Bookkeeping
Receipt capture with Dext and Hubdoc
Receipt capture with Dext or Hubdoc for UK businesses: bills and receipts are pulled from your inbox, phone or supplier portal and matched automatically to the right transaction in Xero or QuickBooks Online, so VAT evidence is filed as it arrives instead of chased at quarter end.
Bank reconciliation summary
Illustrative client · August 2026
GBP
| Account | Difference | Status | ||
|---|---|---|---|---|
| Operating account··4821 | 184,220.16 | 184,220.16 | 0.00 | Reconciled |
| Reserve account··0937 | 60,000.00 | 60,000.00 | 0.00 | Reconciled |
| Company card··1006 | (12,418.52) | (12,418.52) | 0.00 | Reconciled |
| Card processor clearing | 8,905.40 | 8,905.40 | 0.00 | Reconciled |
| Payroll clearing | 0.00 | 0.00 | 0.00 | Reconciled |
Last weekly runFri 28 Aug, every account agreed to its statement.
Two open itemsTwo card receipts requested from you, marked on the card account until they arrive.
Illustrative. An example of the document, not a client's figures.
Why receipts matter more under VAT
HMRC expects a VAT invoice to support the input VAT you reclaim, and a missing receipt at quarter end usually means a VAT claim gets dropped rather than fixed later. Capturing the paperwork as it arrives, rather than at the end of the quarter, keeps that evidence attached to the transaction from day one.
Setting it up
We connect Dext or Hubdoc to your email, your phone camera and any supplier portals that issue invoices directly, then link the tool to your Xero or QuickBooks Online organisation. Rules are set up so recurring suppliers, a phone contract or a software subscription, get coded the same way every time without a manual decision.
A habit that sticks
Most of the paperwork problem is not the software, it is the habit of forwarding or photographing a receipt the day it lands rather than a month later. We agree a simple routine with you at onboarding, usually forward-to-email or snap-a-photo, and chase anything missing before month end rather than after.
What this feeds into
Matched receipts flow straight into monthly bookkeeping, so the coding and VAT treatment are already attached by the time we reconcile the month. For a business behind on paperwork already, catch-up bookkeeping rebuilds the missing evidence for prior periods where it can still be found.
Keeping originals
For most UK purposes a clear digital copy captured through Dext or Hubdoc is sufficient record-keeping, though certain documents such as import paperwork may need to be retained separately; we flag those cases rather than assuming one rule covers everything.
Construction Industry Scheme paperwork
For businesses operating under CIS, subcontractor invoices and deduction statements are captured through the same tool, so the deduction rate applied to each payment is visible on the transaction itself rather than reconstructed from a separate spreadsheet at month end.
Questions
Frequently asked questions: Receipt capture with Dext and Hubdoc
Do I have to use Dext specifically?
No, we work with both Dext and Hubdoc and can advise which suits how you already collect paperwork.
Can Dext or Hubdoc capture Construction Industry Scheme paperwork?
Yes, subcontractor invoices and deduction statements are captured the same way, so the CIS rate applied is visible on the transaction itself.
Can Dext or Hubdoc read a receipt in a foreign currency?
Yes, both tools capture the original amount and currency, which we then post correctly in your ledger.
What happens if a receipt is illegible or missing key details?
We flag it back to you rather than guessing at the VAT amount or the supplier, since an incorrect figure entered from a bad scan is worse than a short delay while the right document is found. A clear photo taken at the time avoids this most often.
Does receipt capture replace the need to keep original paper receipts?
HMRC generally accepts digital copies as sufficient records, so once a receipt is captured and reconciled you do not need to retain the paper original for bookkeeping purposes. If a specific supplier or contract requires an original for another reason, that is separate from HMRC record-keeping rules.
Do I have to keep paper receipts once they are captured?
For most purposes a clear digital copy is enough. We can advise on specific document-retention questions but the general rule is the capture tool covers you.
What if I forget to send a receipt?
It shows up on the open-items list for that month, and we chase it with you rather than letting it disappear.
Who reviews the work before it reaches us?
Every deliverable under receipt capture with Dext and Hubdoc is reviewed by a senior principal before it reaches you. You keep access to the underlying file at every stage, so nothing about the work happens somewhere you cannot see it.
What is included in receipt capture with Dext and Hubdoc?
Receipt capture with Dext and Hubdoc covers dext or Hubdoc connected to your email, phone and accounting software and receipts and bills matched automatically to bank and card transactions. The exact scope is agreed and set out in writing before work starts, so you know precisely what is and is not covered before the first deliverable arrives.
Related services
- BookkeepingMonthly bookkeepingOngoing monthly bookkeeping: transactions sorted into categories, accounts reconciled and month-end reports delivered in the software you already use.
- BookkeepingBank and credit card reconciliationEvery bank, card and payment-processor account reconciled line by line against its statement, so the balance in your books always matches the balance at the institution.
Industries
- HospitalityBookkeeping for hotels, short-term rentals and hospitality operators reconciling booking platform payouts and occupancy-driven revenue.
- Construction and job costingBookkeeping for contractors and builders who need cost and profitability tracked by job, not just by month.
- Agencies and consultanciesBookkeeping for marketing agencies, design studios and consulting firms billing clients on retainers and project fees.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.