BookkeepersNet
📁 Hubdoc Processing
Complete Document Management & Processing Workflow
📋 How to Use This Hubdoc Checklist
Check Off Tasks: Click each checkbox as you complete Hubdoc processing tasks to track your progress
Expand Details: Click on any task header to reveal detailed step-by-step instructions for Hubdoc features
Track Progress: Watch the progress bar fill as you complete your document processing workflow
Follow Pro Tips: Read blue tip boxes for expert Hubdoc shortcuts and best practices
Heed Warnings: Pay attention to yellow warning boxes for data accuracy and compliance
Use Regularly: Process Hubdoc documents daily or weekly for optimal workflow efficiency
Getting Started: Work through tasks 1-12 in order. Each task builds on the previous one. New to Hubdoc? Expand all sections first to familiarize yourself with the complete document processing workflow.
📺 Hubdoc Learning Resources
Hubdoc Video Tutorial
Watch this comprehensive video guide covering Hubdoc document processing workflow
0% Complete (0 of 12 tasks)
1. Access Hubdoc Dashboard
Login and Navigate to Hubdoc:
- Open your web browser and go to app.hubdoc.com
- Enter your Hubdoc login credentials
- Review the dashboard for pending documents count
- Check for any system notifications or alerts
- Verify your Xero connection status (green = connected)
- Note any new documents awaiting processing
- Check the last synchronization time with Xero
Pro Tip: Bookmark the Hubdoc dashboard for quick access. The dashboard shows a real-time count of documents needing attention.
2. Review Inbox Documents
Process New Documents in Inbox:
- Click on "Inbox" to view all new documents
- Review each document for completeness and clarity
- Check if documents are right-way-up and readable
- Verify all pages of multi-page documents are present
- Look for duplicate documents and mark for deletion
- Identify document types (invoices, receipts, statements)
- Sort by date or supplier to organize processing
- Note any documents requiring client clarification
Quality Check: Poor quality or incomplete documents should be flagged immediately. Contact the source for better copies if needed.
3. Verify Data Extraction
Check Hubdoc's Automatic Data Reading:
- Review extracted supplier/vendor names for accuracy
- Verify invoice numbers are correctly captured
- Check dates (invoice date, due date) are accurate
- Confirm total amounts match the document
- Verify GST amounts are correctly extracted
- Check currency is correct (AUD for Australian businesses)
- Review any line item details captured
- Correct any misread data manually
- Add missing information that wasn't extracted
Pro Tip: Hubdoc's OCR is very accurate but always double-check amounts and dates. Machine learning improves with your corrections.
4. Assign to Correct Clients/Companies
Organize Documents by Business Entity:
- Review the assigned company for each document
- Check if documents are assigned to correct business entity
- Move documents to appropriate client folder if misplaced
- Verify business names match your client list
- Use drag-and-drop to reassign documents if needed
- Create new client folders if processing for new businesses
- Check for personal vs business document separation
- Ensure each document shows correct company assignment
Client Separation: Never mix documents from different clients or entities. Each business must have separate document management.
5. Categorize Document Types
Set Appropriate Document Categories:
- Assign "Bill" category for supplier invoices
- Use "Receipt" for cash purchases and expense receipts
- Set "Bank Statement" for financial institution statements
- Choose "Other" for contracts, agreements, or miscellaneous
- Use "Credit Note" for supplier credit memos
- Apply "Statement" for utility or service provider statements
- Ensure category matches document type for proper Xero sync
- Review and update categories if initially incorrect
Pro Tip: Correct categorization ensures documents flow to the right areas in Xero. Bills go to "Bills to Pay," receipts become expense claims.
6. Verify and Edit Supplier Information
Ensure Accurate Supplier/Contact Details:
- Check supplier names match your Xero contact list
- Correct any misspellings in supplier names
- Standardize supplier names (e.g., "Telstra Corp" vs "Telstra")
- Add ABN numbers if available and missing
- Update supplier addresses if they've changed
- Verify contact details for future reference
- Create new suppliers in system if genuinely new
- Link similar suppliers to avoid duplicates
- Check for variations of same supplier name
Consistency Matters: Inconsistent supplier names create duplicate contacts in Xero. Always use the same format for each supplier.
7. Add Account Coding
Assign Appropriate Chart of Accounts Codes:
- Select expense accounts based on purchase type
- Use common codes: Office Supplies, Utilities, Travel, etc.
- Apply Motor Vehicle expenses for car-related costs
- Use Professional Services for consultants and advisors
- Code rent and premises costs to appropriate accounts
- Assign Bank Fees account for financial charges
- Use Equipment accounts for asset purchases
- Review client's chart of accounts for specific requirements
- Be consistent with coding similar transactions
Pro Tip: Most businesses use standard account codes. When unsure, choose the most logical fit - you can always recode in Xero later.
8. Verify GST Treatment
Ensure Correct GST Coding:
- Confirm 10% GST rate for most business purchases
- Apply GST-Free for eligible items (basic food, exports)
- Use Input Taxed for financial services, rent
- Check supplier ABN to confirm GST registration
- Verify GST amounts match calculated 10% where applicable
- Review total = subtotal + GST for accuracy
- Flag any GST discrepancies for review
- Ensure GST treatment matches business registration status
- Document any unusual GST treatments
GST Compliance: Incorrect GST coding affects BAS lodgments and ATO compliance. When in doubt, seek clarification from a BAS agent.
9. Add Tracking Categories (If Used)
Apply Business Tracking Requirements:
- Check if client uses department tracking
- Assign project codes for job-specific expenses
- Apply location tracking for multi-site businesses
- Use class tracking for different business divisions
- Assign cost center codes if applicable
- Review tracking requirements with client setup
- Ensure all mandatory tracking fields are completed
- Be consistent with tracking assignments
- Leave blank if no tracking categories are used
Pro Tip: Tracking categories provide valuable business insights. Set them up correctly once, then maintain consistency for meaningful reports.
10. Review and Publish to Xero
Final Review Before Xero Integration:
- Double-check all extracted data is accurate
- Verify supplier, amount, date, and GST details
- Confirm account coding is appropriate
- Review tracking categories if applicable
- Check document quality and completeness
- DO NOT TICK AUTO SYNC - Manually review before publishing
- Click "Publish" to send documents to Xero
- Monitor the publishing progress
- Confirm successful transfer to Xero
- Note any publishing errors for resolution
Final Check: Once published to Xero, documents become bills or expenses. Review everything carefully before publishing.
11. Handle Rejected or Problem Documents
Resolve Processing Issues:
- Check "Failed" or "Rejected" folder for problem documents
- Review error messages for specific issues
- Correct missing or incorrect supplier information
- Fix invalid account codes or GST rates
- Resolve duplicate document warnings
- Update incomplete or missing required fields
- Contact client for clarification on unclear expenses
- Retry publishing after corrections are made
- Document recurring issues for future prevention
Pro Tip: Keep a log of common rejection reasons to build processes that prevent these issues in future document processing.
12. Verify Xero Integration and Clean Up
Confirm Successful Processing and Organize:
- Log into Xero to verify documents appeared correctly
- Check bills are in "Awaiting Payment" status
- Verify receipts created appropriate expense transactions
- Confirm all GST and account coding transferred correctly
- Review any duplicate warnings in Xero
- Archive processed documents in Hubdoc
- Clear inbox of successfully processed items
- Update client on processing completion status
- Note any issues requiring follow-up
- Schedule next Hubdoc processing session
Integration Check: Always verify in Xero that documents processed correctly. Hubdoc success doesn't guarantee perfect Xero import.