Bookkeeping has come a long way from shoeboxes full of receipts and endless spreadsheets. Xero’s App Store now includes hundreds of tools designed to make your bookkeeping faster, easier, and more accurate. For many Unexpected Bookkeepers these apps help reduce the stress and worry of complicated systems. They help with everything from data entry and receipt scanning to cashflow forecasts and profitability reports. The best part? They all link seamlessly with your Xero file, keeping your accounts tidy and your reports up to date.

Hubdoc - Snap, Send, Done

Hubdoc is Xero’s built-in helper for paperwork. You simply snap a photo of a receipt or upload a bill, and Hubdoc reads the details like date, supplier, and amount and then sends it straight into Xero, ready for reconciliation. It’s ideal for anyone who’s tired of chasing crumpled dockets or digging through emails for invoices. For family-run or small businesses, Hubdoc turns “I’ll deal with that later” into “Done in 30 seconds.”

Dext - Power Up Your Data Entry

Dext works much like Hubdoc but with extra features for higher-volume users. It’s especially useful if you handle multiple supplier invoices or manage several entities. Dext captures data instantly and uploads it directly to Xero, cutting hours off your bookkeeping time. It also includes handy checks and approval steps, so you can make sure everything looks right before it’s posted. Many Xero users love Dext for its simplicity and the way it keeps everything neat and traceable.

Syft - See the Story Behind the Numbers

Syft Analytics takes your Xero data and transforms it into easy-to-read graphs, trends, and profitability reports. Instead of just seeing what you spent, Syft shows you where your money is going and why. You can compare performance month-to-month, track key metrics like margins and revenue growth, and even forecast what’s coming next. It’s like adding a dashboard to your business that translates accounting data into real-world insights.

Recently, Xero has introduced more integration with Syft and improved the free reports and charts Syft provides us. If you haven't had a peek at what Syft can do, click on REPORTING and check out the Analytics Powered by Sift section. 

Real-Life Examples

Let’s look at how these tools can make everyday bookkeeping easier. Imagine you’re trying to stay on top of supplier invoices for a small plumbing business. Instead of saving every PDF or paper bill, you use Hubdoc to take a quick photo and send it to Xero. When you’re sorting expenses at the end of the week, everything is already waiting, with no manual entry required.

Next, say you’re running a small café and you get a mountain of weekly invoices from food suppliers. Dext reads and uploads each one in seconds, keeping your accounts current even during your busiest days. Finally, you open Syft to see how your profit margins look this month compared to last. You notice coffee bean costs have gone up, so you adjust your pricing before it eats too far into your profit.

That’s the power of using the right apps together. They save time, reduce stress, and help you make smarter decisions.

How to Choose the Right Apps

Start with what’s costing you the most time. Do a time audit if you're unsure what needs to be the first priority. Just write down what you're doing and how long for, and see if anything stands out or is super annoying. If it’s paperwork, go for Hubdoc. If it’s volume, Dext might be the better choice. And if you’re ready to step up your understanding of the numbers, Syft will help you see your business clearly. You don’t need them all at once – start small and build as you go.

Remember, the goal isn’t more apps – it’s better systems. Used wisely, Xero’s apps take the pressure off and make bookkeeping feel less like a burden and more like a tool for running your business well. And if you're a member of Unexpected Bookkeeper, remember to tune in to our group calls and you can ask Jodi questions.

Not a member yet? Click here and sign up today. Your business depends on it!