Linda Artesani shows how to process vendor bills from scan to payment using Hubdoc and QuickBooks Online. She uploads a utility bill, manually enters details when she needs it fast, sets up vendor presets to auto-populate future bills, and flags common problems like duplicate uploads and crooked scans that need splitting.
Chapters
Hi there, Linda Artesani, Artesani Bookkeeping. I promised one more video on Hubdoc and how I use the program. So I'm going to come over to— actually going to come over to where I have scanned a bill. So I have this vendor, East Providence City Water, and they send me their bill by mail. I cannot get them to email me one. I believe there was a fee and it's a utility company. So I've received this bill and I've scanned it. So I have a couple of ways that I can get this into Hubdoc. The easiest way I find is to— I can just share from here. So I can just hit send file and then actually email it to Hubdoc and I just type in Hub. And I've got several people, so I go Hubdoc accounts, 1704 Associates is the one I want because that's the bill, and then I can just send it. Now this will arrive in the email box with Hubdoc and it will show up in my Hubdoc account. So the other way, you see it's populating here, actually drop it in just from where I scanned it. So I could just take the bill and just drop it in here and now it will populate into Hubdoc. So when you see a little clock, the clock means that it's processing and it takes about— it's less than 24 hours. It's actually pretty quick. If I wanted to jump the gun here and get this bill in without waiting for Hubdoc, let me just— because I've done this a couple of times, I'm going to take out this one. I don't want it in twice, so I can delete it from here. I don't want it to come in again. So if I wanted to bring this in and actually put the details in of the bill itself, I can come over here and actually put the details in and then send it into QuickBooks Online. If I hadn't configured it, this would be a great time to configure it. It's very simple to configure. You just come over and hit the word Configure. Come over here and put the vendor in. It's a bill. I want to put it in as a bill because I'm going to pay it as a bill. I'm going to put the vendor in, which is— I'll just type East Providence and the utility company will come up. The account is Water and Sewer. The class is Door Avenue. That's the building that I'm sending this bill to. And then I'll need to put information up here because the bill is Not populated in the system yet because I had— I did not wait for the clock. So I want to put the amount in. I have to put the date in of the bill, which is 12/8. I can put the due date in. I don't have to. It's going to come through on the bill. And then it's again East Providence Utility. And then I can send it. So I don't have to wait for their clock to populate. If I'm in a hurry, maybe the bill's late and I need to hurry up and pay the bill. this is a way to get that in there. So now I've got the checkmark, which means it's gone through. Here you can see there was a problem. I need to look at that to see why this one didn't populate through. So let's go to QuickBooks and take a look and see if my bill came through. And here it is, and there it is. And now I can come back here and find my, my actual bill. So it's that easy to work in Hubdoc. This is what I love about it because it saves me a bunch of time. I don't have to actually do what I just did, coding it in the first time. That's how you would code it in to actually preset the settings. Now the next time this bill comes in and I scan it into the system, into Hubdoc, it's going to read it if I just wait overnight. Usually I get my mail about 2 o'clock in the afternoon and I just scan it into Hubdoc and then every day I check my Hubdoc account to see if something didn't come through. Now lots of times something cannot come through if it's crooked or, you know, not exactly the way it's supposed to be. You can see like this bill came through and it just came in and it's already processed. You can see the green checkmark and actually I paid it because I paid it with a credit card. But I also have the manager, he scans his receipts so when he gets his receipts in he just drops them in, puts where they belong, what building they belong to, and then I can put this in. So the clock is still ticking on these but these won't populate, especially like this one's got 2 properties. I need to split that up. And then here you can tell the bill was in his pocket and he lets me know what building it's in and then I put it in the system. It could populate on its own. I'm just gonna wait and see till tomorrow to see if that comes through. And I'll probably have to come in and double-check because of the different buildings in this case. I have to make sure it goes into the Providence Street one. But that's about all there is to know about QuickBooks Online and how to work with it with Hubdoc. I think it's a really great program to actually get the system to do the work for you so you don't have to do that entry, that manual entry, data entry. Not perfect, you still should double-check it. Sometimes it reads numbers a little bit off, and I always just like to look at the— I just want to make sure that my document will come in exactly like it came from Hubdoc. I want to see that it comes in coded and I can just double-check the bills. And a lot of times when I'm paying the bills It's so wonderful to have that bill attached to my transaction. So I go in and just check and then I pay my bills online with the bank site. So I just click on the online banking and I go in and pay the bills and I've got all my vendors preset with their account numbers and I just double-check. Extra checking system to make sure I'm paying the bills and because I use the banking online with my bank, I never print a check. I don't mail any checks out anymore. They send them for me. Which is a wonderful little savings. I don't really buy postage very much at all, and I don't buy checks. You know, it's just a way of saving money in the business. I do that with a lot of businesses. I train the clients how to pay their bills like that, and I send them the form of what's open, and they just pay them. So I hope that's helpful. Just a short video on Hubdoc, but again, it's my favorite app. I would love to Try out some of the other apps, but I'm really addicted to this one because it just saves me time, and time's money. It allows me to work on different, more clients, so it's all good. Thank you so much for watching, and if you have any questions, comments, I'd love to hear them. And I'll leave a post, I'll attach this to my blog post with a link so that you can click on Facebook and share any information or even an app that maybe you love. Thank you for watching. Bye now.
