Receipt capture with Dext and Hubdoc

Dext or Hubdoc connected to your business email through a dedicated forwarding address, to your team's phones through the mobile app, and to QuickBooks Online or Xero. Receipts and bills matched automatically to the corresponding bank or card transaction, with the source document attached to the resulting entry. A simple submission routine for your team, forwarding email or app photo, set up during onboarding and reinforced in the first weeks. A monthly open-items check that surfaces missing receipts and gets them chased before close, not after.

We start by picking the platform that fits your accounting software and volume better, then connect it to your email, phones and QuickBooks Online or Xero file. Every submitted receipt or bill runs through the platform's data extraction, pulling vendor, amount, date and invoice number, and matches to the corresponding bank feed transaction. Confident matches post automatically with the source document attached; anything ambiguous lands in a review queue we clear as part of the weekly workflow rather than letting it sit. At month-end close, we run an open-items check against the bank feed and chase any transaction still missing a receipt, so close doesn't stall waiting on paperwork that should already be in the system.

Any business with a lot of small, spread-out expenses gets the most value: contractors buying materials on the road, a restaurant with daily supplier deliveries and produce runs, a consultancy or agency with client-billable expenses that need documentation for rebilling, or a field-services company where technicians are the ones actually incurring costs. Manual filing rarely keeps up once expense volume or team size grows past a handful of people submitting paperwork.

Receipts that only exist as a photo on someone's personal phone, never forwarded anywhere, so they disappear before month end. Card transactions with no documentation at all, discovered for the first time during close when it's already too late to easily recover the receipt. Duplicate entries created when a receipt is matched automatically and then also entered manually by someone unaware the capture tool already handled it. Client-billable expenses that get buried in general company spend instead of tagged for rebilling, costing you real reimbursement dollars every month.

Dext and Hubdoc both connect cleanly to QuickBooks Online and Xero and extract vendor, amount, date and line-item detail from bills and receipts automatically. Hubdoc is owned by the same company as Xero and tends to integrate a step more natively there; Dext has broader third-party integration reach and often edges ahead on OCR accuracy for handwritten, foreign-currency or lower-quality scans. We recommend based on your existing stack rather than defaulting to one every time.

Receipt capture setup is included in onboarding for Growth and Scale-tier engagements on our published rate card. What drives the setup cost is which platform fits your volume, Dext and Hubdoc both carry their own vendor subscription fee billed directly to you, plus how many submission channels, email forwarding, the mobile app, bulk upload, your team needs trained on. A small team submitting receipts from one channel costs less to onboard than a multi-location team needing several forwarding addresses and a bulk-upload catch-up on a backlog. For a business only wanting the tool set up without an ongoing bookkeeping engagement, we quote it as a standalone project after a short scoping call. See current tiers at finbryn.com/us/pricing.

We track open items, transactions without a matched receipt, as a running count each week rather than only discovering the gap at close, with a target of zero carried into month-end. Automatically matched entries are spot-checked during monthly close to confirm the extracted amount, date and vendor match the actual document, not just what the OCR guessed, since misreads happen most often on handwritten totals or faded thermal receipts. A senior reviewer signs off on the open-items count before the books close, so a missing receipt shows up as a flagged question to you rather than a silent gap that surfaces months later during tax preparation.

Captured receipts feed directly into monthly bookkeeping and bank and card reconciliation, so those processes start from transactions that already have documentation attached instead of a list of unexplained charges needing follow-up after the fact. For businesses tracking client-billable expenses, the same captured documentation supports accounts receivable rebilling without a second round of manual data entry, since the original receipt is already attached to the transaction it needs to be billed against. At tax time, that same document trail is what your credentialed preparer relies on to substantiate a deduction, so nothing has to be reconstructed from memory months after the purchase.