Get more time back with Hubdoc and new habits

Hubdoc is like a digital filing cabinet for all your invoices and receipts. But, it’s better than a filing cabinet because you can access it, or send information into this filing cabinet from anywhere in the world. With Hubdoc, you can automatically import all your financial documents & export them into data you can use.
As your trusted advisors, we can access your account, sort your information, and easily find receipts years later with a powerful search feature. This is a great time-saver if your business is audited or you need a receipt for warranty purposes. Never look for another document again!

Hubdoc can also automatically pull data from bank statements, utility companies, bunnings, Paypal, and other online services. The list is growing, but you can be sure you won’t have to go looking for them, they’ve already been filed away automagically for you.

What about paper receipts?

Paper receipts can be uploaded via the Hubdoc app or emailed into Hubdoc with your smartphone app, or just snap a photo with your phone and simply email it into Hubdoc. All of our Xero clients receive their own business Hubdoc account to keep a digital paper trail for tax season.
How does this all come together to save time and allow you to do more work on your business?
Hubdoc everyday steps 

Initial Set Up – Allow Hubdoc to access bank, utilities, PayPal and any automated accounts that it can – this will make things much easier and less paperwork to upload or capture later.

Daily Tasks/habits

  • Snap photos into Hubdoc, if you get receipts right after you have made payment snap it in. If payment is made via debit or credit ensure to include both invoice and debit/credit receipt showing invoice number, date and amount. Tag items to make it easier later for things you might not be sure on or your bookkeeper.
  • If purchases are personal you can tag the upload as such or simply write on the receipt that it’s personal and shouldn’t be included or deducted.
  • If you are using Xero invoicing be sure to stay on top of your payments and allocate to the correct accounts – if an error is made call your bookkeeper right away to correct the problem.
  • If using Xero for quotes make sure to transfer to invoice once quotes have been accepted.

Weekly tasks

  • When logging into Hubdoc ensure all feeds are working – look for Red Banner and correct any errors that may pop up.
  • Upload bank deposit slips and includes related invoice numbers to ensure your bookkeeper or accountant can access the appropriate information to reconcile.
  • When sales invoices change from time to time be sure to upload the invoice with the word ‘AMENDED’ on top so it is not duplicated.

Monthly Tasks

  • When looking at bank statements scan through to ensure you have uploaded matching purchase receipts.
By following some very simple steps, your bookkeeping status will stay current and data will be more valuable. The current position of your profits, losses, outstanding invoices will be timely and where your expenses have gone awry will be reduced.
Remember! We are a phone call away. If you have a question about Hubdoc and need help, please get in touch.