Xero Documents: How to Use Smart Capture for Receipts and Supplier Invoices
A practical way to email, photograph or upload paperwork into Xero, ready to review and use in your bookkeeping.
What is Xero Documents?
Xero now has a Documents section that uses Smart Capture. It gives your business one place to send supplier invoices and receipts instead of handling every item manually.
Smart Capture reads information from the document so it can be reviewed and used in the bookkeeping. It saves retyping, but it does not replace checking the supplier, date, totals, VAT treatment or final entry.
Using Documents on a computer
Open Documents
Log in to Xero, open Accounting, then choose Documents.
Find your Xero email address
Documents shows the unique email address for your Xero organisation.
Send the document
Forward or send supplier invoices and receipts to that address. Forward the original PDF where possible.
Review the result
Xero processes the document with Smart Capture. Check the supplier, date, amount and VAT before using the information in your bookkeeping.
Using Documents in the Xero mobile app
Open the Xero mobile app
Sign in to the correct Xero organisation.
Tap the Plus (+) button
Choose Documents from the available options.
Add the image
Choose Take a Photo for a paper receipt, or Choose a Photo for an image already on your phone.
Upload and review
The receipt or invoice goes into Documents and through the same Smart Capture process. Check the extracted details before relying on them.
Practical tips for cleaner bookkeeping
Use the Documents email address
Give suppliers the address or forward their invoice emails to it, so documents arrive in one consistent place.
Forward the original PDF
A supplier's PDF is usually clearer than a screenshot or photograph of the same invoice.
Take a clear, complete photo
Keep every edge in the frame and make sure the date, supplier, total and VAT are readable.
Review every result
Smart Capture helps with data entry, but the extracted details and bookkeeping treatment still need checking.
Avoid uploading twice
If the document is already in Xero, do not email or photograph it again. Duplicates can create extra review work.
Why we recommend this workflow
For bookkeeping clients, Xero Documents creates a simple routine: send the paperwork when it arrives, let Smart Capture prepare the details, then review them before they become part of the books.
It reduces manual handling, helps keep supporting documents with the accounting records and gives us clearer information to work from. Used consistently, it makes monthly bookkeeping more efficient and helps reduce avoidable queries.
Want help keeping Xero up to date?
We provide practical Xero support and monthly bookkeeping for small businesses across Essex and the UK.
Common Questions
Where do I find Documents in Xero?
On the web version of Xero, open Accounting and choose Documents. This is the updated document area that uses Xero Smart Capture.
Can I email receipts into Xero?
Yes. Your Xero organisation has a unique Documents email address. Forward supplier invoices and receipts to it, preferably as the original PDF where one is available.
Can I upload receipts from the Xero mobile app?
Yes. Open the Xero app, tap the Plus button, choose Documents, then take a photo or select one from your phone.
Does Xero Smart Capture replace checking the bookkeeping?
No. Smart Capture helps extract information from a document, but the supplier, date, totals, VAT treatment and bookkeeping entry should still be reviewed before they are relied on.
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