working · Lesson 4 · 8 min
Bank rules, Hubdoc, and JAX
Automation proposes. The bookkeeper still accepts. Rules need a contact, an account, and a tax rate that stay true.
Bank rules
A bank rule says: if the statement payee contains “SHELL” and the amount is less than $120, code to Fuel & vehicle, tax-none, contact Quinn Fuel. Xero and QBO both have them. Conditions should be tight enough that a Shell fleet card and a Shell oil-delivery bill cannot share a rule if they belong in different accounts.
Document capture
Hubdoc (Xero, included on business plans) fetches or photographs bills and statements, extracts supplier, date, amount, and often the due date, and can create a draft bill. Dext and similar tools sit on both Xero and QBO. OCR is a first pass. The account code and tax rate remain your judgement, especially on mixed receipts (materials vs tools vs meals).
JAX and other AI first-passes
As of 2026, Xero’s JAX (Growing plan and above) can auto-propose or auto-reconcile using history: match an invoice, apply a rule-like coding, or group similar lines. QuickBooks has the same idea on the banking page. Treat AI like a junior who has never seen fraud. Unusual payees, round-dollar refunds, duplicate-looking amounts, and new suppliers stay on your desk.
Check
Choices shuffle each visit. Misses send you back to the section — Look back clears the quiz so you can try again.
Choose an answer, then check.
The right way to think about JAX / QBO auto-cat is:
Practice: Xero ↔ QuickBooks