Upload digital and paper documents

Whether you’re on the go, at home, or in the office, Hubdoc gives you the tools to upload paper and digital documents using your mobile device, desktop, email, or scanner. Once the document has been uploaded, Hubdoc extracts financial data from it, and automatically files it into a supplier folder.

If you’re using Hubdoc with your accountant or bookkeeper, these upload tools make it quick and easy to share your documents with them in real time.

Learn about getting documents into Hubdoc in this Xero Central article

Practice uploading your documents

In order for Hubdoc to accurately extract information from a document you've uploaded, the date, supplier name, and amount must be clearly visible. Practice uploading documents into your Hubdoc account using each of the upload options (listed below).

Mobile upload

The Hubdoc mobile app is a great tool for business owners who are always on the go. Simply snap a photo of a receipt using the app, and it will upload to your Hubdoc account automatically. 

1. Download the Hubdoc app for free from the Apple App Store or the Google Play Store.
2. Log in using your Hubdoc account credentials.

Please note: If you have multiple Hubdoc accounts, you will need to select the appropriate company that you want to upload documents to before you take photos. You can toggle between accounts by clicking on the stack icon and selecting Change Account.

3. Select the green camera icon to take a photo of your document, then select ‘Use Photo’ (iPhone) or ‘Ok’ (Android) to upload the photo.
4. Review the document in your Hubdoc account.

Desktop upload

Upload documents saved to your computer by browsing your files or by dragging and dropping into your Hubdoc account.

1. From the Hubdoc dashboard, click Upload Document.
2. Select Single Item File or Multiple Item File.

If you select Standard Document Upload, the file will upload as a single document. If you select Multi-Page PDF Split when manually adding a multi-page PDF document (e.g., if you scan multiple invoices into one PDF file), it will be split into individual documents. 

3. Click Browse and select the document or drag and drop the document from your desktop into the file upload window.
4. Close the Add Receipt window.

Multiple Hubdoc Accounts

If you have multiple Hubdoc accounts, you will need to toggle into the appropriate account to upload documents to it. Follow the instructions below to toggle between your multiple Hubdoc accounts:

1. From the Hubdoc dashboard, click the stack icon in the top left corner (beside the company name). 
2. Select the appropriate company from the drop down menu.


Each Hubdoc organization has a unique Hubdoc email which is used for sending in documents. You can find your Hubdoc email when you click the Upload Document window and in your Organization settings. Read this Xero Central article for instructions on how to email a document into Hubdoc. .

Pro tip: Do you receive recurring bills and invoices to your email? Set up automated email forwarding filters so when documents land in your inbox they are uploaded directly into your Hubdoc account.

Fujitsu ScanSnap

Hubdoc has a direct integration with Fujitsu’s ScanSnap Home, ScanSnap Cloud, and ScanSnap Manager. Scan documents using your ScanSnap device and they will be automatically uploaded into your Hubdoc account.

Learn how to connect Hubdoc and ScanSnap in this Xero Central article. 

Please note: ScanSnap is not currently available in the United Kingdom.

Types of files you can upload

Hubdoc’s data extraction can read the following file types:

  • PDF
  • JPEG
  • PNG
  • IMG
  • HTML
  • HEIC
  • HEIF
  • Plain text

Please note: The maximum single document file size Hubdoc supports is 35 MB.  A maximum of 300 documents can be uploaded to Hubdoc in a 24-hour period.

What’s next? Sync your documents and data to connected integrations.

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