How to Use Hubdoc: The Ultimate Guideline in 2025

Are you swamped with papers like receipts and bills?

It can feel like a never-ending mess, right?

Imagine if you could snap a picture or have them magically appear in one place.

That’s what Hubdoc can do!

It’s like a super helpful digital filing cabinet for all your important financial stuff.

In this easy guide, we’ll show you exactly how to use Hubdoc to get organized with ease. 

Getting Started with Hubdoc

1. Signing Up and Setting Up Your Account

Want to try Hubdoc? First, you need to sign up.

It’s like making a new account for a game or website.

There are different plans to choose from.

Think of them like different levels with more stuff. Choose the one that fits your needs.

After you sign up, you need to set things up.

One cool thing is that you can connect your bank accounts and credit cards. 

This helps Hubdoc automatically grab your financial data.

It’s super handy because you don’t have to type everything in yourself.

2. Looking Around Hubdoc

When you log in, you’ll see the main page. This is called the dashboard.

Think of it like the control center.

You’ll see different sections. One part is for your documents – that’s where you’ll store all your receipts and bills.

Another part shows your connections, like your bank.

There’s also a settings area where you can change how things work.

And you’ll see where you can connect Hubdoc to other things.

It’s good to get used to seeing where everything is. You can even change how it looks to make it easier for you.

3. Connecting Your Bank Accounts and Credit Cards

Why connect your bank and credit cards?

Because it saves you lots of time! Hubdoc can automatically pull in your transactions. It’s like magic!

To do this, you follow the steps Hubdoc shows you.

Sometimes there might be a little hiccup, but Hubdoc usually helps you fix it.

Hubdoc checks for new information from your bank frequently.

Don’t worry, it’s usually safe to connect your accounts, but it’s always a good idea to be cautious with your online information.

Uploading and Managing Documents

Different Ways to Put Documents In

There are a few ways to get your papers into Hubdoc.

You can use the website on your computer. Just drag the files and drop them in. Easy peasy!

There’s also a phone app. You can take pictures of your receipts with it.

This is great when you’re out and about for your business.

Another way is through email. Hubdoc gives you a special email address.

If someone sends you a bill by email, you can forward it to Hubdoc. It will pop right in!

Hubdoc Reads Your Documents

Hubdoc is smart! It can automatically extract the important information from your documents.

This is called OCR. It tries to find things like the name of the place where you bought something, the cost, and the date.

It’s usually pretty good at this, but sometimes it might not get everything perfect.

So, it’s a good idea to double-check.

It looks for things like the store name, the total amount.

When you made the purchase, and the bill number? If something isn’t right, you can easily fix it.

Checking and Fixing Document Details

It’s important to take a quick look at the information Hubdoc pulls out.

Make sure the name, date, and amount are correct.

If something is wrong, you can click on it and enter the correct information.

You can also add the tags and folders we discussed earlier.

If you have a really long document with many pages, you can split it up in Hubdoc.

You can also add little notes to remind yourself about something. It’s a good practice to check your documents regularly.

Keeping Things Neat with Folders and Tags

Folders help you group similar documents.

For example, you could have a folder for “Rent” and another for “Supplies.”

It’s like organizing files on your computer.

Think about what makes sense for your business. You can even have folders inside other folders.

Tags are like keywords you can add to your documents.

For example, you could tag a receipt as “Gas” or “Client Meeting.” 

Integrating Hubdoc with Other Software

Connecting to Accounting Software

Why connect Hubdoc to your accounting stuff?

It makes things way easier! If you use QuickBooks Online or Xero, you can connect them to Hubdoc.

Think of it like this: Hubdoc collects all your receipts and bills.

When you connect it to QuickBooks Online or Xero, the information is sent over automatically.

This saves you from having to type everything in twice! It makes your bookkeeping much faster.

The steps to connect are usually pretty simple.

Once it’s connected, Hubdoc and your accounting software talk to each other.

You can usually manage these connections in the settings.

Working with Bill Payment Helpers

Did you know Hubdoc can also work with programs that help you pay bills?

Some examples are like Bill.com.

When you connect Hubdoc to these, it can make paying bills easier.

Bill information from Hubdoc can be imported directly into the bill payment program.

This can help you pay your bills on time and keep track of everything. 

Other Things Hubdoc Can Connect To

Hubdoc can also connect to other helpful tools,

For example, it can work with cloud storage like Dropbox or Google Drive.

This means you can have your documents saved in more than one place.

In the future, there might be even more things Hubdoc can connect with!

It’s always good to check out what new integration options are available.

A connected system can really help your bookkeeping flow well.

Advanced Hubdoc Features and Tips

Here are some cool things Hubdoc can do to make your life easier:

• Make Rules for Vendors:
  • You can tell Hubdoc what to do with documents from certain places.
  • For example, if you always get your internet bill from “Super Net,” you can create a rule.
  • This rule could tell Hubdoc to automatically put it in your “Internet Bills” folder and tag it as “Monthly Expense.”
  • This helps automate things so you don’t have to do it every time.
• Help for Accountants and Bookkeepers:
  • If you’re an accountant or bookkeeper, Hubdoc has special tools for you.
  • You can manage different clients’ stuff all in one place.
  • You can invite your team and your clients to see only what they need to see.
  • This makes it easier for everyone to collect and handle documents.
• Using Your Hubdoc Email:
  • Remember that special Hubdoc email address? You can use it to send documents directly to Hubdoc.
  • This is great for online bills or any other documents you receive by email.
• The Power of Syncing:
  • When you connect Hubdoc to other software like Xero or QuickBooks Online, the data will sync automatically.
  • This means the information moves between the programs without you having to do extra data entry. This is a key way to save time.
• Is Hubdoc Free?:
  • Hubdoc usually comes with a subscription, especially if you use it for business.
  • Sometimes, it might be included if you already pay for certain accountant or bookkeeper services. It’s worth checking if you can get it as part of a bundle or package. There isn’t usually a completely free version for full business use.

Wrapping Up

So, are you ready to say goodbye to messy piles of paper with Hubdoc?

We’ve shown you how easy it is to get started, upload your documents.

And even connect it to other helpful programs. 

By using the tips and tricks we talked about.

You can really make managing your financial papers a breeze. 

Don’t be afraid to learn more by checking out video tutorials if you get stuck.

Start using Hubdoc today and see how much simpler it can make dealing with receipts and bills from your suppliers and everyone else!

Frequently Asked Questions