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Publishing to Xero by Document Type

Are you looking for more information on how to publish different types of document to Xero from Hubdoc? 

First, let's make sure Hubdoc and Xero are connected. You can find more details on how to connect your account to Xero here.

In this article, we'll review the different document types Hubdoc can publish to Xero.  For more details on how to publish to a cloud platform, including auto-sync please see this article:

To edit the configuration a document uses to publish to Xero, expand the "Edit Data" bar on a document and scroll down to the "Destinations" section.  Click "Configure" next to the Xero icon. 

Hubdoc supports publishing 5 different document types to Xero.  Each type allows you to configure different information before publishing to Xero.

 

Purchase

Documents published as "Purchase" are visible in Xero as "Bills".  Generally, select this value for invoices or documents that you have x number of days to pay. This will let you use Xero’s reporting features to track your payables.

If you pay everything on the day straight away, use the "Spend Money" publish type to save a few extra steps in Xero.

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Hubdoc allows you to configure the following values before publishing to Xero. All Required Fields must be completed for the document to publish successfully.

Required Fields:

Status: Select "Draft" to publish this as a Draft bill in Xero or select "Authorized" if you’re certain about the details on this bill and would like to move it immediately to an authorized state in Xero.

Contact: Hubdoc retrieves your Contact list as well as your Chart of Accounts when connected to Xero.  Select or begin typing the name of the Xero Contact for this document. 

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If the Contact hasn't been created in Xero, click "+ New Contact", enter the name and click "Create" to create a new entry immediately in Xero and make it available in this list.

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So how does this contact look in Xero? Additional Contact details can be managed in Xero by clicking "Contacts".

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Account Code:  Hubdoc retrieves the Chart of Accounts when connected to your Xero account.  Before this document is published to Xero, select or begin typing the appropriate account code from the list.

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Optional Fields:

Description: If you would like additional information about this document to be published to Xero, use this field.  Data entered here is sent to Xero in the Description field for each line item. 

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Note that if you choose to publish using Multiple lines, Hubdoc supports entering different Descriptions for each line. 

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In Xero:

This document can now be published to Xero!  Hubdoc will create a new Purchase entry in Xero using the data from this document and attach an electronic version of the source document as well. You can find your published documents in Xero by clicking "Accounts/Purchases". 

Screen_Shot_2017-03-29_at_10.23.57_AM.pngHubdoc also supports publishing tax data to Xero if your Xero account has this enabled.  More details on configuring this can be found here:

As well, Hubdoc supports splitting a single document to post as multiple line items to Xero.  More details on submitting Multiple Line Items can be found here:

 

Spend Money

Publish documents that you have paid straight away as "Spend Money" transaction to Xero. This document type is similar to a "Purchase" document but will be posted to Xero as an approved transaction.  Since it is already approved, Hubdoc has removed the option to set the "Status" in Xero. "Spend Money" transactions give you the ability to select the account in Xero that matches where this document was paid from.

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Required Fields:

Contact: Hubdoc retrieves your Contact list as well as your Chart of Accounts when connected to Xero.  Select or begin typing the name of the Xero Contact for this document. If the Contact hasn't been created in Xero, click "+ New Contact", enter the name and click "Create" to create a new entry immediately in Xero and make it available in this list. Additional Contact details can be managed in Xero by clicking "Contacts".

Bank Account: Hubdoc lets you select the account that paid for this transaction in this field by selecting or starting to type in this field.  The account list is fetched from Xero. If the account you're looking for isn't on this list, confirm that it has been added to Xero.

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Account Code: Hubdoc retrieves the Chart of Accounts when connected to your Xero account.  Before this document is published to Xero, select or begin typing the appropriate account code from the list.

Optional Fields:

Description: If you would like additional information about this document to be published to Xero, use this field.  Data entered here is sent to Xero in the Description field for each line item. Note that if you choose to publish using Multiple lines, Hubdoc supports entering different Descriptions for each line. 

In Xero:

This document can now be published to Xero!  Hubdoc will create a new transaction entry in Xero and attach an electronic version of the source document as well. The transaction can now be reconciled in Xero!  To find the specific transaction, go to "Bank Accounts", click the account you selected above and navigate to the "Account transactions" tab.

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Expense Claim

Publish expense documents to Xero as "Expense Claim" transactions. Prior to publishing, Hubdoc lets you select the user linked to this expense from your list of Xero account users.

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Required Fields:

Contact: Hubdoc retrieves your Contact list as well as your Chart of Accounts when connected to Xero.  Select or begin typing the name of the Xero Contact for this document. If the Contact hasn't been created in Xero, click "+ New Contact", enter the name and click "Create" to create a new entry immediately in Xero and make it available in this list. Additional Contact details can be managed in Xero by clicking "Contacts".

Send Expenses As: Hubdoc lets you select the Xero User that this expense is associated to by selecting or starting to type in this field.  

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The user list is fetched from Xero. If the user you are looking for is not on this list, confirm that it has been added to Xero by going to "Settings/General Setting" and clicking the "Users" link in the "Organization" section. An example of a user list in Xero is shown below.

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Account Code: Hubdoc retrieves the Chart of Accounts when connected to your Xero account.  Before this document is published to Xero, select or begin typing the appropriate account code from the list.

Optional Fields:

Description: If you would like additional information about this document to be published to Xero, use this field.  Data entered here is sent to Xero in the Description field for each line item. Note that if you choose to publish using Multiple lines, Hubdoc supports entering different Descriptions for each line. 

In Xero:

This document can now be published to Xero!  Hubdoc will create a new Expense Claim in Xero and attach an electronic version of the source document as well. To find the specific claim, go to "Accounts" and select "Expense Claims". Below is an example of the details Hubdoc has populated for you.

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Invoice (AR)

Do you want to track your sales and Accounts Receivable transactions?  Hubdoc lets you code and publish "Invoice (AR)" transactions to as a Xero Sales Invoice.  

Hubdoc also provides the ability to update untracked inventory when publishing to Xero.  For more details, see here.

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Required Fields:

Contact: Hubdoc retrieves your Contact list as well as your Chart of Accounts when connected to Xero.  Select or begin typing the name of the Xero Contact for this document. If the Contact hasn't been created in Xero, click "+ New Contact", enter the name and click "Create" to create a new entry immediately in Xero and make it available in this list. Additional Contact details can be managed in Xero by clicking "Contacts".

Account Code: Hubdoc retrieves the Chart of Accounts when connected to your Xero account.  Before this document is published to Xero, select or begin typing the appropriate account code from the list.

Optional Fields:

Description: If you would like additional information about this document to be published to Xero, use this field.  Data entered here is sent to Xero in the Description field for each line item. Note that if you choose to publish using Multiple lines, Hubdoc supports entering different Descriptions for each line. 

In Xero:

This document can now be published to Xero!  Hubdoc will create a new Invoice in Xero and attach an electronic version of the source document as well. To find the specific invoice, go to "Accounts" and select "Sales" . Below is an example of the details Hubdoc has populated for you.

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Credit Note

Hubdoc allows you to add a credit note that is not linked to a sales invoice by publishing a transaction as "Credit Note". You can allocate the credit note to an invoice later.

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Required Fields:

Status: Select "Draft" to publish this as a Draft credit note in Xero or select "Authorized" if you’re certain about the details on this credit and would like to move it immediately to an authorized state in Xero.

Contact: Hubdoc retrieves your Contact list as well as your Chart of Accounts when connected to Xero.  Select or begin typing the name of the Xero Contact for this document. If the Contact hasn't been created in Xero, click "+ New Contact", enter the name and click "Create" to create a new entry immediately in Xero and make it available in this list. Additional Contact details can be managed in Xero by clicking "Contacts".

Credit Note Type: Hubdoc supports coding both Accounts Payable (A/P Credit) and Accounts Receivable (A/R Credit). A/P Credit documents (Payables) are tracked as Bill credit notes in Xero. A/R Credit documents (Receivables) are published to Xero as new invoice credit notes.

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Account Code: Hubdoc retrieves the Chart of Accounts when connected to your Xero account.  Before this document is published to Xero, select or begin typing the appropriate account code from the list.

Optional Fields:

Description: If you would like additional information about this document to be published to Xero, use this field.  Data entered here is sent to Xero in the Description field for each line item. Note that if you choose to publish using Multiple lines, Hubdoc supports entering different Descriptions for each line. 

In Xero:

This document can now be published to Xero!  Hubdoc will create a new Credit Note in Xero and attach an electronic version of the source document as well.

To find a specific A/P (Payable) Credit Note, go to "Accounts" and select "Sales" . Below is an example of the details Hubdoc has populated for you. Please note that Xero only displays the Reference if there is a matching invoice with the same Reference value for that vendor.

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To find a specific A/R (Receivable) Credit Note, go to "Accounts" and select "Invoices".  Below is an example of the details Hubdoc has populated for you.

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Deposits and Refunds

If you would like to post other types of transactions, such as deposits or refunds, please review this article.

 

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