Using Hubdoc with credit card transactions

Hubdoc,  this is by far my favorite app to use with QuickBooks Online.  It is very easy to use and I don't have to bother my clients for documents.  One of the best things about it is the app on the phone.  I have educated my clients (and their employees) to use it when they purchase items with their credit card.  

In my example in the video, the client owns several properties.  They are all under one corporate shield.  So I use the class feature in Quickbooks Online (QBO) Plus to separate the properties.  Because of this step of classifying, I do not automate the entire transaction like I do with some customers.  The client has their maintenance man write the name of the building on the slip before he uploads it by taking a photo on his phone.  So instead of me having to call/email or otherwise bug the maintenance man...."Where is this slip or where is that slip? They are missing from my statement." Like I used to do in the "old" days, I now have them instantly at my fingertips.  The transactions feed right in from the credit card feed into QBO.  

The steps are as follows:

  1. Maintenance man needs to make a purchase for one of the properties.  He goes to the store, uses the credit card to make the purchase.  He writes the property name on the slip, takes a picture using the Hubdoc app and uploads it.
  2. Log into the QBO file.  I go to bank feed page to see what has uploaded overnight.  I see the purchase the next day.
  3. Go to Hubdoc for this customer and check to see the new transactions and I find the slip.  I click download.
  4. Enter the slip in QBO from the feed screen, classify it to the particular building the purchase was for.  Attach it.  This is all done from the bank feed screen.
  5. Review records with client.   If they need to see what was purchased, I simply just click on the transaction and click on the attachment.  Hubdoc actually reads the slip and names the pdf appropriately too!​

It is truly that easy to attach the document.  My last step (which is not in the video) is I click the arrow on the transaction in the Hubdoc program to open the details screen and I change the transaction from unpaid to paid.  That will create a checkmark on the document.  This is helpful as you go along, so you will know quickly what has and has not been entered into QBO.

I love having a paperless office.  I love that my client's have access to their documents right from their QBO file.  No more, "Can you get me such and such slip as we are returning....", etc.  This has also been such a time saver as the client can see what was purchased instantly.  No more big fat files of paper here!

If you would like to see additional videos on specific issues you are with QuickBooks Online, feel free to reach out to me on my Facebook page. I will be showing some future videos on how I automate many functions for Property Management firms.  More favorite "app" videos to come. 

Lynda Artesani

Lynda Artesani is the president of Artesani Accounting. Her firm specializes in working exclusively with the legal industry. She is passionate about helping her attorney clients migrate to modern cloud-based systems and become future-ready.​ ​ She is a Top 100 ProAdvisor, an alumni member of the Intuit Advisory Board and a member of the Intuit Trainer Writer Network. She also runs a Facebook group and a private group called The Accountant's Law Lab. It is a place where members can learn how to work with attorneys and law firms. Lynda lives in Southwest Florida. She is a registered yoga teacher and in her free time, you will find practicing yoga or walking on the beach.​