Hubdoc vs Expensify: Which is Right for Your Accounting in 2025?

Are you tired of drowning in paper receipts and confusing expense reports?

Many small business owners and accountants face this problem. 

We get it. Managing money isn’t always fun, but it’s super important.

That’s why tools like Hubdoc and Expensify exist.

Let’s break down Hubdoc vs Expensify for your accounting needs.

Overview

We’ve put both Hubdoc and Expensify through their paces. 

This hands-on experience has given us a clear picture of their strengths and weaknesses.

Allowing us to offer a true side-by-side comparison.

What is Expensify?

So, what is Expensify all about? Think of it as your assistant for expenses.

It’s designed to make managing your company’s spending super simple, whether you’re a freelancer or a big team.

The main idea is to get rid of all that manual work, like typing in receipt details.

Also, explore our favorite Expensify alternatives…

Key Benefits

• SmartScan accurately captures 95% of receipts.
• Automate corporate card reconciliation, saving 10+ hours monthly.
• Streamline approval workflows for faster reimbursements.
• Integrate with over 7,000 accounting software options.

Pricing

• Free: $0
• Collect: $5
• Control: $9

What is Hubdoc?

So, what is Hubdoc? It’s like a smart digital filing cabinet for all your financial documents.

Its main job is to collect your bills, receipts, and bank statements automatically.

Then, it pulls out the important details from these documents.

Also, explore our favorite Hubdoc alternatives…

Key Benefits

Hubdoc shines when it comes to getting your documents in order. Here are some of its best features:

• It can automatically fetch documents from over 800 different banks, suppliers, and online services.
• You can easily upload documents by taking a picture with your phone or sending an email.
• It helps you say goodbye to manual data entry by pulling key information from your documents.
• Hubdoc works smoothly with popular accounting software like Xero and QuickBooks Online.
• It keeps all your important financial documents securely stored in the cloud.

Pricing

• Annually Subscription: $24

Feature Comparison

Now, let’s explore each platform’s offerings in more detail.

This section will compare Expensify and Hubdoc’s key features.

Helping you determine which one best fits your accounting workflow.

1. Expense Management & Tracking

• Expensify: This is where Expensify truly shines. It’s built for comprehensive expense management. Employees can easily snap a photo of a receipt using the mobile app. The SmartScan feature uses optical character recognition to capture details instantly. This makes expense tracking quick and simple, reducing manual data entry significantly.
• Hubdoc: Hubdoc focuses more on collecting documents that support expense tracking. While you can upload receipts, its strength lies in gathering all financial records, which then feed into your primary accounting software for expense categorization.

2. Document Management & Data Entry

• Expensify: Expensify excels at digital receipt and invoice capture. Its SmartScan technology, powered by optical character recognition, extracts crucial information from receipts. This minimizes manual data entry for individual expenses.
• Hubdoc: Hubdoc is a robust document management tool. It automatically fetches statements, bills, and receipts from over 700 online connections. You can also snap a photo or email documents. It then uses optical character recognition to pull out key data, ready for your accounting system.

3. Automated Workflows & Approval

• Expensify: Expensify offers strong approval workflows for expense reports. You can set up custom rules and multi-level approvals, which automate the review process, ensuring compliance and faster reimbursements.
• Hubdoc: Hubdoc’s automation focuses on document processing. It automatically categorizes documents and prepares them for syncing. While it streamlines the preparation for accounting, it doesn’t have the same built-in approval workflows for expenses as Expensify.

4. Invoicing & Bill Payments

• Expensify: Beyond expenses, Expensify allows you to send invoices and manage pay bills. It offers features to create, send, and track invoices, streamlining your accounts payable and receivable.
• Hubdoc: Hubdoc’s primary role is document collection. It helps you gather bills and invoices, but it does not directly pay bills or send invoices. It acts as the bridge that gets these documents into your accounting software for payment processing.

5. Integrations

• Expensify: Expensify integrates with a wide range of accounting platforms, such as QuickBooks, Xero, and NetSuite. It also connects with travel services and corporate card systems for a holistic spend management view.
• Hubdoc: Hubdoc has strong integrations, especially with Xero (being a Xero company). It also connects well with QuickBooks Online and other accounting software, ensuring your collected documents flow smoothly into your books.

6. Reporting & Insights

• Expensify: Expensify provides detailed reports and insights into spending management. You can analyze spending trends, track mileage, and get a clear picture of where your money is going, which helps you make smarter financial decisions.
• Hubdoc: Hubdoc’s reporting is more document-centric. It helps you organize and access source documents, which is crucial for audits and financial reviews. However, it offers less in-depth spend management analytics compared to Expensify.

7. Mobile Experience

• Expensify: Expensify has a highly regarded mobile app that’s very intuitive for capturing expenses on the go. You can quickly snap a photo of receipts, track mileage, and even approve reports right from your phone, making expense tracking convenient for mobile users.
• Hubdoc: Hubdoc also offers a mobile app primarily for document capture. You can take pictures of receipts or bills to upload them. While good for collecting documents, its mobile functionality is more focused on this core task rather than full expense management like Expensify.

What to Look for When Choosing Accounting Software?

Choosing the right accounting software is crucial. Here are key insights to consider:

• Integration Needs: Ensure it connects seamlessly with your existing banking and accounting platforms (e.g., Xero, QuickBooks).
• Automation Capabilities: Look for features that significantly reduce manual data entry, like aDocument document fetching and optical character recognition.
• Mobile Accessibility: A strong mobile app is essential for on-the-go expense tracking and document capture.
• Approval Workflows: If you have a team, robust approval workflows are critical for efficient spend management.
• Scalability: Pick a solution that can grow with your business, whether you’re a freelancer or a growing enterprise.

Final Verdict

After comparing Expensify and Hubdoc side-by-side.

We pick Expensify for most businesses. Why?

It’s simply better at handling all your expense management needs from start to finish.

We’ve used these tools ourselves so that you can trust our advice.

Expensify really shines with its smart receipt scanning and quick approval features.

Even though it might not have a full free version for teams. 

More of Expensify

We have compared Expensify vs many alternatives. Here’s a quick look at their standout features:

• Expensify vs Puzzle IO: Puzzle IO offers AI-powered accrual accounting and real-time financial statements for startups.
• Expensify vs Dext: Dext excels at automated data extraction from receipts and bills for accountants.
• Expensify vs Xero: Xero is comprehensive cloud accounting software with robust bank reconciliation and reporting.
• Expensify vs Synder: Synder automates syncing e-commerce sales and payment data to accounting software.
• Expensify vs Easy Month End: Easy Month End streamlines month-end close tasks and balance sheet reconciliations for finance teams.
• Expensify vs Docyt: Docyt provides AI-powered back-office automation for comprehensive accounting workflows.
• Expensify vs RefreshMe: RefreshMe is a personal finance tool with budget tracking and identity theft protection.
• Expensify vs Sage: Sage offers comprehensive financial management solutions for businesses of various sizes.
• Expensify vs Zoho Books: Zoho Books provides integrated accounting, invoicing, and expense tracking within a suite of business apps.
• Expensify vs Wave: Wave offers free accounting, invoicing, and receipt tracking for very small businesses.
• Expensify vs Quicken: Quicken is personal finance software for budgeting, investment tracking, and tax preparation.
• Expensify vs QuickBooks: QuickBooks is a leading accounting software for small businesses with extensive features.
• Expensify vs AutoEntry: AutoEntry specializes in automated data capture and invoice processing for accounting.
• Expensify vs FreshBooks: FreshBooks is strong in invoicing and time tracking, ideal for freelancers and service-based businesses.
• Expensify vs NetSuite: NetSuite is a comprehensive cloud ERP suite for managing all business operations.

More of Hubdoc

We have compared Hubdoc vs many alternatives. Here’s a quick look at their standout features:

• Hubdoc vs Puzzle IO: Puzzle IO offers AI-powered accrual accounting and real-time financial statements for startups.
• Hubdoc vs Dext: Dext excels at automated data extraction from receipts and bills for accountants.
• Hubdoc vs Xero: Xero is comprehensive cloud accounting software with robust bank reconciliation and reporting.
• Hubdoc vs Synder: Synder automates syncing e-commerce sales and payment data to accounting software.
• Hubdoc vs Easy Month End: Easy Month End streamlines month-end closing and balance sheet reconciliations for finance teams.
• Hubdoc vs Docyt: Docyt provides AI-powered back-office automation for comprehensive accounting workflows.
• Hubdoc vs RefreshMe: RefreshMe is a personal finance tool with budget tracking and identity theft protection.
• Hubdoc vs Sage: Sage offers comprehensive financial management solutions for businesses of various sizes.
• Hubdoc vs Zoho Books: Zoho Books offers integrated accounting, invoicing, and expense tracking within business apps.
• Hubdoc vs Wave: Wave offers free accounting, invoicing, and receipt tracking for very small businesses.
• Hubdoc vs Quicken: Quicken is personal finance software for budgeting, investment tracking, and tax preparation.
• Hubdoc vs QuickBooks: QuickBooks is a leading accounting software for small businesses with extensive features.
• Hubdoc vs AutoEntry: AutoEntry specializes in automated data capture and invoice processing for accounting.
• Hubdoc vs FreshBooks: FreshBooks excels in invoicing and time tracking, ideal for freelancers and service businesses.
• Hubdoc vs NetSuite: NetSuite is a comprehensive cloud ERP suite for managing all business operations.

Frequently Asked Questions