Software and migrations
Dext and Hubdoc integration
The IRS expects receipts and records kept for as long as a return can be audited, and a shoebox of paper does not hold up. Finbryn connects Dext or Hubdoc so receipts and bills reach the accounting file automatically and stay retrievable if a preparer or the IRS ever asks for one.
Migration checklist
Illustrative client · August 2026
USD
- Old file backed up with full historyDone
- Chart of accounts mapped line by lineDone
- Opening balances agreed to the old fileDone
- Bank feeds connected and testedIn progress
- First month closed in the new softwareNext
Illustrative. An example of the document, not a client's figures.
Why receipt capture matters beyond convenience
General IRS guidance calls for keeping records supporting a return for at least three years from the filing date, longer in specific situations such as underreported income or a bad-debt deduction. A missing receipt does not just slow down bookkeeping, it can mean losing a deduction if the IRS asks for substantiation later. Dext and Hubdoc solve the operational half of that problem by capturing receipts and bills the moment they arrive instead of relying on a folder that never gets filed.
What setup covers
We connect Dext or Hubdoc to email, a mobile app and the accounting platform, then build supplier rules so recurring bills, a monthly software subscription or a regular vendor invoice, code themselves correctly without manual entry each time. For businesses with multiple people submitting expenses, we set up an approval workflow so nothing posts to the books unreviewed. Where a business is starting mid-year with a backlog of unfiled receipts, we clear that backlog as part of the same engagement, usually alongside a catch-up bookkeeping project.
What this changes at tax time
A year of receipts already matched to transactions means a preparer working on a Schedule C, Form 1120 or Form 1120-S return is not waiting on documentation in March. The retained images stay attached to each transaction inside QuickBooks Online or Xero, so a specific deduction can be traced back to its source document years later if it is ever questioned, whether that question comes from your own accountant or from an IRS notice.
Questions
Frequently asked questions: Dext and Hubdoc integration
How long do I actually need to keep business receipts for the IRS?
General guidance is at least three years from when you filed the return that reported the underlying transaction, longer in specific situations like underreported income; we keep captured receipts attached to the transaction well beyond that.
Can Dext or Hubdoc replace keeping paper receipts?
For IRS purposes, a clear digital image tied to the transaction is generally acceptable; the retention rule is about keeping the record, not the paper itself.
Can you clear a backlog of receipts we never filed?
Yes, that is a common starting point and usually runs alongside a catch-up bookkeeping engagement rather than as a standalone project.
What does dext and Hubdoc integration actually include, month to month?
Dext and Hubdoc integration covers dext or Hubdoc connected to email, mobile app and the accounting platform, along with supplier rules configured so recurring bills code themselves correctly. The work runs inside Dext, Hubdoc, QuickBooks Online or Xero, the file stays under your own subscription, and a senior principal reviews the output before it reaches you each period.
What access do you need to start dext and Hubdoc integration?
View or edit access to Dext, Hubdoc, QuickBooks Online or Xero is enough to begin; nothing about your existing subscription or login changes on our side. Any additional access needed for a specific deliverable, such as a bank portal or receipt inbox, is agreed with you first, and the scope is set out in your engagement letter.
Do employees need training to use Dext or Hubdoc?
Most people only need to know how to forward an email or snap a photo. We handle the setup and the coding rules behind it.
Can you clear an existing backlog of unfiled receipts?
Yes, that is a common starting point alongside a catch-up bookkeeping engagement.
Who reviews the work before it reaches us?
Every deliverable under dext and Hubdoc integration 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 dext and Hubdoc integration?
Dext and Hubdoc integration covers dext or Hubdoc connected to email, mobile app and the accounting platform and supplier rules configured so recurring bills code themselves correctly. 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
- BookkeepingCatch-up and cleanup bookkeepingMonths or years of books brought up to date and reconciled, with a written record of every adjustment, so monthly bookkeeping can start from a clean base.
- AP & ARBill pay (Bill.com, Melio)Vendor bills are entered, coded and routed for your approval, then paid on the schedule you set through Bill.com or Melio, with every payment matched back to its bill.
Industries
- Restaurants and multi-entity franchise groupsBookkeeping for restaurant groups and franchise operators running several locations or legal entities at once.
- Construction and job costingBookkeeping for contractors and builders who need cost and profitability tracked by job, not just by month.
- Professional servicesBookkeeping for professional service firms such as engineering, architecture and IT consulting billing clients by project or retainer.
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.