Desktop upload: If you have a stack of PDF invoices on your computer, drag and drop them into your Hubdoc account.

Step 2: Review and Configure Supplier Rules

Once you upload, Hubdoc’s AI scans the documents and data.

It looks for the supplier name, date, and total amount.

You need to teach it once, and it will remember it for next time.

This drastically reduced the time spent on data entry.

• Check the details: verify that Hubdoc captured the correct invoice numbers and dates. It is usually very accurate, but it is always good to double-check.
• Save the configuration: Tell Hubdoc that every bill from “Comcast” should always go to the “Utilities” category.
• Look for resources: If you get stuck on a new supplier, check the help section (often found near the Hubdoc blog logo in the menu) for specific guides.

Step 3: Publish to Your Accounting Software

The final step is to sync your documents to your ledger.

This moves the data to connected integrations like QuickBooks or the Xero Hubdoc integration.

• Click to publish: Once the data looks good, hit the “Publish” button. This sends the transaction and the receipt image to your contabilidad software.
• Verify the sync: Open your accounting software to view the bill waiting for you. The original document is attached, making your records audit-proof.
• Enjoy the speed: Because the data matches your bank feed, you can achieve one-click reconciliation. This is the best way to set up your Hubdoc workflow for maximum speed.

How to use Automatic Document Fetching

Fetching is a powerful feature that helps you streamline the way you handle paperwork.

Instead of manually downloading bills from different websites and trying to upload them one by one, Hubdoc does it for you.

This improves efficiency and lets you focus on running your business rather than just managing paper.

It means less time on boring tasks and more time for what matters.

Step 1: Add an Automated Account

To start, you need to tell Hubdoc which providers to connect to. This works best on a desktop computer.

• Find your provider: Click “Add Account” and use the search bar to find specific supplier names.
• Select the right one: You will see options for banks, utilities, and telecom companies. This is perfect for clients who have many recurring monthly accounts.
• Check the list: Hubdoc connects to hundreds of providers to help you easily track expenses.

Step 2: Enter Login Credentials

Once you find the supplier, you must log in with your username and password.

This allows Hubdoc to access the portal securely.

• Connect securely: Enter your details so the system can access your account. It is like having a digital asistente.
• Fetch documents: Hubdoc will automatically grab current and past invoices. You don’t have to lift a finger.
• Manténgase actualizado: The software pulls new bills as soon as they are available, keeping your cloud storage up to date.

Step 3: Manage Fetch Settings

After the connection is made, the data is extracted and ready for review.

This step ensures accuracy before the data moves further.

• Verify details: Check the dates and totals on the fetched documents to ensure they match the transactions in your bank feed.
• Sync to software: Send the verified data directly to Xero or QuickBooks Online. This helps accountants and bookkeepers close the books faster.
• Mantenlo simple: This process helps simplify your workflow. If you get stuck, you can always watch a video tutorial, but the process is usually hassle-free.

How to use Secure Cloud-Based Storage

Storing your receipts in a shoe box is dangerous.

Ink fades, and papers get lost. Hubdoc keeps your data safe in the cloud.

This makes it easy to access your records anytime, anywhere.

Step 1: Organize with Folders and Tags

Hubdoc automatically sorts your documents into folders for every supplier.

This helps you keep track of your spending without extra effort.

• Search instantly: You can find any document in seconds by searching for supplier names, invoice numbers, or specific dollar amounts.
• Tag your files: Set up custom tags for different projects to keep everything organized.
• Reduce clutter: This system helps reduce the mess and confusion of managing paper records.

Step 2: Set Up User Permissions

You can invite your accountant or employees to work with you in Hubdoc.

It is important to control who sees what.

• Control access: Assign different roles to people so they only see what they need to see.
• Protect your account: To keep your data safe, you should set up two-factor authentication. This adds an extra layer of security to every login session.
• Stay secure: Use two-factor authentication to ensure only you and your trusted team can access the files.

Step 3: Integrate with Cloud Storage Platforms

For extra peace of mind, you can back up your files to other platforms like Google Drive, Dropbox, or Box.

• Sync automatically: Hubdoc sends a copy of every receipt directly to your personal cloud storage.
• Ahorra tiempo: You never have to drag and drop files into backup folders manually.
• Audit-proof: If the tax office ever has questions, you will have backups ready. If you ever get stuck, remember we’re here to help with guides and support.

Alternatives to Hubdoc

Comparación de Hubdoc

• Hubdoc contra PuzzleEste software se centra en la planificación financiera basada en IA para startups. Su contraparte es para finanzas personales.
• Hubdoc frente a DextEsta es una herramienta empresarial para registrar recibos y facturas. La otra herramienta registra los gastos personales.
• Hubdoc frente a XeroEste es un popular software de contabilidad en línea para pequeñas empresas. Su competidor es para uso personal.
• Hubdoc contra SynderEsta herramienta sincroniza datos de comercio electrónico con software de contabilidad. Su alternativa se centra en las finanzas personales.
• Hubdoc vs. Easy Month EndEsta es una herramienta empresarial para agilizar las tareas de fin de mes. Su competidor es la gestión de finanzas personales.
• Hubdoc frente a Docyt:Esto utiliza IA para la contabilidad empresarial y automatizaciónEl otro utiliza la IA como asistente de finanzas personales.
• Hubdoc frente a SageEsta es una suite completa de contabilidad empresarial. Su competidor es una herramienta más fácil de usar para finanzas personales.
• Hubdoc frente a Zoho BooksEsta es una herramienta de contabilidad en línea para pequeñas empresas. Su competidor es para uso personal.
• Hubdoc frente a WaveEste software de contabilidad gratuito está diseñado para pequeñas empresas. Su contraparte está diseñada para particulares.
• Hubdoc frente a ExpensifyEsta es una herramienta para la gestión de gastos empresariales. La otra es para el seguimiento y presupuesto de gastos personales.
• Hubdoc frente a QuickBooksEste es un conocido software de contabilidad para empresas. Su alternativa está diseñada para finanzas personales.
• Hubdoc vs. Entrada automáticaEstá diseñado para automatizar la entrada de datos para la contabilidad empresarial. Su alternativa es una herramienta de finanzas personales.
• Hubdoc frente a FreshBooksEste es un software de contabilidad para autónomos y pequeñas empresas. Su alternativa es para finanzas personales.
• Hubdoc frente a NetSuiteEsta es una potente suite de gestión empresarial para grandes empresas. Su competidor es una sencilla aplicación de finanzas personales.

Conclusión

Managing paperwork used to be hard.

Now you know exactly how to use Hubdoc to fix that.

We covered three main tools today.

First, you learned to quickly extract data from photos.

Second, you saw how to fetch bills automatically from your suppliers.

Third, you learned to store everything safely in the cloud for the future.

You don’t have to stress about lost receipts anymore.

You can start uploading your bills today. It is simple and fast.

If you get stuck on any step, remember that we’re here to help you succeed.

Take back your free time and let the software do the work.

Preguntas frecuentes

More Facts about Hubdoc

• Hubdoc handles the boring teneduría de libros for you, so you have more time to help your clients.
• The software reads your receipts and bills, then automatically creates records for them in Xero.
• It saves all your papers on the internet (the cloud), so you can search for them and find them anytime.
• If you buy Hubdoc on its own, it costs about $12 per month.
• If you already have an Xero plan, such as Starter, Standard, or Premium, Hubdoc is included for free.
• The best way to start using Hubdoc is to click on it inside your Xero dashboard to connect them easily.
• Hubdoc shares data with Xero and matches your receipts to the right bank accounts.
• You can give your accountant permission to log in and see your records instantly.
• Both the Hubdoc and Xero wwebsites offervideos and guides to help you use the software.
• You can also organize your files into folders by year or month to keep everything neat.
• Hubdoc can send backup copies of your files to Google Drive, Dropbox, or Box for extra safety.
• Your documents are protected by the same strong security codes that banks use.
• You can control what your team sees; for example, you can let some people only upload pictures while others can do more.