About document fields and types
Overview
- Understand document fields and types in Hubdoc.
Document fields
When a new document appears in your organisation, Hubdoc extracts the Date, Total Amount and Supplier, and if available the Due Date and Invoice / Ref #. If other fields are required for the document, you need to enter these manually.
All mandatory fields must be completed before the document can be published to your cloud accounting platform.
| Field | Description |
| Mark as Paid | For your reference, you can select the checkbox to show an invoice or bill as paid. Marking a document as paid doesn't affect how it's published or its status in your cloud accounting platform. |
| Document Type | The type of document. View the table below to understand each type. |
| Supplier | Who the document is from. This is a mandatory field. |
| Invoice / Ref # |
The invoice or reference number for the document. If this field is blank when you publish the document to your cloud accounting platform, Hubdoc automatically enters the Hubdoc document ID number as the default reference. |
| Date | The date of the document. This is a mandatory field. |
| Due Date |
The date the document is due to be paid. If you don’t enter a due date before publishing the document, the transaction date is used as the due date on the transaction in your cloud accounting platform. |
| Total Amount |
The total amount and currency of the document. These fields are mandatory. By default, the currency is what's selected in your organisation settings, but you can change it at a document level. If Hubdoc misreads an amount that uses a comma, change the amount in the edit data toolbar. |
| Tax Rate |
For organisations in the UK, CA, AU and NZ only. This field only shows if you’ve enabled tax data to be published. Select the tax rate that applies to the document, or select Extracted Amount to adjust the tax amount. If you select a specific tax rate, Hubdoc calculates the tax amount based on the Total Amount entered for the document. If you select Extracted Amount as the Tax Rate, use the calculator to enter the tax amount. |
| Subtotal |
For organisations in the UK, CA, AU and NZ only. This field only shows if you’ve enabled tax data to be published and you’ve selected a specific tax rate. You can't manually enter the subtotal, Hubdoc automatically calculates it based on the tax rate selected. |
Document types
Understand what each document type represents.
| Document type | Description |
| Invoice | A bill you've received from your supplier that you need to pay |
| Invoice (AR) | An invoice you've sent to your customer (accounts receivable) |
| Statement | Summary of your account with a supplier, or the transactions in your bank account for a certain period |
| Report | Any type of business report, such as a builders report, accounting reports or compliance reports |
| Receipt | A document acknowledging a payment you've made |
| CSV | A file saved as a comma separated values file type, often a spreadsheet used to export transactions from a bank account |
| Check | Official bank document directing a bank to pay money out of your bank account to a payee |
| Deposit | A document that shows money deposited into an account |
| eTransfer | Online money transfer receipt |
| Payment | Proof of a payment you've received |
| Credit Memo | A document to show money is owed (money refund document), either for accounts receivable or accounts payable |
| Purchase Order | A document created by a buyer to order products from suppliers |
| Other | Any document that doesn’t fit the above criteria |
What's next?
Identify the best way to get documents into your organisation.