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Receipts and Expenses

Auto-Publish Receipts to Xero with Hubdoc Supplier Rules

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What the source describes

Xero Central explains how to enter details for a document in Hubdoc and publish it to create a new transaction in Xero with a copy of the document attached. It also shows how to enable autosync for a supplier so Hubdoc automatically configures and publishes that supplier's documents to Xero as soon as they are uploaded. Documents detected as credit notes are not auto-published and must be reviewed manually.

Result or outcome

According to the source, once autosync is enabled for a supplier, uploaded documents are published straight to the Xero organisation with the document attached (or linked if over 3MB), removing a manual publishing step for recurring suppliers.

How to run it

  1. Make sure your Hubdoc and Xero organisations are connected.
  2. Use the prompt on this page with three months of supplier history to pick which suppliers are safe to autosync.
  3. Open a document, click Edit Document, confirm the Transaction Details (adjust the tax if it is not a flat rate), choose Destinations > Xero, and click Publish. Tick Save configuration to reuse these settings for that supplier.
  4. For consistent suppliers: Hubdoc dashboard > settings icon (top right) > Suppliers tab > select the supplier > under Integrations tick 'Configure rules for Xero', then 'Auto-sync' > choose Publish As (the transaction type) > Save Changes.
  5. Review and publish credit notes manually (they never autosync), and spot-check autosynced transactions in Xero. Files over 3MB appear as links, not attachments.

Try it yourself

Copyable prompt

I want to decide which of a client's suppliers are safe to set to automatic publishing in our receipt capture tool. Below is a 3-month summary of their documents: supplier, number of documents, typical amount range, account code used, tax rate used, and whether the coding ever changed. Please sort the suppliers into three groups: (1) safe to auto-publish because coding is consistent, (2) auto-code but keep manual review, and (3) always review manually, for example credit notes, variable coding or large one-off amounts. Give a one-sentence reason for each supplier and suggest the publish type (bill or receipt) where relevant.

Supplier data: [paste]

Replace the [bracketed] placeholders. Remove client names, account numbers, and personal data before pasting into any AI tool.

What to review

After turning on autosync, open a sample of the new Xero transactions and confirm the account code, tax rate, amount and attached document match the supplier's original. Keep variable or one-off suppliers on manual publishing. Check that credit notes were published by hand, and that files over 3MB that were linked rather than attached can still be opened.

Related free download: 50 AI Prompts for Bookkeepers (Prompt pack (PDF))

Source: Xero Central

Not professional advice. This is general information, not accounting, tax, legal or financial advice. Check AI output yourself and consult a licensed professional for your situation. See our Terms of Use.

This entry summarizes a public source. Features, plans, and availability change, so confirm details with the vendor. Tool names are trademarks of their respective owners.

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