Turn a folder of PDF invoices into a clean, Xero-ready CSV in minutes. The AI reads supplier, bill number, dates, every line item, tax, and total from any vendor layout, then hands you a file you import under Bills to pay. No template to build, no lines to retype. Drop an invoice below to convert it now.
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Xero is happy to hold your bills once they are structured data. The slow part is turning a stack of supplier PDFs into rows Xero will accept, and native capture only gets you part of the way.
Hubdoc reliably reads supplier, date, total, and invoice number, then drafts a bill. The line-item table (description, quantity, unit price, amount) usually still gets typed, and that is the data your tracking categories and job costing depend on.
A supplier statement holding six invoices, or a month-end folder of forty bills, does not flow through as one batch. Each document is submitted and reviewed on its own.
Building a Xero bills CSV by hand means matching the exact template columns, date formats, and contact names. One mismatched header or a contact Xero has never seen and the import fails.
A photographed or scanned invoice is a picture, not data. Without OCR plus document understanding there is nothing for a spreadsheet or Xero to read.
InvoiceExtractor is the conversion layer that sits before Xero. Upload any invoice and it returns the structured rows Xero imports, line items included.
Export a CSV with consistent columns shaped for the Xero Bills to pay import, so the data lands without a second round of cleanup.
Capture description, quantity, unit price, and amount for each line, plus supplier, bill number, dates, tax, and total, ready to code against your Xero accounts and tracking categories.
Drop in a folder of bills, including multi-invoice PDFs, and get one consolidated CSV with each bill on its own rows.
OCR plus document understanding pulls data from faint scans and phone photos as accurately as native PDFs, across any vendor format.
One bill takes under 10 seconds. A month of bills takes minutes.
Drag in one bill or the whole folder. Native PDFs, scans, and phone photos all work, including multi-page and multi-invoice files.
Tip: You do not need to split a supplier statement first; upload it as-is.
The AI reads supplier, bill number, bill and due dates, each line item, tax, and total across any layout, then flags anything low-confidence for a quick look.
Download the Xero-ready CSV and import it under Business, Bills to pay, using the Import option and Xero's bill template, or paste coded lines straight into a bill.
From a bookkeeper handling 30 bills a month to a controller closing on 500.
Convert a client's pile of PDF bills into Xero in a fraction of the time, with full line detail and no per-supplier template.
Turn the month's invoices into structured, line-level rows ready to code, approve, and pay inside Xero.
Trades and agencies that need each material and labor line coded to the right job, not a single lump total.
Get accurate line-level spend into Xero so tracking categories, budgets, and accruals rest on real numbers.
To convert invoices to Xero you turn each vendor PDF into structured rows, then import them under Business, Bills to pay using Xero's bill import template. The slow step is producing those rows: Hubdoc, included with Xero, captures header fields such as supplier, date, and total but concentrates on the header, so line-item tables commonly still get typed. An AI extraction tool reads the full invoice, line items included, and outputs a Xero-ready CSV you import in one pass. Last updated July 2026.
Xero imports bills from a CSV that matches its bill template columns, and the contacts and account codes referenced in the file must already exist in your organisation for the rows to match. That last point is the most common reason a first import needs a second pass. You can also capture bills through Hubdoc, which lets you upload or email documents (Xero allows up to 1,000 documents to be added to an organisation every 24 hours) and drafts a transaction with the file attached. Hubdoc is genuinely useful on a clean single bill, but it focuses on header-level fields and handles documents one at a time, so month-end batches and detailed line tables are where a dedicated converter saves the hours. Our step-by-step guide to importing invoices into Xero walks through the import screen, and invoice line item extraction explains how the full table gets captured.
We are honest about scope. InvoiceExtractor converts documents into data; it does not pay your suppliers, run Xero approval routing, or replace your ledger. It reads any vendor invoice, including scans, photos, and PDFs holding several invoices, and returns every field and every line as clean columns you import into Xero. If you also want approval and payment on top, Xero has its own bill approval and pay features, and our guide to Xero AP automation covers the wider workflow. Prefer a spreadsheet first? The invoice PDF to CSV converter produces the same clean file for any target, and bills arriving as email attachments can be pulled from the inbox with an email parser that extracts attachment data before they reach your queue.
Once bills are extracted you hold a CSV with one row per line item and identical headers across every supplier, which is exactly what a bulk Xero import wants. Save the field mapping once and each subsequent month is a two-click job. Teams on other systems can convert the same way for QuickBooks or NetSuite, and developers who would rather skip the screen entirely can pull structured invoice data straight into Xero through the invoice data extraction API. For the broader picture of automating the whole cycle, see accounts payable automation software.
Extract the invoice into a structured CSV, then import it under Business, Bills to pay using Xero's bill template. An AI extraction tool reads supplier, dates, line items, tax, and total from the PDF and outputs the CSV for you, so you skip manual typing. Contacts and account codes must already exist in Xero for the rows to match.
Yes. Extract the bills into one CSV with the same columns for every supplier, then import that single file under Business, Bills to pay. Uploading documents one at a time through Hubdoc does not scale at month end, so converting a whole folder into one import file is the faster route.
Hubdoc reliably captures header fields such as supplier, date, total, and invoice number. The detailed line-item table commonly needs to be entered or corrected by hand. If your coding, tracking categories, or job costing rely on line-level data, extract the full table before importing into Xero rather than after.
Xero imports bills from a CSV that matches its bill import template, with columns such as contact name, invoice number, dates, description, quantity, unit amount, account code, and tax. The contacts and account codes in the file must already exist in your Xero organisation, or the matching rows fail on import.
Hubdoc runs OCR on uploaded scans and photos to capture the key fields, but accuracy falls on faint scans, skewed photos, and unusual layouts. A dedicated AI extraction tool is generally more reliable on poor-quality images and on the dense line-item tables Hubdoc does not focus on.
Xero allows up to 1,000 documents to be added to an organisation every 24 hours through Hubdoc. That is a daily ceiling rather than a single batch, and each document is still read and reviewed on its own, so extracting a folder of bills into one CSV is faster for month-end volume.
AI-based extraction typically reaches 95 to 99 percent field accuracy on clear bills, against roughly 85 to 95 percent for template-based OCR. Native PDFs read best and faint scans read worst. Flagged low-confidence fields get a quick human review before the CSV is imported into Xero.
Not for the conversion itself. An extraction tool produces the Xero-ready CSV directly, so you can import bills without routing every document through Hubdoc. Many teams keep Hubdoc for single ad hoc bills and use the extractor for month-end batches and any invoice with a real line-item table.
