How to move off Hubdoc and keep your supplier history

Short answer

1. Export every folder from Hubdoc before you disconnect it.
2. Write down each supplier’s account code, tax rate and publish status.
3. Connect the new tool to the same Xero organisation and move the inbox.
4. Run both for one or two billing cycles with one publisher, then disconnect Hubdoc.

For the full firm-wide version with a checklist table, read the Hubdoc migration checklist. If you are still choosing, see best Hubdoc alternatives in Australia.

Before you start

• Admin access to the Hubdoc organisation and to the Xero organisation.
• A list of where documents come from: the Hubdoc email address, the mobile app, uploads and supplier emails.
• About an hour per business for the export and inbox changes. Most of the elapsed time is the parallel run.

The manual way in Hubdoc and Xero

1. In Hubdoc, note which Xero organisation it connects to and which suppliers have saved configurations or auto-sync.
2. Download each folder as a ZIP file. Xero Central says this keeps the Hubdoc folder structure.
3. Export a CSV of document data for the bill date range you need. Xero Central says documents with no bill date do not export, so add the missing dates first.
4. For each supplier, record the saved account code, tax rate, publish status and due date setting. These stay in Hubdoc and do not move with the documents.
5. Move your inbox and run the new tool beside Hubdoc.
6. When the new tool has published cleanly for a full cycle, disconnect Hubdoc. In Hubdoc, open settings and the Integrations tab, then choose Disconnect.
7. Remove any mailbox rule that still forwards to the old Hubdoc address. Check billing if the Xero organisation is on a partner plan.

Limits: Hubdoc goes read-only once it is disconnected. Changing the Hubdoc email address stops the old one working, so do not use that as a way to switch off.

The Pulsify way

1. Create your account and connect Xero. An Admin does this on Settings > Company > Integrations.
2. Pulsify copies your contacts, accounts, tax rates, tracking categories and bills from Xero. It refreshes every hour. Your past coding comes from there, not from Hubdoc.
3. Forward invoices to your company’s Pulsify address. Each company gets its own.
4. Set the initial bill status to Draft while you test. Check the first bills against your supplier table.
5. When they match, change the initial status to the one you want and stop publishing from Hubdoc.

Worked example

Example Plumbing Supplies has 12 suppliers set to auto-sync in Hubdoc. Three of them post straight to Xero as Approved.

The bookkeeper lists all 12 with their account codes. In the parallel run Hubdoc keeps publishing and Pulsify bills stay as Draft. After two cycles, 11 of 12 suppliers match. One shows a different account, so the bookkeeper checks the last few Xero bills and finds two had been coded wrongly in Hubdoc. Then Pulsify takes over publishing and Hubdoc is disconnected.

Common mistakes

• Disconnecting first. Hubdoc goes read-only and the export gets harder.
• Two tools publishing. Every invoice becomes two bills in Xero. Pick the publisher before the parallel run starts.
• Forgetting auto-sync suppliers. Nobody watches them, so bills from them stop arriving without notice.

Next step

Try an invoice on one business first. Related help: connect Xero or MYOB and get invoices in.