Hubdoc is a document management add-on for the Xero ecosystem. In a nutshell what it does is digitises and extracts key information from your paperwork via a process known as optical character recognition (OCR), which allows you to search for any scanned item by keyword.
I must admit that one of my strong points isn’t filing and paperwork does really pile up fast and furiously. The bugger of it all is when you are trying to find a particular receipt or document and you have no idea where it is. Hubdoc is built for people like me. So let’s have a look at Hubdoc and see how it works.
How it works and looks
Hubdoc has a very simple interface, and you can interact with Hubdoc in a number of different ways. Outlined below are the different ways you can interact with Hubdocs that makes it very convenient and user-friendly.
Snap a photo with the app
It comes with an app that is compatible with Android and iPhones. It is very straightforward to use and requires you taking a photo of the receipt or the paperwork you want to send to Hubdoc. Once you take the photo it will upload it automatically and begin the OCR process, so that the document can be made searchable.
Forward your email paperwork
You can also forward emails to an address that is provided by Hubdoc, which also does the same as the above.
Scan/Upload your documents
If you have a backlog of documents you can scan the information with a high-speed scanner and send it through to get catalogued and made searchable. Hubdoc does not, however, provide a service to scan the documents for you, and as such relies on you to do all the scanning, photos, etc. This can be done via a web browser manually through the interface or emailed as per above.
Online bills and statements automatically setup
You can also set up online bills to automatically connect with Hubdoc, which is a really useful feature. However, I did notice that being US-based, a lot of the integrations are geared more towards companies that are US based, and as such I didn’t notice any Australian or UK companies to integrate to.
Other integrations for storage include Box, Dropbox, Google Drive, smart vault and share file for storage of every new Hubdoc document in your cloud storage account. I’m not sure if this is a duplicate of what Hubdoc does, or whether all the scanned information is encrypted and stored by the end user on their own cloud storage.
2018 Update: Hubdoc now integrates with Xero and QuickBooks Online.
Is it safe?
According to Hubdocs website, Hubdoc uses bank-level security to ensure your data is safe. This includes 256-bit encryption, SSL/TLS and a Premium Extended Validation certificate – as well as monitoring and verification from McAfee & TRUSTe, the trusted industry standards in data security.
Hubdoc also assures you that all the information is backed up forever and read-only, so no one can change the information. Boasting that internal Hubdoc users cannot change information.
How easy is it to find my information?
One of the strong points of add-ons like Hubdoc is the ease in finding the paperwork, and that’s due to the auto-filing and sorting with advanced OCR. This allows you to search by keywords, phrases and even tags. Making it very easy to locate an obscure document.
How does it work with Xero?
Within a few clicks, you can configure Hubdoc to push supplier information into Xero. This saves you an invaluable amount of time in data entry, with Hubdoc doing all that for you. All you have to do is set up the initial account and the rules and Hubdoc does the rest.
Unlimited number of accounts, unlimited number of business accounts.
American Based company and supports a lot of American financial institutions.
Specifically targets accountants and bookkeepers (professional services).
Hubdoc looks like a great solution, with the exception of not allowing you to mail in your documents to be scanned and OCR completed on them. But this is a concession that is worthwhile considering the competitive price point and the many other different integrations provided for by Hubdoc.
Not a Business User?