Hubdoc Multi-Entity Processing: Why Per-Client Pricing Gets Expensive Fast

Hubdoc's Per-Entity Pricing Model

Hubdoc charges $20/month per business entity, which creates escalating costs for accounting firms managing multiple clients or business owners with multiple entities. Unlike Zera Books' unlimited pricing model, every separate business entity requires its own subscription.

For a CPA firm managing 15 client entities, Hubdoc costs $300/month. A business owner with 5 separate LLCs pays $100/month. Meanwhile, Zera Books processes unlimited entities for $79/month, regardless of portfolio size.

The Separate Dashboard Problem

Hubdoc manages each organization separately, requiring users to manually select which entity dashboard to view from an Organizations page. This architectural limitation creates workflow friction when managing multiple entities simultaneously. In contrast, Zera Books provides unified client management across all entities in one dashboard.

According to Xero's documentation, you must switch between organization dashboards to access each entity's documents. There's no unified view showing all entities' financial documents in one consolidated interface, forcing accountants to track which entity they're currently viewing and manually navigate between separate systems.

Missing Consolidated Reporting Capabilities

Hubdoc operates on a per-organization basis without native consolidated reporting features. To view aggregated data across multiple business entities, firms must integrate with third-party reporting tools or manually consolidate data from each separate entity dashboard.

Integration guides suggest using Google Sheets for "advanced reporting and data analysis" beyond Hubdoc's capabilities. This confirms Hubdoc's role as document capture per entity rather than a comprehensive multi-entity management platform.

For accountants managing holding companies, franchises, or real estate portfolios, this limitation means building custom reporting infrastructure outside Hubdoc just to see portfolio-level metrics.

Receipt/Invoice Focus vs Bank Statement Processing

Hubdoc's core functionality centers on receipt and invoice capture through mobile apps, email forwarding, and scanner integration. While Hubdoc can auto-fetch bank statements from 700+ financial institutions, its document processing workflow is optimized for expense documents rather than comprehensive bank statement conversion.

For multi-entity operations requiring detailed transaction-level extraction from bank statements across multiple accounts, Hubdoc's capabilities are limited compared to specialized bank statement processing platforms. Zera Books processes bank statements, financial statements, invoices, and checks with Zera AI trained on 3.2+ million financial documents.

Multi-Entity Cost Comparison

The per-entity pricing model creates significant cost differences as your portfolio grows. Here's how Hubdoc's $20/month per entity compares to Zera Books' unlimited model:

The cost differential becomes dramatic at scale. Accounting firms with 50+ client entities save over $11,000 annually by switching from Hubdoc's per-entity pricing to Zera Books' unlimited model.

Hubdoc vs Zera Books for Multi-Entity Processing

Step-by-Step: Multi-Entity Processing with Zera Books

When Hubdoc Makes Sense for Multi-Entity Setups

Hubdoc can work for specific multi-entity scenarios:

• Xero users with 2-3 entities: Hubdoc comes free with Xero, making the per-entity cost irrelevant for small portfolios.
• Receipt-focused workflows: If your multi-entity setup primarily needs receipt/invoice capture with minimal bank statement processing.
• No consolidated reporting needs: If each entity operates completely independently with no portfolio-level analysis required.

However, for accounting firms managing 10+ client entities focused on bank statement processing and reconciliation, Hubdoc's limitations become problematic. The per-entity pricing creates cost barriers, separate dashboards fragment workflows, and lack of consolidated reporting requires custom infrastructure outside Hubdoc.