How To Use Hubdoc

Who: This process is for VAs and Office Administrator to undertake

What: This process shows how to use Hubdoc

When: This process is done when a client uses Hubdoc 

Why: This process is completed to reduce the data entry and filing of receipts and invoice

https://www.hubdoc.com

Background

Hubdoc is a data capture tool that extracts key data from documents, then creates transactions in Xero. You can:

• Email bills and receipts straight into your Hubdoc organisation

• Use the mobile app to upload a photo

• Set up automated connections so every time you get a bill from a particular supplier it goes straight into Hubdoc

As soon as Hubdoc receives a document, it extracts the key data such as contact, date, and amount. When you publish the document, Xero creates the invoice, bill, credit note, or spend money transaction with a copy of the document attached.

You can set up Hubdoc to automate every step, so all you need to do is reconcile the transaction against your bank statement line in Xero. This is particularly useful if you get regular bills from the same supplier

Create A New Hubdoc Organisation

If you’re the subscriber of the Xero organisation and you’ve not used Hubdoc before, create a new Hubdoc organisation from Xero:

1. 1. Log in to your Xero organisation

   2. Click the organisation name, then select Hubdoc

   3. Agree to the Hubdoc Terms of Use, Privacy Policy & Ownership Terms, then click Set up Hubdoc

   4. Click I’m new to Hubdoc, then click Small business

   5. Select the Xero organisation you want to connect, then click Allow access

   6. Click Allow access to enable SSO and activate your organisation

Your Xero and Hubdoc organisations are now connected, which means you can publish documents from Hubdoc and automatically create transactions in Xero. SSO is also enabled, so the next time you log in to Hubdoc from Xero, click Sign in with Xero to go straight to your Hubdoc dashboard.

Details To Send To Clients - Setting Up Their Hubdoc 

The Head VA needs to request access to the new client's Hubdoc. Below are the instructions that should be copied and pasted into an email and sent to the client. 

The subscriber of your Xero organisation (accountant or client) needs to follow the below instructions to get Hubdoc connected:

1. Log in to your Xero organisation

2. Click the organisation name in the top left, then select Hubdoc from the dropdown menu

3. Agree to the Hubdoc Terms of Use, Privacy Policy & Ownership Terms, then click Set up Hubdoc

4. Click I am new to Hubdoc, then click Small business

5. Select the Xero organisation you want to connect, then click Allow access

6. Click Allow access to enable SSO and activate your organisation

This should take just 3 or so minutes to complete and then we can take it from there and set it up for you. Plus provide instructions on what you need to do to get the app on your phone.

Existing Hubdoc Customers

Connect your Hubdoc and Xero organisations to send documents from Hubdoc into Xero and automatically create Xero transactions.

1. Log in to the Xero organisation

2. Click your Xero organisation name, then select Hubdoc

3. Agree to the Hubdoc Terms of Use, Privacy Policy & Ownership Terms, then click Set up Hubdoc

4. Click Already have an account?

5. If you use the same email address for Hubdoc and Xero, click Sign in with Xero, enter your Hubdoc password, then click Sign in Securely

6. If you use a different email address, enter your Hubdoc login credentials, then click Sign In Securely

7. On the Hubdoc dashboard, click the settings icon in the top right-hand corner

8. Select the Integrations tab, then next to Xero, click Connect. It may take a minute or two to connect

9. Select the Xero organisation you want to connect to, then click Allow access

Your Hubdoc organisation is now connected to Xero.

Access To Hubdoc

Add New Staff to Hubdoc:

You will need to use Jo's Hubdoc account - details are held in LastPass.  

Invite staff into a client's organisation from the Organizations screen in your Hubdoc practice organisation. If you want to assign a user role other than accountant/bookkeeper, invite them in from the client organisation.

1. Log in to your Xero practice organisation

2. Click the organisation name, then select Hubdoc

3. On the Organizations screen, click Manage Practice Users

4. Enter your staff member’s email address, then click Add New User

Your staff member will receive an email to activate their Hubdoc user account. If they have a Xero user account, they can log in using their Xero credentials.

Hubdoc Permissions

There are 3 types of permissions in Hubdoc. Strictly users should be set up as Accountant/bookkeeper so they have full permission.

Details of all 3 permissions are below:

Upload Only

The accountant/bookkeeper user role is ideal for administrators, accountants, bookkeepers, and/or advisors who require full access and capabilities within the business’ Hubdoc organisation.

Users with the accountant/bookkeeper role can:

• Upload documents and view all documents in the organisation

• Publish documents to the business’ general ledger

• Manage automated connections

• Manage other users

• Manage the organisation’s settings

The accountant/bookkeeper role can’t be customised.

Standard

The standard user role allows users to upload and see all of the organisation’s documents. Users with the standard role can:

• Upload documents to the business’ Hubdoc organisation

• View and download all documents

• Manage the organisation’s settings

Standard users can be assigned additional permissions to allow them to publish documents, manage automated connections or manage other users.

Read only access can also be given, which revokes all permissions except the ability to view all of the organisation’s documents. This role is ideal for auditors or those who only need to access the organisation’s documents, but don’t need to publish any documents or set up any connections.

Accountant/bookkeeper

The accountant/bookkeeper user role is ideal for administrators, accountants,bookkeepers, and/or advisors who require full access and capabilities within the business’ Hubdoc organisation.

Users with the accountant/bookkeeper role can:

• Upload documents and view all documents in the organisation

• Publish documents to the business’ general ledger

• Manage automated connections

• Manage other users

• Manage the organisation’s settings

The accountant/bookkeeper role can’t be customised.

Giving Staff Access To Organisations In Hubdoc

This will need to be actioned in Jo's Hubdoc account. 

Once your staff member has accepted the invite and activated their account, give them access to your client organisations:

1. Log in to your Hubdoc practice organisation

2. On the Organizations screen, click Manage Practice Users

3. From the list, click a staff member’s name

4. In the Select Client Name field, select the client you want to give them access to, or select Grant Access to All Clients to provide access to all client organisations at once

5. Click Add Access

6. (Optional) Repeat the above steps for each client you want them to access

7. Once you’ve given the staff member access to your clients’ organisations, click Close

Transfer An Organisation To A Client

Once the current owner has downgraded the organisation, the client can complete the transfer. 

To do this:

1. Log in to Hubdoc.

2. On the dashboard, click the settings icon in the top right hand corner.

3. Select the Billing Information tab.

4. Find the client and choose cancel - It will then ask you if you'd like to invite the client (do so if they aren't already a user)