The Problem Every Business Owner Recognises
You have been there. A shoebox — or a WhatsApp chat full of photographs — of receipts at year-end. A supplier invoice you cannot find when you need it. A card swipe you cannot explain three months later. An expense that should have been claimed but was not because nobody could track it down.
These are not small inconveniences. Lost expenses mean lost deductions — and lost deductions mean a higher tax bill. Disorganised records mean SARS audits become nightmares. And the time spent chasing paper is time stolen from growing your business.
There is a better way. And once clients see it working, the response is always the same: "I wish we had done this years ago."
What is Hubdoc — and Why It Changes Everything
Hubdoc is a cloud-based document management and data capture platform that integrates directly with Xero. Its job is simple but transformative: it takes every supplier invoice, receipt, bank statement, and expense document — however it arrives — and automatically extracts the key data, codes it correctly, and pushes it into your Xero accounting system without any manual data entry.
No typing. No filing. No lost documents. Just a complete, accurate, real-time record of every rand that flows through your business.
How We Set It Up at Your Accountant®
When we onboard a client onto Hubdoc, we do not just hand them a login and wish them luck. We set up the entire system for their specific business — the right people, the right access levels, the right workflows. Here is exactly how documents get into the system:
Photo on Your Phone
Card swipe at a petrol station. Coffee with a client. Hardware store receipt. Open the Hubdoc app, take a photo, done. The data is extracted automatically — supplier name, amount, date, VAT — and flows straight into Xero. The receipt is stored forever in the cloud, linked directly to the transaction.
Email from a Supplier
Every supplier gets a unique Hubdoc email address. When they send an invoice, it goes directly into Hubdoc — captured, read, and coded. No more forwarding emails, no more downloading PDFs, no more manual capturing. The invoice arrives and Xero knows about it instantly.
Automatic Bank Feed Matching in Xero
Once an expense or invoice is approved in Hubdoc, it flows into Xero. Your bank transactions feed into Xero automatically — live. Xero and Hubdoc then communicate with each other, searching for the matching invoice or receipt. The moment the payment appears in the bank feed, Xero matches it seamlessly to the document already waiting. Supplier reconciliations and slips — done and dusted. Reconciliation becomes a breeze.
Automatic Coding & Xero Integration
Once a document is in Hubdoc, intelligent rules we set up ensure it is coded to the correct account, the correct tax code, and the correct supplier in Xero. Recurring suppliers are recognised automatically. The transaction is created in Xero and the document is attached — permanently, securely, retrievable in seconds.
Owner Approval & Control
Business owners and directors can review, approve or query any expense directly from their phone. You see every rand being spent, by whom, and why — with the supporting document right there. You are in control at all times, without being buried in admin.
What This Gives Your Business
Zero Lost Expenses
Every legitimate business expense is captured and claimed. No more tax deductions slipping through the cracks because a receipt was lost or forgotten.
Cloud Filing System
Every invoice and receipt is stored in the cloud, linked to the Xero transaction. Your entire financial filing cabinet — accessible from anywhere, forever.
SARS Audit Ready — Always
In a SARS audit, every supporting document is retrievable in seconds. No boxes of paper, no missing invoices, no stress. You are always ready.
Full Expense Visibility
Owners and directors see every expense as it happens — with the ability to approve, query or disallow transactions before they are processed.
Due Date Tracking
Supplier invoices are captured with due dates — so you always know what is owed and when, enabling precise cashflow planning instead of guesswork.
Effortless Reconciliation
Supplier statements reconcile in minutes, not hours. Every transaction is matched to a document. Month-end becomes a formality, not a crisis.
We install Hubdoc for every client on Xero. Without exception. It is the first thing that genuinely wows them — and the thing they say they wish they had discovered years earlier. You don't know what you don't know.
— Chris Schutte, Founder · Your Accountant®Life Before and After Hubdoc
- 📦 Shoebox of receipts at year-end
- 📵 Lost invoices, missing deductions
- 😰 SARS audit = weeks of stress
- 🕰️ Hours spent chasing paper documents
- ❓ No idea what's owed to suppliers
- 📊 Cashflow managed by gut feel
- 🔒 Accountant holds all the records
- 😓 Month-end is a monthly nightmare
- 📱 Every receipt captured in seconds
- 💰 Every deduction claimed automatically
- ✅ SARS audit ready in minutes
- ⚡ Zero manual data entry
- 📅 All due dates visible and tracked
- 📊 Cashflow forecast 60 days ahead
- 🔓 You own all your records, always
- 😌 Month-end takes hours, not days
From Tight Admin to Full CFO — Cashflow Forecasting with Syft
Once Hubdoc and Xero are running seamlessly — every expense captured, every invoice coded, every supplier balance tracked — your financial data is finally clean, complete, and current. That is when the real power begins.
We connect Syft Analytics to your live Xero data, giving you a cashflow forecast that updates daily — showing you exactly where your cash will be up to 60 days into the future.
This is not an approximation. It is built from your real outstanding invoices, your known upcoming expenses with their due dates, your historical patterns, and the budgets we set alongside you. The result is a live, forward-looking picture of your cash position that allows you to make decisions — not react to crises.
📊 Your Cashflow — 60 Days Ahead
With this visibility, you can answer questions that most business owners cannot — because most business owners are managing their cash by looking in the rear-view mirror. With Syft and Xero, you are looking through the windscreen.
- Can I afford that equipment purchase next month? — Yes. You can see exactly what your cash position will be on that day.
- When should I chase outstanding debtors? — You can see the cash gaps coming 40 days before they arrive.
- Are we on track against budget? — Real-time budget vs actuals, updated daily.
- What happens to cash if we take on a big new contract? — Model it in Syft before you commit.
Your Almost CFO — But So Much More
When the full ecosystem is in place — Hubdoc capturing every document, Xero processing every transaction, Syft forecasting every rand, SimplePay managing every payslip — your business has something most South African businesses never access: enterprise-grade financial infrastructure.
This is what a CFO does in a large corporation. We deliver the same capability to small and medium South African businesses at a fraction of the cost — because we have built the systems, we know the platforms, and we walk with you every step of the way.
The end result is a well-oiled machine. Admin that runs itself. Cashflow you can see and plan. Tax that is always ready. And you — the business owner — free to focus entirely on growing the business you have always envisioned.
At Your Accountant®, we promise our clients one thing above all else: we build you a tight ship with admin — so you can focus on what you do best. Growing your business is the fun part. Let us handle everything else.
Frequently Asked Questions
Ready to Build Your Tight Ship?
Book a free strategy call with Chris Schutte. We'll show you exactly how Hubdoc, Xero and Syft can transform your business admin and cashflow visibility — from day one.
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