How to Email Receipts to Hubdoc
The complete guide to Hubdoc's organization email address, document extraction, publishing to Xero or QuickBooks, and how to automate the inbox-to-Hubdoc routing step without guessing fragile setup details.
By ilios Galil · Founder, Expensent
Published March 6, 2026 · Updated July 13, 2026
Skip manual forwarding when you can. Manual forwarding is only half the workflow. Most receipt emails stay in the inbox until someone remembers to forward them. Expensent connects to Gmail, Outlook, or Google Workspace via OAuth, surfaces invoice emails for review by next action, and forwards selected receipts to your Hubdoc address — including historical inbox items that Gmail filters cannot backfill.
In This Guide
- 1. What Is Hubdoc?
- 2. Your Hubdoc Receipt Email Address
- 3. Prerequisites
- 4. Step-by-Step: How to Email a Receipt to Hubdoc
- 5. File Formats & Requirements
- 6. Notes and Document Context
- 7. Email Rules Compatibility
- 8. Vendor Direct-Send
- 9. All Submission Methods
- 10. Troubleshooting
- 11. Automate It with Expensent
- 12. Frequently Asked Questions
1. What Is Hubdoc?
Hubdoc is a document collection and data extraction service owned by Xero. Hubdoc's public pages describe capturing bills, receipts, invoices, statements, emails, mobile photos, scans, and desktop uploads, then extracting useful financial data from the documents.
Once extracted, documents can be used to create transactions in Xero or QuickBooks Online with the source document attached. Review the extracted fields and destination setup before relying on a specific publishing workflow.
Xero's current US plan pages list Smart Document Capture as included in Early, Growing, and Established plans. Hubdoc also has a standalone pricing page, so verify the current regional plan and pricing page before making a purchasing decision.
2. Your Hubdoc Receipt Email Address
Hubdoc organizations use an organization-specific email address for document submission. Copy the exact address shown in your Hubdoc account instead of guessing a domain or format:
Copy the exact Hubdoc address shown in your accountAddress formats and UI labels can change, and each organization has its own destination.
Documents sent to this address enter your Hubdoc account for extraction and review. Confirm sender permissions and delivery behavior in your own Hubdoc account before relying on vendor direct-send or mailbox forwarding rules.
How to Find Your Hubdoc Email Address
- Log into Hubdoc at app.hubdoc.com
- Open the area in Hubdoc where your organization's document submission email is shown
- Copy the exact address for that organization
If your account UI differs, use the current Hubdoc Help Center or ask your accountant or organization administrator to share the correct address.
Important:Verify your receipt email address in your Hubdoc dashboard before forwarding. Using the wrong address means your documents won't arrive. There is no generic Hubdoc email address that works for every organization.
3. Prerequisites
Before emailing your first receipt to Hubdoc, make sure these requirements are met.
Hubdoc Account or Xero Subscription
You need an active Hubdoc account. If you use Xero, Hubdoc is surfaced through Smart Document Capture in current US Xero plans. Plan names and availability vary by region. If you use QuickBooks or another platform, check Hubdoc's current standalone pricing and availability.
Organization Admin Access
To find the unique email address, you need access to your Hubdoc organization settings. If you're not an admin, ask your organization administrator or accountant to share the exact Hubdoc destination address with you.
Connected Accounting Software (Optional)
To publish processed documents, connect Hubdoc to your accounting platform, such as Xero or QuickBooks Online, using the current connection workflow in Hubdoc. This isn't required for receipt ingestion, but it's needed for the full publishing workflow.
4. Step-by-Step: How to Email a Receipt to Hubdoc
Once you have your Hubdoc email address, here's how to submit a receipt:
Find your Hubdoc email address
Open Hubdoc and copy the exact organization email address shown for document submission. Save it as a contact in your email client for easy access.
Forward or compose with the receipt
Option A: Forward the original email. Forward the receipt email directly to your Hubdoc address. Confirm current attachment and email-body behavior in Hubdoc before relying on a specific format.
Option B: Compose a new email. Create a new email to your Hubdoc address and attach a supported receipt file. Use the current Hubdoc UI to confirm how the document is named and categorized after arrival.
Add context after arrival
Add notes, project context, or categorization details inside Hubdoc after the document arrives unless your current Hubdoc account or Help Center confirms an email-body note shortcut. See Section 6 for details.
Review and publish
Open Hubdoc and review the document once Hubdoc has processed it:
- •Review extracted supplier, amount, invoice, and due-date details where available
- •Correct any extraction errors and assign a category
- •Publish to Xero, QuickBooks Online, or another currently configured destination where available
5. File Formats & Requirements
Hubdoc file support can vary by submission path and current limits. Confirm the accepted formats and size limits in Hubdoc before building automation around a file type.
Usually safe to confirm
- •Receipt or invoice files accepted by your Hubdoc UI
- •Image files captured through Hubdoc mobile upload
- •Scanned or uploaded documents that meet current limits
- •Forwarded emails when Hubdoc confirms body processing
Do not assume email, upload, and mobile capture share identical rules.
Often rejected or delayed
- •Unsupported file types for your current Hubdoc path
- •Files that exceed current Hubdoc size limits
- •Password-protected or encrypted documents
- •Corrupted or unreadable files
Check Hubdoc's document issue state before resending the same receipt.
Processing time: Hubdoc processing and extraction time can vary by document, account, and workflow. Wait for Hubdoc's status to finish before troubleshooting the accounting destination.
6. Notes and Document Context
If a receipt needs project codes, client context, department notes, or other bookkeeping detail, add that context in the current Hubdoc workflow after the document arrives. Do not rely on an email-body shortcut unless the current Hubdoc Help Center or your account UI confirms it for your organization.
Project or client context
Add context where the bookkeeper will actually review the document, so the note survives alongside the extracted data.
Department or job detail
Use Hubdoc's current document details and publishing workflow to preserve coding detail before sending the record to Xero, QuickBooks Online, or another destination.
Important: Older Hubdoc guides may mention email-body note syntax. Treat that as account-specific unless current Hubdoc documentation confirms it for your workflow.
7. Email Rules Compatibility
Hubdoc can receive emailed documents, but mailbox rules need careful setup. Use the exact Hubdoc address from your account, confirm any sender restrictions, and avoid broad rules that forward non-receipt messages into your accounting workflow.
Gmail Filter Example
In Gmail, create a filter matching from:billing@vendor.com and set the action to “Forward to” your Hubdoc email. Pair the sender with subject or attachment clues so marketing, refund, and account-alert messages do not get routed with receipts.
Outlook Rule Example
In Outlook, create a rule matching emails from specific senders or with specific subject keywords and redirect them to your Hubdoc address. Test the rule with a small sample before leaving it unattended.
Limitation:Email rules are per-sender and static. They don't distinguish between invoices and marketing emails from the same sender, and they can't detect invoices from new vendors. For intelligent, AI-powered auto-forwarding, see Section 11.
8. Vendor Direct-Send
One of the simplest ways to get invoices into Hubdoc is to give your exact Hubdoc address to vendors that support alternate billing contacts. This can reduce forwarding, but it still depends on the vendor using the address correctly and on Hubdoc accepting the submitted document.
Best For
- Utility providers — Electricity, water, internet, phone bills
- SaaS subscriptions — Monthly software billing emails
- Service providers — Accountants, lawyers, contractors
- Suppliers — Regular material or inventory orders
Caveat:Vendor direct-send works best for recurring invoices from trusted vendors. For one-off purchases or vendors you don't control, you'll still need to forward receipts manually or use an automation tool.
9. All Submission Methods
Email is just one way to get documents into Hubdoc. Here's the full picture:
| Method | How It Works | Best For |
|---|---|---|
| Forward to the exact Hubdoc address shown in your account | Invoices received by email | |
| Web Upload | Drag and drop files in the Hubdoc web app | Scanned paper receipts |
| Mobile App | Take a photo with the Hubdoc mobile app | In-person purchases, paper receipts |
| Vendor Connections | Auto-fetch from vendor portals (banks, utilities) | Recurring bills from supported vendors |
| Vendor Direct-Send | Give vendors your Hubdoc email address | Recurring invoices from trusted vendors |
10. Troubleshooting
If your receipts aren't appearing in Hubdoc, work through these checks in order:
1.Wrong email address
Most common cause.Double-check that you're sending to the exact Hubdoc address shown in your organization's account. There is no generic Hubdoc email that works for every organization.
2.Unauthorized sender
Some Hubdoc organizations restrict which email addresses can submit documents. Ask your organization admin to check whether your sending address is authorized.
3.Unsupported file format
Verify that the attachment type, size, and encryption state are supported for your current Hubdoc submission path.
4.OCR processing delay
Processing time can vary. Check the Hubdoc inbox and document status first — the document may have arrived but still be processing or waiting for review.
5.Duplicate detection
Hubdoc may suppress documents it identifies as duplicates of existing entries. If you're re-sending a receipt that was already processed, check whether it already exists in your Hubdoc account.
6.Corrupted or unreadable file
If the file is corrupted, very low resolution, or the OCR engine cannot extract any text, the document may appear in Hubdoc but with blank extracted fields. Try re-scanning or taking a clearer photo of the receipt.
11. Automate It with Expensent
Expensent reduces manual forwarding. Connect your email, review identified invoice messages, and forward selected or rule-routed emails to your Hubdoc address.
Connect your email
Link your work email using secure OAuth — we never see your password. Gmail, Outlook, and IMAP supported.
Set your Hubdoc address
Enter the exact Hubdoc address shown in your account as your forwarding destination.
Route recurring receipts with rules.
When a new invoice arrives that you've set to auto-forward, Expensent can route it to Hubdoc when the rule fires.
Where Expensent Adds Control Before Hubdoc Capture
- Inbox candidate review — Surface likely receipt and invoice emails before choosing the exact Hubdoc organization destination
- Recurring Hubdoc routing — Forward selected emails or approved recurring patterns to the configured organization address
- Portal and noise exceptions — Keep marketing messages, portal notices, and mixed-document emails in review instead of routing by sender alone
- Controlled capture — Review what belongs in Hubdoc before broad automation
- Guided setup — Connect your inbox and choose the Hubdoc destination
- Paper receipt capture — Use the built-in phone camera scanner to photograph paper receipts and forward them to Hubdoc
- AI price extraction — Helps surface invoice details before forwarding supported documents
- Fine-grained control — CC your team, add vendor notes, filter by attachment type, skip $0 invoices, or block specific senders
Want to see how the integration works in detail? See the Hubdoc Integration Page →
Using Xero directly? Read the Xero receipt forwarding guide →
12. Frequently Asked Questions
Can you email receipts to Hubdoc?
Where do I find my Hubdoc email address?
Does Hubdoc extract data from emailed receipts?
What file formats does Hubdoc accept by email?
Can I add notes to documents emailed to Hubdoc?
Why are my emailed receipts not showing up in Hubdoc?
Can I give my Hubdoc email to vendors for direct invoicing?
Does Hubdoc work with Xero?
Does Hubdoc work with QuickBooks?
Can I automate sending receipts to Hubdoc?
Is Hubdoc free?
Stop manually forwarding receipts to Hubdoc
Use Expensent to review invoice emails, forward the right ones to Hubdoc, and create rules for recurring patterns you trust.
Get Started