Managing invoices, receipts, and bills manually can be time-consuming and prone to errors. Fortunately, Xero offers several tools to help streamline the process. Xero Email-In, Xero Network Keys, and Hubdoc’s email upload feature allow you to store, share, and process financial documents more efficiently.

In this guide, we’ll walk you through how each of these tools works, how they complement each other, and how you can use them together to improve your workflow.

Xero Email-In: A Simple Way to Store Documents

Xero provides each organisation with a unique email address that allows users to forward invoices, receipts, and statements directly into their File Library. This feature is particularly useful for keeping all financial documents in one place, making it easy to retrieve and attach them to transactions when needed.

How to Use Xero Email-In:

1. Find your unique Xero email address in the Files section of Xero.
2. Save this email in your contacts for quick access.
3. Forward invoices, receipts, and bills directly to this email.

Tip: If you receive regular invoices from suppliers, consider setting up an email forwarding rule in your inbox so documents are automatically sent to Xero.

Xero Network Keys: Automate Invoice Sharing

For businesses working with suppliers or clients who also use Xero, Xero Network Keys allow invoices to be sent directly between Xero accounts. Instead of manually entering invoice details, received invoices appear as draft bills, reducing data entry and potential errors.

How to Set Up Xero Network Keys:

1. Navigate to Xero to Xero settings in your Xero account.
2. Copy and share your Network Key with suppliers and clients.
3. When they enter your key in their Xero contacts, invoices will automatically be sent to your Xero account.

Why Use Xero Network Keys?

• Saves time by eliminating manual invoice entry.
• Reduces errors and ensures invoices are correctly recorded.
• Improves collaboration between businesses using Xero.

Hubdoc Email Upload: Automate Document Collection

Hubdoc is an excellent tool for automatically collecting and organizing financial documents. Each organization in Hubdoc has a unique email address that allows users to forward invoices and receipts for processing. Hubdoc extracts key details and syncs them with Xero, reducing the need for manual data entry.

How to Use Hubdoc Email Upload

1. Locate your Hubdoc email address in the Upload Documents section of Hubdoc.
2. Forward bills and receipts to this email.
3. Hubdoc will extract key details and categorize them automatically.

Tip: Set up automated email forwarding rules for recurring bills, so documents are sent to Hubdoc without any manual intervention.

Bringing It All Together: A Seamless Workflow

By integrating Xero Email-In, Xero Network Keys, and Hubdoc, you can create a more efficient and automated document management system. Here’s how they work together:

1. Receive invoices via email → Forward them to Xero Email-In or Hubdoc
2. Use Xero Network Keys → Automatically receive invoices from suppliers as draft bills
3. Hubdoc extracts data → Syncs it with Xero for reconciliation

This approach not only saves time but also ensures that your financial records are accurate and always up to date.

If your business is already using Xero, these tools can help you reduce manual work, improve accuracy, and streamline your financial processes. Setting up these features takes just a few minutes, but the time saved in the long run is invaluable. Need help getting started? Feel free to reach out to our team for guidance on integrating these tools into your workflow

Xero is currently doing a promotion of 90% off your plan for 3 months when you buy Xero by 31 March 2025. Sign up now.