Publishing to Quickbooks Online by Document/Transaction Type
Summary: Learn how to publish documents to QBO based on the type of transaction.
Overview:
- Publishing Basics
- Bills
- Expenses
- Supplier Credits
Publishing Basics
Publishing a document from Hubdoc to any integration (QBO included) is initiated the same way.
- Select a document from your Docs column
- Open the Edit Data Bar (the panel to the right of the document image)
- Review the document’s Details (date, total amount, etc.)
- Under Destinations, select Configure for the integration you would like to publish to
Once Configure is selected, you will be required to provide some integration specific information and then select Publish.
For QBO specifically, the Publish As field will determine what additional fields are necessary and how the transaction will be created in QBO.
When configuring data for a document, Hubdoc will identify any document that appears to be a supplier credit and flag it for review. If Hubdoc detects a supplier credit, you need to review the document before publishing it to QBO.
Bill
Documents published as 'Bill' are visible in QBO within the 'Expenses' tab. Generally, select this value for invoices or documents that you have some number of days to pay. This will let you use QBO to track expenses and manage bills through accounts payable. The 'Bill' document type appears under 'Type' in QBO.
Hubdoc allows you to configure the following values before publishing to QBO. All Required Fields must be completed for the document to publish successfully.
Required Fields:
Supplier: Hubdoc retrieves your Supplier list as well as your Chart of Accounts when connected to QBO. Select or begin typing the name of the QBO Supplier for this document.
If the Contact hasn't been created in QBO, click '+ New Contact', enter the name and click 'Create' to create a new entry immediately in QBO and make it available in this list.
So how does this contact look in QBO? Additional Supplier details can be managed in QBO by clicking the 'Suppliers' tab under 'Expenses'. You can add new Suppliers to Hubdoc by pressing the 'New supplier' button in QBO.
Account: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate account from the list.
Optional Fields:
Description: If you would like additional information about this document to be published to QBO, use this field. Data entered here is sent to QBO in the Description field for each line item.
Note that if you choose to publish using multiple line items, Hubdoc supports entering a different description for each line.
In QBO:
This document can now be published to QBO! Hubdoc will create a new Bill entry in QBO using the data from this document and attach an electronic version of the source document as well. You can find your published documents in QBO by clicking 'Expenses'.
Hubdoc also supports publishing tax data to QBO if your QBO account has this enabled.
As well, Hubdoc supports splitting a single document to post as multiple line items to QBO. This feature allows you to break out taxable and non-taxable amounts on one document. You can also break out documents with multiple account codes, descriptions, or customers. Learn more about publishing Multiple Line Items.
Expense
Publish documents that you have paid straight away as 'Expense' transaction to QBO. This document type is similar to a 'Bill' document but will be posted to QBO as an approved transaction. The 'Expense' document type appears under 'Type' in QBO.
Required Fields:
Supplier: Hubdoc retrieves your Supplier list as well as your Chart of Accounts when connected to QBO. Select or begin typing the name of the QBO Supplier for this document.
If the Contact hasn't been created in QBO, click '+ New Contact', enter the name and click 'Create' to create a new entry immediately in QBO and make it available in this list.
So how does this contact look in QBO? Additional Supplier details can be managed in QBO by clicking the 'Suppliers' tab under 'Expenses'. You can add new Suppliers to Hubdoc by pressing the 'New supplier' button in QBO.
Payment Type: Hubdoc lets you select the payment type for any given expense. You can select from three options: Credit Card, Cash/Debit, and Check.
Payment Account Code: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate payment account code from the list populated from QBO. The payment account code will be different for each payment type you select.
Account: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate account from the list.
Optional Fields:
Description: If you would like additional information about this document to be published to QBO, use this field. Data entered here is sent to QBO in the Description field for each line item.
Note that if you choose to publish using multiple line items, Hubdoc supports entering a different description for each line.
In QBO:
This document can now be published to QBO! Hubdoc will create a new Expense entry in QBO using the data from this document and attach an electronic version of the source document as well. You can find your published documents in QBO by clicking 'Expenses'.
Hubdoc also supports publishing tax data to QBO if your QBO account has this enabled.
As well, Hubdoc supports splitting a single document to post as multiple line items to QBO. This feature allows you to break out taxable and non-taxable amounts on one document. You can also break out documents with multiple account codes, descriptions, or customers. Learn more about publishing Multiple Line Items.
Supplier Credit
Hubdoc allows you to add a credit note that is not linked to a sales invoice by publishing a transaction as 'Supplier Credit'. This can be utilized if a supplier supplies you with a credit document that indicates you no longer owe the amount stated on the document.
When configuring data for a document, Hubdoc will identify any document that appears to be a supplier credit and flag it for review. If Hubdoc detects a supplier credit, you need to review the document before publishing it to QBO.
The 'Supplier Credit' document type appears under 'Type' in QBO as a 'Supplier Credit'.
Hubdoc allows you to configure the following values before publishing to QBO. All Required Fields must be completed for the document to publish successfully.
Required Fields:
Supplier: Hubdoc retrieves your Supplier list as well as your Chart of Accounts when connected to QBO. Select or begin typing the name of the QBO Supplier for this document.
If the Contact hasn't been created in QBO, click '+ New Contact', enter the name and click 'Create' to create a new entry immediately in QBO and make it available in this list.
So how does this contact look in QBO? Additional Supplier details can be managed in QBO by clicking the 'Suppliers' tab under 'Expenses'. You can add new Suppliers to Hubdoc by pressing the 'New supplier' button in QBO.
Account: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate account from the list.
Optional Fields:
Description: If you would like additional information about this document to be published to QBO, use this field. Data entered here is sent to QBO in the Description field for each line item.
Note that if you choose to publish using Multiple lines, Hubdoc supports entering a different description for each line.
In QBO:
This document can now be published to QBO! Hubdoc will create a new Bill entry in QBO using the data from this document and attach an electronic version of the source document as well. You can find your published documents in QBO by clicking 'Expenses'.
Hubdoc also supports publishing tax data to QBO if your QBO account has this enabled.
As well, Hubdoc supports splitting a single document to post as multiple line items to QBO. This feature allows you to break out taxable and non-taxable amounts on one document. You can also break out documents with multiple account codes, descriptions, or customers. Learn more about publishing Multiple Line Items.