I encourage my clients to reduce the amount of paper they use in their business. Not only does it helps you in your efforts to run an environmentally-sustainable business – it also makes it easier for you to manage back-office responsibilities and collaborate with your bookkeeper since documents are readily available in the cloud.
Simplify your back-office responsibilities
Many business owners struggle to keep track of bills, receipts, bank statements, and other important documents. They tend to pile up on a desk or get stored in a filing cabinet where they’re quickly forgotten. When the time comes to pay bills, categorize expenses, and update the books, there is a large stack of paper to organize and make sense of.
Using cloud document storage, you can upload these documents as they come in. When you sit down to take care of your back-office responsibilities, you’ll easily be able to find the documents and information you need.
Collaborate with your bookkeeper
When your important financial documents are available online, your bookkeeper can update your records in real time from anywhere. They can ensure your bills are paid on time, perform bank reconciliation on a regular basis, and identify any issues early on.
Go paperless with Hubdoc
One of the keys to making any change in your business is to implement the right tools. When it comes to document storage, I love Hubdoc – a cloud document storage service that automates data entry.
Hubdoc syncs with both QuickBooks Online and Xero, my preferred cloud accounting systems. It also connects with Bill.com. When you upload your documents to Hubdoc, it extracts data and automatically sends it to your general ledger and billing system.
√ Snap a Photo with the App
Simply take a photo of your receipt, invoice or bill with the mobile app and throw out the paper copy. Hubdoc scans, extracts and stores your documents, ready to be published.
√ Forward your Email Paperwork
When you sign up for Hubdoc, you will receive a personalized email address for your business so you can forward any email statements and invoices straight from your inbox.
√ Add all your accounts
Hubdoc automatically pulls your bills and statements into your secure ‘hub’, giving you a single login in to view all of your accounts. Search for your account provider (e.g. your bank, your communications provider and any other major supplier you do business with regularly), enter your account information and watch as Hubdoc automatically pulls in your documents for you.
√ Integrate with other platforms
Publish your documents and their data directly to your accounting software, such as Xero and Quickbooks Online or use Hubdoc’s Vendor Rules to automate how receipts, bills and statements are coded.
Safe and Secure
√ Bank-level protection
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.
√ A “Read Only” service
Hubdoc does not have the ability to make account changes of any kind because we are granted limited access to your accounts, bills and statements. This means that no one, including you, can use the service to access money or make changes to any of the accounts.
A Hubdoc subscription costs only $20 per month and is included for FREE with a Deluxe Bookkeeping Package.