Summary: Determine the optimal set-up for your client’s Hubdoc organization
- Who's paying for the organization?
- Who's managing the organization?
- What automated connections will my client need?
Who's paying for The organization?
Many accountants and bookkeepers choose to pay for their clients' Hubdoc organization on their behalf.
The benefits of paying for your clients' organizations:
- One monthly invoice and one monthly fee from Hubdoc - no need to keep track of multiple client subscription dates. No need for your client to receive multiple invoices for your services
- Administrative control. As the payor of the client’s Hubdoc organization, you hold the highest level of authority on the account
How to: Add a New Client On Hubdoc
Some clients prefer to pay for their own Hubdoc organizations. If this is the case, the client should first create their Hubdoc organization separate from your practice on the Hubdoc signup page. Once the organization is created, the client can then add you as a user to the organization.
Who's managing the organization?
The Practice - Fully managed
Fully managed client organizations are good for situations where:
- The client has provided you with their credentials for their bank and/or online suppliers
- The client does not want to receive any email notifications (such as when a bill is due or when the credentials for an automated connection needs to be updated)
- The client will only be uploading receipts with the mobile app or by email
- The client does not need to know they have a Hubdoc organization
If you'd like to create a fully managed client organization, you should create the organization with an email address you have access to. Once you have created their account, you can invite the client as a user if necessary.
The Client - Self-managed
Self-managed organizations are good for situations where:
- The client does not want to share their banking credentials; and/or
- The client would like to receive email notifications
In this scenario, simply use your client's preferred email address to create the Hubdoc organization.
What automated connections will me client need?
Hubdoc has over 700 live connections with banks, utilities, telecom providers, and more. Review this list of Hubdoc's Live Connections to determine which ones can be added to your client's account. Enhanced connections will fetch in cheque images and deposit slips in addition to statements.
What Information Do I Need for Onboarding?
Once the organization has been set-up and you're ready to get your client's Hubdoc organization going, make sure you are ready for your onboarding meeting:
Hubdoc Login Email
This is the email you used to add/create their organization. If you used an email alias, you can share this with them. This will allow them to log in to the web and mobile apps.
When your client received their invitation to join Hubdoc, they would have created their own password. However, if you used an email alias, you may have created a placeholder password for them. Have this ready to share with them, and you can recommend updating this to something more secure during your onboarding meeting.
Many banks and online connections now require users to set up personal verification questions (PVQs) and/or two-factor authentication (2FA). If this has been enabled on your client's account, they will be prompted in Hubdoc as well. Ask your client during onboarding whether they have enabled any of these features. If so, set their expectations:
- Personal Verification Questions: Banks and online suppliers typically ask users to set 3-5 PVQs for security. These will get prompted in Hubdoc, similar to how they would when logging in directly. Once a PVQ has been answered, Hubdoc securely saves these answers so that the same question will not need to be answered again. PVQs may appear more frequently during initial account set up, but once all PVQs have been answered, they will not appear again unless they are updated through the bank.
- 2FA: Banks and online suppliers may also have two-factor authentication which requires a one-time code be entered into the system. Since these are one-time codes, Hubdoc is not able to save these. These may appear more frequently depending on how the bank has set up their security systems. In this case, let your client know you may occasionally need their help with connecting to their account successfully.