About getting documents into Hubdoc

Overview

• Understand how to get documents into Hubdoc.

What you need to know

To get documents into Hubdoc, you can:

• Manually upload, or drag and drop them, in the web app from your computer or device.
• Email them directly into Hubdoc using your organisation’s unique intake email address.
• Use the mobile app to take a photo and upload them.
• Set up an account connection to automatically import documents from selected financial institutions.
• Connect your organisation to ScanSnap.

There’s no limit to the number of documents you can store in Hubdoc. You can manually upload or email up to 1000 documents to your organisation every 24 hours. If you reach that limit, either wait 24 hours, or turn data extraction off and continue to email or upload documents.

You can upload or email any type of document using the web app, ie invoice, receipt, cheque. The file type must be either PDF, JPEG, PNG, IMG, HEIC, HEIF, HTML, or Plain text.

The maximum file size for a single document in Hubdoc is 35MB. If you publish documents to QuickBooks Online, files must be under 25MB to show as attachments on the transaction. Documents over 25MB show as a link on the transaction, rather than an attachment. If you publish documents to Xero, files must be under 3MB to show as attachments on the transaction. Documents over 3MB show as a link on the transaction, rather than an attachment.

Hubdoc doesn’t have the ability to unzip folders or extract data from spreadsheet files such as Excel or Google Numbers.

Email or manually upload

Email documents into your organisation

Each Hubdoc organisation has a unique intake email address that’s found in the Organization Settings. It also shows when you click Upload Document, which includes the option to copy the address to the clipboard on your device.

When you first set up your Hubdoc organisation, you need to change the unique intake email address that’s provided as a default. You should make the unique intake email address unique and specific to your organisation.

You can email documents into Hubdoc, or set up rules in your email program to automatically forward documents to your Hubdoc organisation.

When you email one or more attachments to your organisation, Hubdoc creates a separate document for each attachment. The name of the attachment becomes the document's display name.

By default, Hubdoc doesn't create a document from the body of the email, but you can change this setting. This is helpful when the body of the email contains additional information relating to the attachment. Hubdoc converts the email to a PDF and creates a separate document. The email subject line then becomes the document's display name.

Hubdoc doesn't create a document from an attachment that needs to be accessed through a hyperlink in the email.

Where email signatures include small images or other attachments such as company logos, Hubdoc automatically recognises these due to their size. These images don’t go through data extraction, they go directly to the trash folder and show on the Failed tab, with the tag #not-a-document.

Upload documents using the web app

When manually uploading a document via Upload Document, you can choose from the following options:

• Standard Document Upload – upload individual documents, or select multiple documents to upload in bulk.
• Multi-page PDF Split – split multiple pages into separate documents. Hubdoc creates one document per page.
• Bank Statement Upload – if your organisation is in the US or Canada, upload a statement from a supported bank to extract your bank statement data.
• Drag and drop – drag and drop files from your computer or device into the upload window.

Once your documents are uploaded, they automatically appear under the All tab. The documents will also appear in the tab which reflects their status, ie Processing, Review and Failed.

Add notes to documents

When you email a document to Hubdoc, you can add a note to appear in the notes section of the document in Hubdoc. If the email has multiple attachments, the note appears on all the documents.

In the body of the email, use the format: #note [note text] #note.

To add a note to an existing document in Hubdoc, above the document image, click Notes, add your note, then click Save.

Multi-page documents

You can email or manually upload up to 50 single-sided documents in one go using the web app, but not the mobile app.

Use Multi-page PDF Split to upload a single-sided, multi-page PDF document and create individual documents for each page in Hubdoc. This only works for PDFs. If you select this option and choose another file type, you can't upload the document.

When emailing a document with multiple pages, add #split in the subject line of the email to upload each page as a separate document in Hubdoc.

It’s not possible to upload two-sided documents, as Hubdoc only recognises one side of a document. If you have two-sided documents, use a third party program or scanner to combine the pages into one document, then upload it into your organisation.

Use a direct account connection

Direct account connections integrate directly with your supplier’s application to automatically import recurring invoices and bills into your Hubdoc organisation.

• When you add a new connection, all the documents available on your supplier portal are imported. Most companies provide 12-18 months of documents initially, then Hubdoc imports new documents as they’re generated.
• If you don’t want to sync certain accounts, such as personal accounts, you can hide the accounts to stop the documents automatically importing into Hubdoc.
• Hubdoc creates a folder for each supplier, or subfolders if you have multiple accounts with one company.
• You need to turn paperless billing or e-statements on with your supplier so Hubdoc can import documents from them.

TIP | If you have documents that can’t be imported through a direct account connection, you can manually upload or email them into your Hubdoc organisation. 

Connect to ScanSnap

Connect your organisation to ScanSnap so you can scan a document and immediately upload it to Hubdoc.

You need a Fujitsu ix series scanner in order to use ScanSnap.

What's next?

Upload or email your documents into Hubdoc, or set up a direct account connection.