Hubdoc New Features

Hi there, Linda Artisani, Artisani Bookkeeping. So I wanted to do a short tutorial on Hubdoc. There's some new features and yes, I love Hubdoc and they love me. They sent me a couple of t-shirts. So thank you, Adam, my rep at Hubdoc. But I wanted to do a little video on some of the new features in Hubdoc because there's a couple of new things. I have to say that I work with a lot of apps and as you know if you've read my How Do I Love Thee Hubdoc blog, which I'll put a post to, a link to, and that gets into more depth of how I work in the program. If you read that, you'll understand that I really do adore this. This is one of my favorite apps. I use it a lot, a lot of customers, and I have to say that for the price you get a good deal with all all of the things that it can do, and if you're not using all the features, you really should. Also, the app is really versatile, so it does things really simply, and it's a well-thought-out app. And one of the things I do love about it, it's a good corporation. I was a little freaked out, not gonna lie, when I saw that it was acquired by Xero, which is a competitor of Intuit QuickBooks, but I've been assured that they're not going to lose the market that they've developed with QuickBooks, which is great. But one of the things that kind of a pet peeve of mine, and if you've ever used an app for a while and it just kind of sits out there like somebody created it and they just leave it and they don't keep developing it, and if the app just sits out there dormant, it becomes a dormant app and then you just don't even want it because something else will come in and take it over. Hubdoc is definitely not that kind of an app. They're always doing things to improve their app, kind of like Intuit with QuickBooks is doing with their program. So I'll take you to my screen. This is my son-in-law's company, so I can show it here. I got permission. And here's an invoice from a vendor that the vendor emails directly into Hubdoc. So I can see that it was uploaded by billing at the paint shops. So this is an account that I've already pre-done, and I have it as an auto, auto-published. And my bookkeeper actually looked it over to make sure it's accurate. So I always double-check it, you know, machine stuff and auto Artificial intelligence is not perfect, and I want to make sure that it comes in properly. So we always check it, and then once it's been checked and verified in QuickBooks, I just hit the paid button. So I put the little banner on it so I can follow it. I love that this tells me the time and the date. So if one of my workers in this company says, I uploaded that receipt, and then I find out it was uploaded 3 months ago, I can now look and see when it was uploaded. You can see it right here at the bottom, the date and the time it was sent over. So I love that new feature. Another thing in this program is you can add a tag. So tags are great. I use them in Asana and I use them in several web-based programs and it's a great way to kind of code things if you want to do like an extra code because now I can search by a tag. So that's another great feature. Another feature here and this was uploaded by my son-in-law and it was really for a different company but he doesn't know how to switch and toggle between the companies. So the bookkeeper, she's new to me and she just wrote, I don't see this client. So she wanted me to know that she didn't see this because it doesn't belong in this company, it belongs in a different one, and I've already downloaded it. It's so simple to download. You just come over here, download, and it drops in. And then I just open it up, the other company, and I upload it to that. So it's really just put it in there. If you're adding a receipt, you just drag and drop. So if I went into the other side and I wanted to add this in, I would just drag it up here and plop it in there, and then it would get put into that spot. I wanted to show you a new feature that I really like that I haven't gotten— had the time yet to work in here. And it is— the new feature is Where you can combine the names. So I've got some things like AutoZone, AutoZone. This is just from the way it reads. It's OCR and it reads the it reads the documents. So it comes in and it reads the paint shops. So if I come down to the paint shops, if things don't come in exactly perfect because it's reading things in certain specific places, if it doesn't come in perfectly, you know I'll show you. I'm sure there's yeah there's many L Suite Lumber's. It's just the way it came in on the document. So if anything's a little bit off. the artificial intelligence doesn't read it and thinks it's a new vendor. So how do you fix this? Because I've got a lot of duplication in here. So you would think you'd come over here, and one of the things you can do over here is there's a little arrow and you can rename and add a new folder and download all files, which I do do at the end of the year. I download them into file folders per year so the documents are together. So if I have an audit by the IRS, I just say, here's the 2018 docs, and that the attachments that are attached in QuickBooks, but here's the copies. So if they want specific copies, sometimes they ask for copies of every single document from 2018, or maybe every document from Home Depot. So I can just send them a Home Depot file and it'll all be in there with the documents for 2018. So I love that, and I just move them out of here for the next year. So to do the feature to combine the vendor names, I'm going to come over to Accounts, and then I'm going to come over to my manual accounts. And then it's really simple. So Hubdoc makes things really simple, and actually it gets smart learning, so it actually can see things and actually combine them as they go along. But I will show you here, we'll go to Adler. So there's Adler Brothers Hardware and Adler's here. So I want to merge these 2, and it's going to ask me which name do you want to keep, and I actually want to keep this name. So I'm just going to manage the vendor and it's going to combine the 2. So now they're together. And I can just come down here, there's another Adler's Hardware. So you can see that these 2, it's still the same, I know it is. So I'm going to say I want to keep that top one and put them together. So see how simple this is? You can't make it more simple, right? AutoZone, there's 3 AutoZones. So I'm just going to merge and it's going to ask me and I'm just going to pick that middle one because that's kind of the way I'd like to see it spelled. And it does this. Don't you wish QuickBooks did this? I do. It's way easier than even QuickBooks does it, so it's pretty cool. Like I said, this is just a fabulous app. It's one that's, you know, I might not want to combine these. I think one is Beacon and one could be Beacon Insurance, so I know there's more. I'd have to really look in the file. Coventry Glass, Coventry Glass, Coventry Glass. Well, they're all Coventry Glass, so I'll just pick, probably pick this bottom one. So you just pick and merge them. I mean, can you— you can't get more easier than that. So this is why I love this particular program. I'm going to take you up here. We'll get out of that window now, and I'm just going to show you how you can even take a slip like this, right? So actually, let's take this AutoZone one. So here it is. He bought a truck part for one of the vehicles, and he just snapped a picture and uploaded it into QuickBooks. I know that it's Capital One. He paid with his Capital One. He actually wrote that on there, but because he's got different Visas, so I know it's the Capital One one. I know it's a truck part, right? So I can manually download it and go into QuickBooks and enter it. I don't want to do that, so I want to make this an automatic entry. So I just configure the settings in QuickBooks because pretty much everything they buy at AutoZone is going to go to the truck. So I would come over here to the right. I'm going to publish this, and when they go to AutoZone, they usually always buy it with a credit card, so I'm going to use it as an expense. My vendor is going to be AutoZone, and I'll just type AutoZone. And then payment type is the credit card, and it's going to want to know what account, and he always spends it on Capital One. That's his main credit card. And the account is going to be— his is called Vehicle because it's a really old-fashioned file. We don't use classes, but in the past we used to, so you could put Vehicles for the class. And there's no customer here, but if there were a customer, you can put, you know, Shop there. Or whatever you want to put in there for a customer if you want to have customers on everything. And then you just hit publish and it's going to get sent over. If I click publish, it's going to get sent over to QuickBooks where it was checked. Yeah, you can see it's got her name here that she was in here and she checked it. The next thing I'm going to do here is I'm going to come over to AutoZone. I'm going to find the expense and here it is. You can see the little 1 underneath the attachment. That's where it's attached. And then you can come over here, and I'm going to pull the receipt up, and there's the receipt. So it's attached to my transaction. So that's how easy it is to use Hubdoc. So it's pretty simple and effective way to work in QuickBooks without having to do all the manual entry. So I hope that's helpful, giving you a little taste of the new features in Hubdoc and how you can merge folders and how you can see where the transactions were imported, and you can see who actually did the tran— transaction if it was manually pushed over. Hope that was easy and fun to see how much fun it is to work in Hubdoc, and I look forward to seeing you in the next video. Thanks, bye now.