Hubdoc Xero Batch Processing: Upload Limits & Workflow Guide
TL;DR
- Hubdoc limits batch uploads to 300 documents per 24 hours with a 35 MB file size cap
- Users report significant processing delays - documents uploaded at 8am still processing by 6pm
- Performance struggles with accounts over 1,000 contacts; no bulk editing features
- Zera Books offers unlimited batch processing with no daily caps or volume restrictions
What is Hubdoc Xero Batch Processing?
Hubdoc is a document management platform owned by Xero that allows you to upload receipts, bills, and invoices in batches and automatically sync them to your Xero accounting software. The batch processing feature lets you upload multiple documents at once rather than one at a time, streamlining data entry for bookkeepers and accountants.
When you upload documents to Hubdoc, the platform extracts key details like supplier name, date, and total amounts using OCR technology. These extracted details are then published as draft bills in Xero, where you can review and approve them before finalizing.
Hubdoc is included free with Xero Starter, Standard, and Premium plans, making it an attractive option for businesses already using Xero. However, the batch processing capabilities come with significant limitations that can impact high-volume workflows.
Key Use Case:
Hubdoc batch processing works best for small businesses processing fewer than 300 documents per day, primarily focused on receipt and invoice management rather than bank statement conversion.
Hubdoc Batch Upload Limits
Understanding the 24-Hour Cap
The 300 document per 24-hour limit is a hard cap that resets on a rolling basis. If you upload 300 documents on Monday at 9am, you cannot upload more until Tuesday at 9am. This restriction can be problematic during:
- Month-end close when processing hundreds of client statements
- Tax season when converting year-end financial documents
- Onboarding new clients with historical document backlogs
- Multi-entity accounting firms processing documents for multiple businesses
Contact Limit Performance Issues
According to Xero support documentation and user reports, Hubdoc struggles with accounts containing more than 1,000 contacts. Performance degrades significantly with contact lists exceeding 10,000, causing:
- Slow loading times for supplier lists
- Hanging pop-up menus during document processing
- Delayed sync times to Xero
- Increased risk of processing errors
For growing bookkeeping firms managing dozens of clients, these contact limits can become a scaling bottleneck. Learn more about client management solutions designed for multi-client workflows.
Hubdoc Batch Processing Workflow
Upload Documents
Upload up to 300 documents via web interface, mobile app, or email forwarding. Documents can be PDFs or images (JPG, PNG).
OCR Extraction
Hubdoc processes documents using OCR to extract supplier name, date, invoice number, and total amount. This can take several hours for large batches.
Review & Code
Review extracted data in Hubdoc. Apply supplier rules for automatic coding, or manually categorize each document one at a time (no bulk editing).
Publish to Xero
Documents are published as draft bills in Xero. If autosync is enabled for suppliers, this happens automatically. Otherwise, manual publish required.
Note: Automatic syncing requires configuring supplier rules for each vendor. Without these rules, every document requires manual review and publishing, significantly slowing down batch workflows. Compare this to automated multi-account detection that requires zero configuration.
Common Batch Processing Issues
Significant Processing Delays
Users report documents uploaded at 8am still processing by 6pm. This 8+ hour delay makes same-day processing impossible and disrupts month-end close workflows.
"Hubdoc so slow at processing documents... uploaded at 8am, still processing by 6pm. Had to process manually instead." - Xero Central user report
No Bulk Editing Features
Hubdoc requires processing documents one at a time. There's no way to bulk edit categories, apply coding rules to multiple documents, or archive in batches. This creates significant bottlenecks for multi-client bookkeeping firms.
Xero users have requested bulk editing and archiving features due to the painful one-by-one workflow.
Performance Degradation at Scale
Accounts with over 1,000 contacts experience slow performance. Contact lists exceeding 10,000 cause pop-up lists to hang, making data processing extremely frustrating for growing firms.
"Hubdoc will struggle with anything over 1,000 contacts. Contact lists greater than 10,000 could cause performance issues." - Xero Support
Limited Automatic Processing
Users report Hubdoc "hardly processes invoices automatically," requiring frequent manual intervention. Without properly configured supplier rules, batch uploads still demand extensive manual review.
Hubdoc vs Zera Books: Batch Processing Comparison
| Feature | Hubdoc | Zera Books |
|---|---|---|
| Batch Upload Limit | 300 docs/24 hours | Unlimited (50+ at once) |
| File Size Limit | 35 MB maximum | No statement size limit |
| Processing Speed | 8+ hour delays reported | Real-time processing |
| Contact Limits | Struggles >1,000 contacts | No contact limits |
| Bulk Editing | Not available | Full batch management |
| Multi-Account Detection | Manual setup required | Automatic detection |
| Pricing | Free with Xero Premium | $79/month unlimited |
| Document Types | Receipts, bills, invoices | Bank statements, financial statements, invoices, checks |
Key Difference: While Hubdoc focuses on receipt and invoice management with significant volume restrictions, Zera Books specializes in unlimited bank statement processing with no daily caps, making it ideal for accounting firms with high-volume batch workflows.
Real Results: Unlimited Batch Processing
"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
When Hubdoc Batch Processing Makes Sense
Despite the limitations, Hubdoc can work well for specific use cases:
Low Volume Users
Small businesses processing fewer than 300 documents per day with predictable, consistent volumes
Existing Xero Premium Users
Businesses already paying for Xero Premium who want basic receipt/invoice management at no additional cost
Receipt-Focused Workflows
Teams primarily processing vendor invoices and receipts rather than bank statements or financial documents
Patient Processors
Users who can tolerate 8+ hour processing delays and don't need same-day document turnaround
When You Need More
If you're hitting Hubdoc's batch limits, experiencing processing delays, or need to process bank statements at scale, consider a specialized solution:
- Processing more than 300 documents per day
- Managing 10+ client accounts with separate bank statements
- Need same-day processing for month-end close
- Converting bank statements to QBO/Excel
For more information on alternative solutions, see our guides on Hubdoc Xero categorization, Hubdoc batch upload limits, and Hubdoc QuickBooks integration. You can also explore Dext as an alternative.
Process Unlimited Statements Without Daily Caps
Stop watching the clock on batch upload limits. Zera Books processes 50+ bank statements simultaneously with real-time extraction and no 24-hour restrictions.