TLDR (too long didn’t read): What you need to know
Hubdoc is a digital tool that captures and organises your financial documents, syncing with Xero to streamline your bookkeeping. Hubdoc works best when you upload the right documents, clearly and consistently. Stick to invoices and receipts with full details, avoid payment confirmations, and make sure everything is easy to read. Forwarding documents from your email is often the simplest option, and adding notes for anything unusual helps keep things moving without queries. Get this right, and your bookkeeping stays accurate, up to date and hassle-free.
Hubdoc is a powerful tool when used correctly. It helps streamline your bookkeeping, keeps your records organised digitally, and integrates seamlessly with Xero to reduce manual data entry and improve accuracy.
However, the efficiency of your bookkeeping depends heavily on the quality of the documents uploaded. Incorrect or poor-quality uploads can lead to delays, additional queries, and in some cases, inaccurate records.
We’ve noticed a number of common issues, so we’ve put together this practical guide to help you get the most out of Hubdoc and ensure your records are processed as efficiently as possible.
What should be uploaded to Hubdoc (and what shouldn’t)
The most important documents to upload are invoices and receipts that clearly show:
- Supplier name
- Date
- Description of goods or services
- Total amount
- VAT amount (where applicable)
These are essential for accurate bookkeeping. If you are VAT registered it is particularly important that you upload receipts and invoices that show the VAT rating or a VAT number for the supplier. If the supplier is not VAT registered, then please still upload the document. We still require the full record of the transaction.
Avoid uploading payment or order confirmations
A common issue we see is payment confirmations being uploaded instead of invoices or receipts.
Examples include:
- Bank payment confirmations
- Card payment screenshots
- “Payment successful” emails
These documents do not contain enough detail for bookkeeping purposes and cannot be used to determine VAT treatment or the nature of the expense.
Are statements useful?
Supplier statements can be helpful, particularly where you have multiple purchases from the same supplier. They allow us to check that all invoices have been received and recorded.
However, statements do not replace individual invoices. The underlying invoices or receipts are still required.
How to upload documents correctly
Hubdoc allows documents to be uploaded in a number of ways, including taking photos, uploading files, or forwarding emails. Regardless of the method used, the quality of the document is key.
Ensure documents are:
- Clear and easy to read
- Fully visible (no edges cut off)
- Well-lit with no glare or shadows
- Straight and correctly orientated
If a document cannot be read properly, it may need to be requested again, which slows down the bookkeeping process.
Emailing documents directly to Hubdoc
Each Hubdoc account has a unique email address that allows you to send documents directly into your account. If you receive your invoices or receipts via email or able to download them electronically then forwarding invoices from your inbox to your Hubdoc email addess is often the most efficient method because:
- It avoids the need to scan or photograph documents
- It reduces the risk of poor-quality uploads
- It ensures documents are captured promptly
If you are unsure what your Hubdoc email address is, please contact us and we can provide it.
Using the notes function
If a transaction is unusual or may need explanation, you can add a note to the document within Hubdoc. This is particularly useful where:
- There is a personal element
- The purpose of the expense is not obvious
- The supplier or transaction may raise a query
Adding context at the point of upload can reduce follow-up questions and help keep your bookkeeping moving efficiently.
Why this matters
Accurate and timely bookkeeping relies on good-quality information. Uploading the right documents, in the right way, helps to:
- Reduce delays and queries
- Improve accuracy
- Keep your records up to date
- Provide better visibility over your business finances
Ultimately, small improvements in how documents are uploaded can make a significant difference to the overall efficiency of the process.
Need help with Hubdoc?
If you’re unsure about what to upload or how to use Hubdoc, please speak to your client manager at Harland Accountants. We’re always happy to help.
If you’re new to Harland, book a free discovery call to explore how we can support you with values-aligned financial strategy, growth planning to fuel your impact, and advisory support that helps you make confident, well-timed decisions.
