In this guide · 8 sections
- 01Dext vs Hubdoc vs Xero capture: quick comparison
- 02Dext and Hubdoc pricing in Singapore
- 03Extraction, supplier rules and automation
- 04IRAS record keeping: what a capture tool must do
- 05Data security and access
- 06Which receipt capture tool suits which business
- 07Do it yourself or get help?
- 08Frequently asked questions
Short answer
On Xero with simple paperwork, use Hubdoc or Xero's own Smart Document Capture, both included in Xero plans. Pay for Dext (from about US$25 a month, October 2026) if you need line-item detail, supplier statement checks, QuickBooks or Sage support, or many receipts a month.
Dext vs Hubdoc vs Xero capture: quick comparison
All three turn a photo or emailed PDF into a draft bill or expense with the document attached. The question is how much automation you need on top.
Xero Smart Document Capture
Built inIncluded in Xero plans
- Snap receipts in the Xero app, email them or drag and drop
- Xero reads the amount, date and other details
- No separate login or sync to manage
- Xero only
Best for: Xero users with a modest number of bills.
Hubdoc
Included with Xero; US$12/mo standalone
- Mobile app, email-in, upload and ScanSnap scanning
- Supplier rules and auto-sync to publish bills automatically
- Publishes to Xero and QuickBooks Online
- Accountant can be given access
Best for: Xero users who want supplier rules at no extra cost.
Dext
From US$25.21/mo (annual)
- 250 documents and 5 users on the entry plan
- Add-ons for line items, supplier statements and bank statements
- Works with Xero, QuickBooks and Sage
- Expense claims and approval for staff
Best for: Busy businesses, several users or non-Xero ledgers.
Dext and Hubdoc pricing in Singapore
Prices below are approximate, as of October 2026. Xero's Singapore prices include GST; Dext and Hubdoc list US dollars before tax.
| Option | Price | What you get | Source |
|---|---|---|---|
| Xero Smart Document Capture | Included | All Xero small business plans | Xero SG |
| Hubdoc with Xero | Included | Starter, Standard and Premium when connected | Xero SG pricing |
| Hubdoc standalone | US$12/month | For QuickBooks Online users without Xero | Hubdoc pricing |
| Dext, entry plan | US$25.21/month annual (US$302.50/yr) or US$31.50 monthly | 250 documents a month, 5 users | Dext pricing |
| Dext line-item extraction | From US$20.50/month or US$0.50/document | Split one receipt into several cost codes | Dext pricing |
| Dext supplier statement extraction | From US$20.50/month or US$0.50/document | Checks every invoice on a supplier statement is in your books | Dext pricing |
Dext prices are for its 'Rest of the World' region, which is what a Singapore visitor sees; the document allowance rises if you move the slider. Xero's Singapore plans themselves cost S$39 to S$95 a month, with an increase announced for 1 November 2026; our Xero vs QuickBooks guide has the details.
Extraction, supplier rules and automation
Basic capture reads the supplier, date, total and invoice number. That covers most small businesses. The differences show up with volume and detail.
- Supplier rules. Hubdoc lets you save how each supplier's documents should be coded, and turn on auto-sync so they publish to Xero without you touching them (Xero Central: publish Hubdoc documents). Dext offers similar automatic coding.
- Line items. If one supplier invoice covers several cost categories, Dext's line-item add-on splits it line by line.
- Supplier statements. Dext's statement add-on flags missing or duplicate invoices against a supplier's monthly statement.
- Staff expense claims. Dext includes claim and approval flows. On Xero, expense claims are an add-on to the plan.
We have not run our own accuracy tests. Extraction quality depends heavily on receipt quality, so test with 20 of your own real receipts, including faded thermal ones, during each free trial.
IRAS record keeping: what a capture tool must do
IRAS says companies must keep source documents, accounting records and bank statements for at least 5 years from the relevant Year of Assessment, and that source documents such as receipts and invoices can be kept in physical or electronic form (IRAS record keeping requirements). GST-registered businesses must also keep the records that support each GST return (IRAS GST record keeping/basics-of-gst/invoicing-price-display-and-record-keeping/keeping-records)).
Record-keeping checklist
If you claim input GST, the supplier document must meet IRAS's tax invoice rules; see our guide to GST tax invoice requirements.
Data security and access
Receipts carry supplier bank details, staff names and sometimes customer information, so treat the capture tool like your accounting software.
- Turn on MFA for every user, including your accountant.
- Use one login per person, not a shared account, so you can remove access when someone leaves.
- Restrict who can publish to the ledger; staff who only submit receipts do not need publishing rights.
- Review connected apps in Xero or QuickBooks once a year and disconnect old ones.
Bank feeds complete the picture: with documents and bank lines both in Xero, reconciliation becomes matching rather than typing. See our guide to Xero bank feeds for DBS, OCBC and UOB.
Which receipt capture tool suits which business
| Your situation | Usually the better fit | Why |
|---|---|---|
| Xero, a modest number of bills each month | Xero Smart Document Capture | Already included; nothing extra to connect |
| Xero, recurring suppliers you want auto-coded | Hubdoc | Supplier rules and auto-sync, included with Xero |
| QuickBooks Online, low volume | Hubdoc standalone | Cheapest dedicated option at US$12 a month |
| Hundreds of receipts, several staff claiming | Dext | Higher allowances, expense claims, approvals |
| Mixed-category supplier invoices (e.g. F&B, construction) | Dext with line items | Splits one invoice across cost codes |
Do it yourself or get help?
Turning on Xero's capture or connecting Hubdoc takes about 30 minutes: connect the tool, set your intake email address and teach staff to forward bills there. Setting up supplier rules for your top 20 suppliers takes another hour or two.
If you want it set up properly with bank feeds, payment apps and rules, Xero / QuickBooks Integration (S$390) connects the pieces. Workflow Automation (S$390 per workflow) can route bills from a shared inbox or WhatsApp into your capture tool. IT Sorted earns no commission from Dext, Hubdoc or Xero, and your accountant remains responsible for your tax filings.
Frequently asked questions
Yes. Xero's Singapore pricing page states that Hubdoc is included in the Starter, Standard and Premium plans as long as it is connected to your Xero subscription. Without Xero, Hubdoc lists a standalone price of US$12 a month, as of October 2026.
As of October 2026, Dext's pricing page for its Rest of the World region lists the entry business plan at US$25.21 a month on annual billing (US$302.50 a year) or US$31.50 a month on monthly billing, for 250 documents a month and five users. Add-ons such as line-item extraction cost extra.
Often not. Xero's Smart Document Capture is included on all Xero small business plans and reads receipts you photograph or email in. Hubdoc adds supplier rules and auto-publishing. Dext is worth paying for when you have high volume, several staff submitting claims, or need line-item or supplier statement checks.
IRAS says source documents such as receipts and invoices can be kept in physical or electronic form, and records must be kept for at least five years from the relevant Year of Assessment. Make sure scans are complete and legible, and check with your accountant before discarding originals for your situation.
Yes. Hubdoc publishes documents and their data to QuickBooks Online as well as Xero. The Xero-included version is tied to a Xero subscription, so QuickBooks users pay Hubdoc's standalone price, listed at US$12 a month as of October 2026.