How to Use Hubdoc (even if you've never hear of it before)
If we're doing your bookkeeping, we want to make it as easy as possible for you to share receipts and invoices with us, so that you spend less time on admin, and still get great results. To help, we’ve put together this simple guide for using Hubdoc, which I like to think of as a convenient, online "receipt locker" for storing information about business expenses that will be needed later.
Whether you’re brand-new to Hubdoc or just need a quick refresher, this quick-start guide will get you set up and running smoothly in no time.
The Easy Way to Use It
There's a lot you can do in Hubdoc, but start with these basics:
- Email: Forward digital documents as attachments to your Hubdocemail.
- App: Use the Hubdocapp on your phone to capture images of paper receipts and invoices.
1. Forward Your Documents by Email
The easiest way to share your documents might just be to forward them as email attachments directly to Hubdoc.
- Each Hubdoc account comes with a unique email address.
- Simply send or forward any email with attachments to this address, and Hubdoc will automatically upload the files into your account.
Pro tip: Add this Hubdoc email address to your email contacts list so you don’t have to hunt for it every time.
How to Set Up Hubdoc as a Contact
Read on to learn how to set up Hubdoc up as a contact in some popular email aplications:
Gmail
- Open Gmail → Click the Google Apps Grid (top-right).
- Select Contacts → Create Contact.
- Name it Hubdoc.
- Grab your unique Hubdoc email address (found in Hubdoc under My Hubdoc Email) and paste it in.
Now, typing “Hubdoc” will auto-complete in your Gmail To field.
Outlook (Web)
- Sign in to Outlook.com → Click the People icon.
- Click New Contact → Name it Hubdoc.
- Paste your Hubdoc email → Save.
Hubdoc will now auto-fill in Outlook too.
Now, whenever you need to send documents, you can quickly attach and email them to HubDoc with just a couple of clicks.
2. Use the HubDoc App for Physical Documents
If you receive paper receipts, bills, or statements, you don’t need a scanner. Just use the Hubdoc mobile app:
- Open the app on your phone.
- Snap a picture of the receipt or bill.
- The app will automatically upload the image to your account.
This keeps everything in one place, without having to store paper copies or scan documents manually.
Pro Tips for Stress-Free Processing
- Take Clear, Complete Photos
- Ensure documents are fully visible, sharp, and easy to read before submitting.
- Upload One Document per File
- Submit each receipt, invoice, or form separately to keep things organized and improve accuracy.
- Forward Receipts & Invoices Promptly
- Send them as soon as you receive them to stay ahead and prevent last-minute backlogs.
- Check the Processing Tab Regularly
- Monitor progress in real time so nothing slips through the cracks.
By doing this, you’ll always know your documents are getting to us securely, promptly, and in the way we need them.
If you can develop one or both of these habits, I'm confident it will save you time, reduce the number of times we ask you questions like "What was that $575 purchase for from the June credit card statement?", and make sure we have the right documents to keep your financial records accurate and up to date.
Need help getting set up? Schedule a personalized 30-minute Zoom training session and get step-by-step guidance. Click this link to book a zoom call with our team.