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Rules to follow when using Hubdoc with Xero integration
Hubdoc is a powerful FREE tool for assisting business owners to keep bookkeeping time down. Using Hubdoc ensures that the documents for your bookkeeping are available for your bookkeeper as and when they arrive into your inbox. Used correctly you will completely remove yourself from the necessity to sit down once a month and collate receipts.
Butlers ask all clients to forward any purchase invoices WHEN THEY ARRIVE in their inbox. This means that records trickle into the office all month, ensuring our team can work on all client's assignments in a cycle. This approach reduces not only stress on our clients but also stress on our team around month ends.
We also ask clients to use Hubdoc to remove the burden of thousands of emails from our team's inbox and support collaborative working between our bookkeeping team. Using Hubdoc means all documents for each client are in one place.
The rules to follow are:
1 - Save your unique upload email address into your computer and phone book on your phone. This means it is quickly available. (If you need your unique email address please let us know)
2 - Electronic receipts - hit FORWARD on the email with the invoice and send to your Hubdoc unique email address. Do this when the invoice arrives so you do not miss any!
3 - If manually scanning and attaching documents to an email then the rules are:
- ONE email with ONE attachment.
- File types accepted are:
PDF
JPEG
PNG
IMG
HTML
HEIF
HEIC
Plain text
3 - Do not send more than 300 emails in any 24 hour period. This is the limit for the free program. Any more than this are blocked by Hubdoc. However, this is not a problem if you are sending documents as they arrive all month.
Trouble shooting the common problems:
The most common issues we see from clients that mean documents go missing are:
1 - Sending more than 300 documents in a 24 hour period.
2 - Sending one email with multiple attachments.
3 - Creating a new email and dragging the Outlook email file into the new email as an attachment.
Problems that cause your bookkeepers extra work:
1 - If you send an invoice multiple times a bookkeeper will have to review each one to see if it is a duplicate before removing it from Hubdoc.
2 - If you send multiple attachments on one email it is not obvious to the bookkeeper and so it is likely they may not see the multiple pages as Hubdoc will only read the first invoice.
3 - Sending more than 300 documents in 24 hours can cause frustration between clients believing they sent them and the team not seeing them on Hubdoc.
If you would like to find out more about working with Butlers, you can book a free discovery meeting here:
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