Hubdoc pricing is $12 a month on its own, after a free 30-day trial with no card, and $0 if your company is on a Xero business edition plan, because every Xero business subscription includes a Hubdoc organization. That one plan covers unlimited documents and multiple collaborators, and it syncs to Xero and QuickBooks Online. What it does not cover is the part most growing teams end up paying for: employee expense claims, approval rules and policy checks.
So the real question is rarely whether $12 is expensive. It is whether document capture is all you need, or whether you are about to pay for a second tool anyway. Below is what Hubdoc costs today, how it compares with Xero's own Smart Document Capture, Dext and Expensify, and a priced example for a ten-person company.
How much does Hubdoc cost?
Hubdoc costs $12 a month as a standalone subscription. Its pricing page shows one plan, a free 30-day trial with no credit card required, and "$12 USD per month thereafter". The plan includes automatic data extraction from bills, statements, invoices and receipts, capture by photo, upload, email forwarding and scanning, unlimited usage, multiple collaborators, document download and backup, and sync to Xero, QuickBooks Online and Box.
There is no per-user fee and no document cap on that page, which is unusual in this category. Dext, for comparison, prices by users and documents, and Expensify prices per member.
Is Hubdoc free with Xero?
Yes, on Xero business edition plans. Xero Central states that if your Xero organization is on a business edition pricing plan, Hubdoc is included in your subscription, and you sign in with your Xero login. If your organization is on a partner edition plan, you can still connect Hubdoc, but it is billed separately. For a US small business on Xero Early ($25 a month), Growing ($55) or Established ($90), Hubdoc adds nothing to the bill.
There is a second free option now. Xero's US pricing page lists Smart Document Capture on every plan, and Xero's own page for it says you can use it for free whatever your plan. It captures receipts, bills, invoices and rent statements inside Xero and matches them to bank transactions. Xero has said Hubdoc remains part of its offering while it puts new capture work into Smart Document Capture, so a Xero company starting fresh should try the built-in feature first.
Hubdoc vs Dext vs Expensify pricing
| Line | Hubdoc | Xero Smart Document Capture | Dext Business | Expensify Collect | Expenditure |
|---|---|---|---|---|---|
| List price | $12 a month; $0 with a Xero business edition plan | $0 on every Xero plan | $25.21 a month, or $302.50 a year billed annually | $5 per member a month, no annual commitment | $20 per seat a month billed yearly, from 3 seats |
| Users and volume | Multiple collaborators, unlimited usage | Per your Xero plan | Base plan: 5 users and 250 documents a month | Every member billed | 200 receipts per seat a month |
| Ledgers | Xero, QuickBooks Online | Xero only | QuickBooks Online, Xero and others | QuickBooks, Xero | QuickBooks Online, Xero, NetSuite |
| Bank statement extraction | Statements are among the documents it reads | Not listed | 10 sheets included, then from $13 a month or $0.32 a document | Not its job | CSV and OFX/QFX statement import |
| Employee expense claims | Not listed on its pricing page | Xero Established plan ($90 a month) only | Business expense management listed | Yes | Yes |
| Approval rules and policy checks | Not listed | Not listed | Not detailed on its pricing page | Submit and approve; advanced rules on Control | Growth ($35) and Scale ($55) per seat a month billed yearly |
Hubdoc figures come from hubdoc.com/pricing and Xero Central, Xero figures from xero.com/us/pricing-plans, Dext from dext.com/us/business/pricing and Expensify from Expensify's plan pages. All are list prices before promotions; Xero was running an introductory discount for new customers when we read it. For more on Dext's add-ons, see our Dext pricing breakdown.
What a ten-person company pays a year
Take a US services company on Xero Growing with ten employees who buy things on company and personal cards, and about 150 bills and receipts a month. Here is the yearly software cost of each route, before your Xero subscription itself:
- Hubdoc: $0, because Xero Growing is a business edition plan. On QuickBooks Online instead, $144 a year. Nobody submits a claim and nobody approves anything; the bookkeeper publishes documents.
- Xero Smart Document Capture plus Xero expense claims: $0 for capture, but claims need Established, which is $35 a month more than Growing, or $420 a year.
- Dext Business: the $302.50 base plan covers five users and 250 documents, so ten people need a larger tier from Dext's plan builder, plus any bank statement add-on.
- Expensify Collect: ten members at $5 is $600 a year.
- Expenditure: ten seats on Starter is $2,400 a year; on Growth, with approval rules, policy checks and budgets, $4,200.
We are the most expensive line on that list, and for a company whose only problem is getting paper into Xero, Hubdoc or Smart Document Capture is the right answer. The gap opens when the problem is people rather than paper.
Is Hubdoc worth it for a growing team?
Hubdoc is worth it when one bookkeeper handles every document. It was built to pull bills and statements into the ledger with the source attached, and it does that well at a price that is hard to beat. It is a weaker fit once ten or twenty employees are spending money, because the hard work moves upstream: somebody has to submit the receipt, somebody has to check it against policy, and somebody has to approve it before it reaches the books.
That is the work Expenditure does. Employees snap or forward receipts, and we read every line, code it to the right Xero, QuickBooks Online or NetSuite account, flag likely duplicates, check each expense against your rules and route anything over your threshold for approval. Vendor bills go through the same queue, so a manager approves a $4,000 software invoice and a $62 client lunch in one place. If bills are the bottleneck, our invoice approval software comparison prices the approval step on BILL, Melio, Ramp and QuickBooks Bill Pay next to ours.
One caution on statements. Hubdoc reads bank and supplier statements, and Dext charges extra for bank statement extraction once the free sheets run out. If what you really have is a backlog of PDF bank statements to get into the books, a dedicated bank statement converter prices that one job on its own and is usually cheaper than a capture subscription used only for statements.
What are the best Hubdoc alternatives?
The best Hubdoc alternative depends on what Hubdoc is failing to do for you. If it is capture quality or supplier statements, look at Dext, which adds line-item and supplier statement extraction as paid add-ons. If you are on Xero and want fewer apps, Smart Document Capture is free and built in. If employees need to submit expenses, Expensify Collect at $5 a member is the low-cost option and Xero Established adds native claims.
If you need claims, coding, policy checks and approvals in one place across QuickBooks Online, Xero or NetSuite, and you want to keep your current cards and bank, that is where Expenditure fits. Our Dext alternatives comparison covers the receipt capture tools in more depth, and the Xero expense management page shows how claims and approvals work on top of Xero.
Does Hubdoc work with QuickBooks Online?
Yes. Hubdoc's pricing page lists sync to QuickBooks Online as well as Xero. The difference is price: a QuickBooks Online company pays the $12 a month standalone rate, because the free inclusion only applies to Xero business edition plans. QuickBooks Online also has its own receipt capture on every plan, so compare the two before paying.
How to decide in five minutes
- One bookkeeper, Xero business plan, documents only: use Hubdoc or Smart Document Capture. Cost: $0.
- One bookkeeper on QuickBooks Online: Hubdoc at $12 a month or QuickBooks' built-in receipt capture.
- Employees submit expenses, no approvals needed: Expensify Collect or Xero Established.
- Employees and vendors both need coding, policy checks and approval before anything reaches the ledger: Expenditure Growth, from three seats.
Expenditure is software and insight, not financial, tax or accounting advice. We never move or hold your money and never sell or train on your financial data.