I’ve been using Hubdoc for a while now and to be honest, I didn’t like it at the start.  It was confusing and sometimes if an invoice didn’t process in Hubdoc properly, I wouldn’t notice that it hadn’t been loaded into Xero. So I’ve listed below some of the lessons I’ve learned along the way that has made it easier to work with Hubdoc.

Lets Get Started.

  1. Don’t delete any supplier emails from your inbox until you see that the invoice has been processed correctly in Hubdoc (HD).
  2. Set up the HD supplier defaults to Autosync, publish as a Purchase/Draft.
  3. When setting up a regular or monthly supplier, change the defaults in HD settings to include the account code and a standard description.
  4. If you see the Xero entries displaying “Hubdoc – 7489146” in the description field, or if the coding is incorrect for a regular, monthly supplier, take the time to log into HD and change the defaults to a standard description.
  5. I don’t usually check the invoice coding in HD unless there is an error in processing.  I allow the invoice to be auto-synced into Xero.
  6. Check the invoice data entry in the draft invoices in Xero.
  7. Once I’m happy with the invoice entry, I submit the invoice for approval.  This makes it easier to distinguish which imported invoices have been checked.  The only invoices in the draft tab should be newly imported invoices. Delete the email from your in-box where applicable.
  8. When it is time to create a payment batch, I do this from the “Awaiting Approval” tab.

I still prefer signed and approved invoices to be scanned as a multiple page PDF and then uploaded into HD. It is less likely that an unapproved charge will slip through. It also gives you assurance that goods were received and that the charges are as expected.

However, if you wish to forward emailed invoices direct to HD, you must change your school policy to reflect that the check of invoices/payments by an authorised person is done at the time of batch payment. You must also ensure that your authorisers are checking the invoices and that they are initialling each line on the payment batch as approved.

Alternatively, look into electronic signing options, such as Acrobat Pro, Adobe Sign, Docu Sign.  There are lots of options out there.

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Published by Ask Accounting