This is part of our Expenses and Data Capture series (Chapter 4 of the Xero tutorial hub):

• Lesson 1: Capturing Receipts and Bills with Hubdoc in Xero
• Lesson 2: Setting Up Supplier Rules in Hubdoc
• Lesson 3: Managing Supplier Bills and Payments in Xero
• Lesson 4: Recording Employee Expense Claims and Mileage in Xero

Once you have used Hubdoc for a supplier a few times, a supplier rule saves you from correcting the same coding every time.

1. Create a rule for a regular supplier

Once a document from a supplier has been coded correctly once, you can save that coding as a rule for next time.

2. What a rule actually remembers

Rules can remember the expense account, tax rate, and even a tracking category, so future documents from that supplier need barely any review.

3. Keeping rules up to date

If a supplier changes what they sell you, or your chart of accounts changes, update the rule so it keeps coding correctly.

4. Still worth a periodic check

Automation is not a replacement for occasionally checking your expense reports make sense as a whole.

Xero’s YouTube channel has more on Hubdoc automation: watch the official Xero tutorial. Our remote bookkeeping team can set these rules up properly for you.