Customise configurations by supplier

Overview

• Set up how you’d like supplier documents treated when they're added to Hubdoc, or what document notifications you want to receive.
• Identify documents that don’t need to be reviewed and can be automatically archived.

Set up publishing rules for supplier documents

Set up or edit how you’d like Hubdoc to configure data for documents from a specific supplier before publishing to your cloud accounting platform.

Before you start, make sure your Hubdoc organisation is connected to your cloud accounting platform. Then:

1. On the Hubdoc dashboard, click the settings icon .
2. In the Manage Accounts tab, select the Suppliers tab, then click the supplier's name.
3. Under Integrations, select Configure rules for [cloud accounting platform].
4. If you want Hubdoc to automatically configure and publish all documents from the supplier to your cloud accounting platform, select Auto-sync.
5. Under Publish As, select the type of transaction you want to publish to your cloud accounting platform from the supplier.
6. Under Tax Rate, select the tax rate you want to apply to documents from the supplier.
7. Review and update the relevant document fields. The fields that display depend on the Publish As option selected.
8. Click Save Changes.

Turn off duplicate detection

To turn off duplicate detection for a particular supplier:

1. On the Hubdoc dashboard, click the settings icon.
2. In the Manage Accounts tab, select the Suppliers tab, then click the supplier's name.
3. Clear the Notify me of duplicate documents for this supplier checkbox.
4. Click Save Changes, then click Close.

You can turn duplicate detection back on for the supplier at any time. To do this, select the Notify me of duplicate documents for this supplier checkbox.

Change the document location

You may want to change the location where documents are saved in Hubdoc when they’re added. For example, multiple staff members have cell phone accounts with the same supplier, so it’s easier to split accounts by name rather than account number.

To change where a document is saved:

1. On the Hubdoc dashboard, click the settings icon.
2. Select the Suppliers tab, then select the supplier.
3. Under Document Location, click Edit location.
4. Navigate to where you want the documents saved.
5. (Optional) To create a new folder, click New Folder, enter a name, then press Enter on your keyboard.
6. Select the subfolder, then click Select.
7. Click Save.

To move existing documents, drag and drop them into the new folder. To select multiple documents, hold the Control button on your keyboard as you click each document. 

Review all documents before publishing

When new documents are imported, they appear in the Review tab. Documents appear in the Archived tab if they're manually archived, the supplier accounts are set to auto-archive, or data extraction is disabled.

To review all new documents for a particular supplier, disable the auto-archiving setting for each subaccount. To do this:

1. On the Hubdoc dashboard, click the settings icon.
2. In the Automated Accounts tab, click the arrow next to your supplier's logo.
3. Under Auto Archive, clear the Archive documents with no configured destinations checkbox.
4. Click Save, then click Close.

All new documents from this subaccount appear in the Review tab once their data is extracted. You can then publish to your cloud accounting platform or manually archive them.

Set email alerts

How they work

• Notifications can be customised at the supplier or subaccount level to let you know there’s a new document in Hubdoc, or that a bill is due in five days.
• Bill reminder alerts are only sent if documents for that supplier have due dates.
• Changes are applied on a moving forward basis, so the alerts only apply to future documents imported.
• You can’t disable notifications that tell you to answer a personal verification question, two-factor authentication code, or update password credentials. This is to ensure documents can continue to be imported into Hubdoc.
• By default, all notifications are sent to the email address used to create and manage the Hubdoc organisation.
  If you use an email alias, the email notifications are sent to the email alias' root email. For example, notifications for ‘yourname+client@firm.com’ are sent to ‘yourname@firm.com’.

Set notifications for each supplier

1. On the Hubdoc dashboard, click the settings icon.
2. Select the Suppliers tab, then select the supplier.
3. Under Email Alerts, select the notifications you want to receive.
4. Click Save, then click Close.

Set email forwarding for particular suppliers

Automatically send new documents to a specified email address when they're added to Hubdoc.

1. On the Hubdoc dashboard, click the settings icon.
2. Select the Suppliers tab, then select the supplier.
3. Under Integrations, select the Forward to email addresses checkbox.
   If you can’t select Forward to email addresses, check you’ve set up email forwarding for your Hubdoc organisation.
4. Select All, or the individual email address to include.
5. (Optional) Select Auto-send to automatically send the documents without them needing to be reviewed.

What's next?

Understand the documents you can publish to QuickBooks Online or Xero (Xero Central website).