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Working inside Hubdoc: what LedgerBPO does
Hubdoc bookkeeping services from LedgerBPO give Xero users a named accountant who reviews every document Hubdoc captures, checks the supplier, tax and account coding, publishes it to Xero as a bill or spend money transaction, and matches it to the bank feed. Your documents stay in your own Hubdoc account with a full audit trail.
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Your subscription, your data
Hubdoc bookkeeping services from LedgerBPO give Xero users a named accountant who reviews every document Hubdoc captures, checks the supplier, tax and account coding, publishes it to Xero as a bill or spend money transaction, and matches it to the bank feed. Your documents stay in your own Hubdoc account with a full audit trail.
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Inside your file
Hubdoc documents reviewed and published to Xero every business day
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Reconciled on a calendar
Supplier rules and tax rates checked so nothing publishes wrong
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Reviewed before you see it
Every published item matched to the Xero bank feed
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Why businesses on Hubdoc outsource
Hubdoc comes bundled with most Xero plans, so many businesses turn it on and expect the books to fill themselves. The reality is that auto-publish rules push items into Xero with the wrong account or tax rate, duplicates arrive from email and the mobile app, and fetched bank statements sit unread. When the bookkeeper finally looks, the Xero bank feed has hundreds of unreconciled lines with documents attached to the wrong ones.
A dedicated accountant reviews Hubdoc before anything reaches Xero. We check each document, maintain supplier rules that are safe to auto-publish, publish everything else by hand in small batches, and match published items to the bank feed as we go. You keep the Hubdoc account, the archive and the Xero file. We keep it accurate.
What we do inside Hubdoc
Document review before publishing
We check supplier, date, amount, tax rate and account on every document Hubdoc extracts, and correct misreads before anything is published to Xero.
Supplier rules and auto-publish
We build supplier rules only for suppliers with stable coding, so auto-publish is safe, and we review the rest by hand.
Publishing as bills or spend money
We choose the right transaction type from how the item was paid, so card purchases become spend money and supplier invoices become bills with a due date.
Bank feed matching in Xero
Published items are matched to the Xero bank feed as part of the same daily routine, so the reconciliation stays current and duplicates are caught early.
Automated document fetch
We connect supplier and bank portals so statements and invoices arrive in Hubdoc automatically, and we check that each connection keeps working.
Missing document follow-up
Bank lines without a matching document are listed weekly and sent to the cardholder so the audit trail is complete before month-end.
Integrations we reconcile
- XeroBills, spend money and credit notes published from Hubdoc and matched to the bank feed.
- QuickBooks OnlineBills and expenses published for businesses still on QuickBooks Online.
- Bill.comSupplier invoices captured in Hubdoc tied to the bills approved and paid in Bill.com.
- PlootoCanadian supplier invoices from Hubdoc matched to Plooto payments.
- Xero PayrollPayroll-related invoices such as pension and benefit providers reconciled to the payroll journals.
Migration to and from Hubdoc
Moving to Hubdoc
Turning on Hubdoc for a Xero file starts with the supplier list and a short list of suppliers safe to auto-publish. We set up the email-in address, mobile app users and fetch connections, build the first rules, and run the first month with every item reviewed by hand so the rules are corrected early. Historic documents can be uploaded in a batch to complete the archive.
Moving from Hubdoc
Moving from Hubdoc to Dext or another capture tool means keeping the archive first. We export documents from Hubdoc, confirm every item is published or rejected, document the supplier rules so they can be rebuilt, and match the final published batch to the Xero bank feed before the connection is closed. Fetch connections are re-created in the new tool.
Common Hubdoc reconciliation problems we fix
Auto-publish rules coding items wrong
A rule built for one invoice type sends every future invoice from that supplier to the same account. We limit auto-publish to stable suppliers and review the rest by hand.
Duplicates from email and app
The same document forwarded and photographed becomes two items. Hubdoc flags many, and we check the remainder by amount and date so the supplier is not recorded twice.
Bank statements fetched but unread
Fetched statements are useful for reconciliation only if someone opens them. We use them to check the Xero bank feed for gaps and duplicated lines each month.
Bills created for card purchases
A card receipt published as a bill creates a false creditor and a bank line that cannot match. We publish card spend as spend money and fix any past errors.
Card spend with no document
Missing receipts mean weak evidence for the deduction or the VAT claim. We list unmatched lines weekly and chase the cardholder so gaps close before month-end.
Other expense management platforms
Frequently asked questions
Do you work inside my existing Hubdoc account?
Yes. You add us as a user in your own Hubdoc organization, or your accountant grants access through their Xero partner account. You keep ownership of the account, the archive and the Xero file. We review, code and publish; your team keeps sending documents the way it does now.
How much does Hubdoc bookkeeping support cost?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. The main drivers are documents per month, how many submitters and cards you have, whether you need VAT, GST or sales tax checking, and whether monthly bookkeeping and Xero bank reconciliation are part of the same engagement.
Is Hubdoc enough, or do I need Dext as well?
For most small businesses on Xero, Hubdoc covers receipt and invoice capture well enough when someone reviews it daily. Dext adds stronger line-item extraction, more supplier fetch connections and expense reports. We work in whichever you already have and will say plainly if a switch would help.
Can you set up automated bank and supplier fetch in Hubdoc?
Yes. We connect the supplier and bank portals Hubdoc supports, test that documents arrive, and check the connections monthly because they break when passwords change. Fetched bank statements are used to verify the Xero bank feed has no gaps. Our bank reconciliation service covers that check.
How quickly are documents published to Xero?
We clear Hubdoc every business day, so a document uploaded today is normally checked and published by the next business day. Anything that cannot be published, for example a missing amount or an unknown supplier, is flagged to you in a short weekly query list.
Can you clean up a Hubdoc account where auto-publish has been sending items to the wrong accounts?
Yes. We scope it as a cleanup: review the published history, recode items in Xero, fix or remove the rules that caused it, remove duplicates and reconcile the bank feed. Once clean, the account moves to the daily service. Our bookkeeping cleanup service describes the approach.
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