Hubdoc vs Zera Books Pricing: Bundled vs Unlimited Comparison
Should you use Hubdoc bundled with Xero, or choose Zera Books' standalone unlimited pricing? Here's how to decide based on your accounting software ecosystem and workflow needs.
The Bundled vs Standalone Decision
Hubdoc is no longer available as a standalone product. After Xero acquired Hubdoc in 2018, it became exclusively bundled with Xero subscriptions. This means Hubdoc's pricing isn't really its own decision—it's part of your broader accounting software choice.
This creates a fundamental question for accounting professionals: Do you want your document processing locked into a single accounting software ecosystem, or do you want a standalone tool that works with any software you choose?
Let's break down exactly what each pricing model means for your practice.
Hubdoc's Bundled Pricing Model
Since Hubdoc is now part of Xero, understanding its pricing means understanding Xero's subscription structure:
Bundled with Xero
Hubdoc is included with Xero Business Edition plans. You don't pay separately for Hubdoc—it's part of your Xero subscription.
Per-Organization Pricing
Each Xero organization (client entity) requires its own subscription. Multi-client firms pay per organization they manage.
Xero-Exclusive
Hubdoc only works with Xero. If you use QuickBooks, Sage, or other accounting software for any clients, Hubdoc won't integrate.
Tier-Based Limits
Different Xero subscription tiers have different limits for invoices, quotes, and bills. Higher tiers cost more per organization.
What This Means for Multi-Client Firms
Costs Scale with Client Count
Managing 20 clients means 20 Xero subscriptions. Each subscription includes Hubdoc, but you're paying for the full Xero platform for each client.
Mixed-Software Firms Face Challenges
If some clients use QuickBooks and others use Xero, you'll need Hubdoc for Xero clients and a separate solution for QuickBooks clients.
Switching Costs Are High
If you later decide to move a client from Xero to QuickBooks, your document processing workflow for that client breaks.
Zera Books' Standalone Unlimited Pricing
Zera Books takes a fundamentally different approach: one flat fee that works with any accounting software.
Simple, Transparent Pricing
Everything included. No per-client fees.
Software Agnostic
Works with QuickBooks, Xero, Sage, Wave, Zoho Books, NetSuite, FreshBooks, MYOB, and more.
Unlimited Clients
Process documents for all your clients in one dashboard. No per-organization fees.
Unlimited Conversions
No per-page fees, no volume limits. Process as many documents as you need.
Works with Any Accounting Software
Export pre-formatted files for QuickBooks Online, QuickBooks Desktop (QBO/IIF), Xero, Sage, Wave, Zoho Books, and more. Switch software without changing your document processing workflow.
4 Document Types
Process bank statements, financial statements, invoices, and checks. Most document tools (including Hubdoc) focus primarily on receipts and bills.
Real Cost Comparison Scenarios
Let's examine how costs compare for different firm profiles. These scenarios assume Xero's standard business pricing and factor in Hubdoc being included.
Pure Xero Firm: 15 Clients
All clients use Xero exclusively. Hubdoc is included with their subscriptions.
Hubdoc (via Xero)
Hubdoc included with Xero subscriptions. No additional document processing cost.
Already paying for Xero subscriptions
Zera Books
Flat fee for all clients. Bank statements + financial statements + invoices + checks.
Added capability beyond receipt capture
Verdict: For pure Xero firms, Hubdoc is essentially free. However, Hubdoc focuses on receipts and bills, while Zera Books adds bank statement processing with AI categorization—a different workflow need.
Mixed-Software Firm: 20 Clients (12 QuickBooks, 8 Xero)
Common scenario for firms that work with client preferences or acquired another firm.
Hubdoc (Xero-Only)
Only works for 8 Xero clients. Need separate solution for 12 QuickBooks clients.
Zera Books
One platform for all clients. Export to QuickBooks, Xero, or any software.
Verdict: Mixed-software firms can't rely solely on Hubdoc. Zera Books provides a unified workflow regardless of each client's accounting software.
QuickBooks-Focused Firm: 25 Clients
Primary accounting software is QuickBooks. Hubdoc isn't an option.
Hubdoc
Not compatible with QuickBooks. Would require switching all clients to Xero to use Hubdoc.
Zera Books
Direct QuickBooks integration with QBO format exports. AI categorization maps to QuickBooks chart of accounts.
Verdict: QuickBooks firms can't use Hubdoc at all. Zera Books provides full support with direct QuickBooks integration.
Feature Comparison: Beyond Pricing
Pricing is only part of the decision. Here's how the two tools compare on capabilities:
| Feature | Hubdoc | Zera Books |
|---|---|---|
| Bank Statement Processing | Limited | |
| Receipt/Invoice Capture | ||
| Financial Statements (P&L, Balance Sheet) | ||
| Check Processing | ||
| AI Transaction Categorization | Basic | |
| Multi-Account Auto-Detection | ||
| QuickBooks Integration | ||
| Xero Integration | ||
| Sage/Wave/Other Software | ||
| Batch Processing (50+ docs) | Limited | |
| Client Management Dashboard | Per-org |
"We were drowning in bank statements from two provinces and multiple revenue streams. Zera Books cut our month-end reconciliation from three days to about four hours."
Manroop Gill
Co-Founder at Zoom Books
Decision Framework: When to Use Each
Here's a straightforward framework for choosing between Hubdoc and Zera Books:
Hubdoc Makes Sense If:
100% Xero commitment
All your clients use Xero and you have no plans to support other accounting software.
Receipt-focused workflow
Your primary need is capturing receipts and bills for expense tracking, not bank statement processing.
Already paying for Xero
You're already on Xero subscriptions for all clients, so Hubdoc is essentially free—no reason not to use it.
Zera Books Makes Sense If:
Mixed accounting software
You support clients on QuickBooks, Xero, Sage, Wave, or other platforms.
Bank statement processing needs
You need to convert bank statements to structured data with AI categorization for reconciliation.
QuickBooks-focused firm
Your clients primarily use QuickBooks, where Hubdoc doesn't work at all.
Software flexibility
You want to keep your document processing workflow independent of accounting software choices.
Multi-document types
You need to process bank statements, financial statements, invoices, and checks—not just receipts.
The Bottom Line
Hubdoc's bundled pricing with Xero makes it a no-brainer for firms fully committed to the Xero ecosystem. If you're already paying for Xero for all your clients, Hubdoc is included—use it.
But bundling comes with a tradeoff: you're locked into one accounting software ecosystem. The moment you have a client on QuickBooks, or you acquire a firm that uses Sage, or you want to offer clients software choice, Hubdoc becomes a partial solution at best.
Zera Books' $79/month unlimited pricing provides:
- Software independence—works with any accounting platform
- Unlimited clients without per-organization fees
- Four document types (bank statements, financial statements, invoices, checks)
- AI categorization for all supported accounting software
- Freedom to change accounting software without changing your workflow
For pure Xero firms, it's a complementary tool that adds bank statement processing capabilities. For mixed-software firms and QuickBooks users, it's the primary document processing solution.
The question isn't really "which is cheaper"—it's "which gives you the flexibility your practice needs?" Bundled pricing saves money when you fit the bundle. Standalone pricing gives you freedom when you don't.
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