If you use Xero, there’s a handy tool available that can make sending us your invoices and receipts much easier: Hubdoc.
Many of our clients already use Hubdoc to send paperwork to us, but you might not realise there are a few different ways to get documents into it – including simply taking a photo on your phone.
So, rather than saving receipts somewhere for later or downloading invoices ready to send across, here’s how you can make Hubdoc do more of the work.
What is Hubdoc?
Hubdoc is a document capture tool that connects directly with Xero. It gives you one place to send and store bills, invoices, receipts and other financial documents digitally.
Once a document has been added, Hubdoc can extract key information from it ready for processing into Xero.
For Venton clients whose bookkeeping we manage, it also gives our team access to the paperwork we need without you having to send documents backwards and forwards separately.
Even better, Hubdoc is included with many Xero subscriptions, so you may already have access to it without needing another piece of software.
Three Easy Ways to Send Documents to Hubdoc
There’s no need to save all your paperwork up and send it across in one go. Hubdoc gives you several ways to upload documents as you receive them.
1. Forward Invoices Straight from Your Emails
If an invoice or receipt arrives in your inbox, you can forward it directly to Hubdoc.
Every Hubdoc organisation has its own unique email address. Once you have yours saved, you can simply forward emails containing invoice or receipt attachments to that address.
Hubdoc will pick up the attached document and add it to your account ready to be processed.
If you regularly receive invoices from the same suppliers, you can also look at setting up automatic forwarding rules within your email account. This can be particularly useful for recurring bills that arrive in the same format each month.
Venton Tip: Save your unique Hubdoc email address as a contact on your phone and computer. That way, it’s easy to find whenever an invoice lands in your inbox.
2. Take a Photo Using the Hubdoc App
This is a feature we think more clients could be making use of.
The Hubdoc mobile app allows you to photograph a paper receipt or document using your phone and upload it directly to your Hubdoc account.
So, if you’re handed a receipt while you’re out and about, you don’t need to put it in your bag, car or desk drawer and hope you remember it later.
Open the Hubdoc app, take a clear photo and send it across there and then.
You can also upload photos of documents that are already saved on your phone.
It only takes a few seconds but getting into the habit of doing it as you go can save a lot of time searching for paperwork later.
3. Upload Documents from Your Computer
If your invoices and receipts are already saved on your computer, you can upload them directly through Hubdoc too.
You can select individual documents, upload several at once or simply drag and drop files into the upload window.
This can be particularly useful if you’ve downloaded a batch of invoices or have several documents you need to send across at the same time.
What Happens Once You’ve Sent Your Documents?
Once a document has been uploaded, Hubdoc extracts key information from it, such as the supplier name, invoice number, date and amount, ready for the document to be reviewed and processed.
From there, documents can be published into Xero, helping you keep your accounting records and supporting paperwork together in one place.
If you manage your own bookkeeping, you can review and process your documents through Hubdoc and Xero as part of your usual routine.
If Venton manages your bookkeeping, this is where we can take over. Once your paperwork is in Hubdoc, our team can access the documents and deal with the processing side, helping to keep your Xero records accurate and up to date.
Whichever way you manage your accounts, the important part is getting your paperwork into Hubdoc regularly.
Make It Part of Your Routine
Hubdoc works best when you use it little and often.
Instead of keeping a pile of receipts to sort at the end of the month or trying to remember which invoices you’ve already sent us, try dealing with each document when you receive it.
An invoice arrives by email? Forward it to Hubdoc.
Given a paper receipt? Take a photo in the app.
Already have a document saved? Upload it.
Small habits like these can make keeping your records up to date much easier and mean there’s less paperwork to catch up on later.
Need Help with Hubdoc or Xero?
If you manage your own bookkeeping but would like some support with Hubdoc, Xero or keeping your accounts up to date, our team can help with everything from getting set up to managing the processing for you.
Already a Venton client and not sure where to find your Hubdoc email address or how to use the app? Just get in touch with the team and we’ll be happy to help.
And if you’d like to get more from Xero, take a look at our 7 Ways Xero Can Save You Time blog for more practical features worth knowing about.