ShareFile

Hubdoc integration for ShareFile

Hubdoc is a document management tool (owned by Xero) that collects financial documents such as receipts, bills, and statements. When connected to ShareFile, Hubdoc automatically sends and stores those documents in ShareFile for backup and organization.

Once connected, documents can be published manually or automatically to a defined location in ShareFile. Hubdoc tracks which documents have already been published to prevent duplicate uploads.

Configuration is initiated entirely in Hubdoc. No setup is required in ShareFile beyond having an active account.

Prerequisites

Before connecting the integration, make sure you have the following:

  • An active ShareFile account
  • An active Hubdoc account with access to organization settings
  • Permission to configure integrations in Hubdoc (Settings > Integrations)

Enable the integration

  1. From the Hubdoc dashboard, locate the Sync + Share section and click Backup to ShareFile.

    Hubdoc dashboard showing the Sync and Share section with Backup to ShareFile option

    Alternatively, go to Settings > Integrations > Cloud Storage and click Connect next to ShareFile.

    Hubdoc Integrations settings showing the Cloud Storage section with a Connect option next to ShareFile

  2. Enter your ShareFile account subdomain and click Continue.

    ShareFile login screen prompting for the account subdomain

  3. Review the access request and click Continue to authorize Hubdoc to access your ShareFile account.

    ShareFile authorization screen requesting access for Hubdoc

Configure the integration

After connecting, the ShareFile row in Hubdoc Integrations settings shows a Disconnect button and configuration options.

Hubdoc Integrations settings in the connected state, showing destination folder and folder structure options for ShareFile

Configure the following settings:

  • Destination folder — The ShareFile folder where documents are stored. To change it, click Change and paste the folder ID from the ShareFile folder URL.
  • ShareFile folder structure — Choose how documents are organized in ShareFile:
    • All documents in one folder — All synced documents are placed in the destination folder.
    • Copy your folder structure from Hubdoc — The Hubdoc folder hierarchy is replicated in ShareFile.

Publish documents to ShareFile

Once connected, you can publish documents from Hubdoc to ShareFile manually or automatically.

  1. Open a document in Hubdoc. The Destinations panel on the right shows ShareFile as a publishing option.

    Hubdoc document view showing the Destinations panel on the right with ShareFile listed as a publishing option

  2. In the Destinations panel, configure the publish options for this document:

    • Save configuration — Saves the current settings for this supplier.
    • Autosync — Automatically publishes future documents from this supplier to ShareFile. To enable Autosync, select it and click Save configuration first.

    Hubdoc publish panel showing Save configuration, Autosync checkbox, and Publish button

  3. Click Publish to send the document to ShareFile. The destination status updates to Publishing.

    Hubdoc document showing ShareFile destination status as Publishing

    When complete, the status updates to Published with a timestamp and the account used.

    Hubdoc document showing ShareFile destination status as Published with timestamp and account details

To publish all documents at once, click Publish All in the Destinations panel.

Verify documents in ShareFile

After publishing, the document appears in the configured destination folder in ShareFile.

ShareFile folder view showing the synced document in the destination folder

Open the document to confirm it is accessible and stored correctly.

ShareFile document detail view showing file name, size, and last modified timestamp

Common use cases

  • Automated document backup — Automatically sync financial documents captured in Hubdoc to ShareFile for secure, organized storage.
  • Accountant and client document management — Accountants managing multiple client organizations in Hubdoc can store each client’s documents in separate ShareFile folders within a single account.
  • Centralized document repository — Use Hubdoc for document capture and processing while ShareFile serves as the centralized system for accessing and sharing finalized documents.

Troubleshooting

Issue Resolution
Documents already published to ShareFile are not re-sent Published documents are flagged in Hubdoc and will not sync again unless manually republished.
Renaming or moving folders in Hubdoc creates new folders in ShareFile Folder changes in Hubdoc are not applied retroactively to existing ShareFile folders.
Folder structure sync fails or produces unexpected results Special characters in Hubdoc folder names are not supported by ShareFile. Rename affected folders to remove unsupported characters.
Document status changes unexpectedly after publishing Publishing a document updates its status in Hubdoc. Verify document state before and after publishing.

Additional resources

Hubdoc integration for ShareFile

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