About document fields and types


  • 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.


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.

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