Accounting Automation Bliss: Hubdoc + Bill.com

January 14, 2016

As I find myself trying to write this article, one thing comes to mind: Reese's Peanut Butter Cups. I'm sure that at this point many of you may be wondering if I'm even fit to be writing at all. Well, hear me out. What's behind that thought is simple: in my mind, Bill.com + Hubdoc are a perfect combination, just like chocolate + peanut butter.

At the Sleeter Conference in 2014 I had the pleasure of stumbling across the Hubdoc booth, where I took the time to learn about what their solution had to offer and their vision for the future. That was my "aha" moment, realizing they had the missing link that I didn't even know was missing. Immediately the wheels began to spin in my pretty little head and I had a vision of how I would like Hubdoc to work with Bill.com. Today I am thrilled to be writing about how that vision has become a reality.

Bill.com has been my chocolate since 2007 and now Hubdoc is my peanut butter. The newly released Hubdoc + Bill.com integration brings together two of my favorite cloud applications. With this super combination we are one step closer to a world of zero data entry.

Many of you already know what Bill.com can do for your business. Hubdoc is a relative newcomer in the accounting software arena. They recently had the honor of being added to the Bill.com App Center.

Figure 1. Bill.com App Center

Hubdoc helps automate small business bookkeeping. It does this by gathering key financial documents in one place, automatically. What really makes Hubdoc different from everyone else is that they can automatically retrieve online statements and invoices from companies such as Verizon, Comcast, and most major Financial Institutions. Hubdoc has over 500 automated connections and they are adding more and more every week. Furthermore, Hubdoc extracts key data from your documents, getting them ready to publish to your accounting platforms.

All this gets even more valuable through the Hubdoc + Bill.com integration. By combining these products, it’s easy to create an automated workflow for all of your payables. A bill can travel from Verizon to Hubdoc to Bill.com and be routed to the default approver without you having to touch it. Accounting automation is finally within reach.

Bill.com + Hubdoc = Zero Data Entry on Bills

With the Bill.com + Hubdoc integration come three core benefits:

No More Chasing Down Client Bills

Advisors spend up to 35% of their time chasing their clients for documents. Hubdoc automatically pulls your online bills and statements into their secure hub. Never chase documents again.

You can also provide suppliers with your custom Hubdoc email address. They can send invoices directly to Hubdoc, saving you time and any administrative burden.

Data Management, Not Data Entry

Hubdoc extracts the key data from your bills (Amount, Vendor, Bill Date, Due Date, Invoice #). Hubdoc’s Vendor Rules control how bills are coded when pushed to Bill.com. This includes granular control over the Account, Vendor, Class, Department, and Location. These lists are pulled directly from your Bill.com account.

This automation will save you data entry time in Bill.com and help you move up the value chain.

End-to-End Automation for Bills

Hubdoc handles collection and management of your bills. Bill.com handles approval and payment, and syncs to your accounting.

Hubdoc + Bill.com Workflow

Now let's talk about the ideal workflow. The goal is to have the first time you see the bill be around the approval process.

Change is hard for small business owners and their advisors. Often, the biggest obstacle to adopting new software is adjusting workflow. I thought it might be helpful to suggest a set of best workflow practices for Bill.com and Hubdoc.

  1. Hubdoc auto-fetches a bill or receives it via Hubdoc email address from you, your client, or one of their vendors.
  2. Hubdoc extracts the key data (Amount, Vendor, Bill Date, Due Date, Invoice #). The bill is now ready to publish to Bill.com.
  3. Create a Vendor Rule in Hubdoc to publish the bill to the correct Account, Vendor, Class, Department, and Location in Bill.com. Hit the "Publish" button (all future bills will be published to Bill.com automatically).
  4. The bill document image along with all the key data arrive in Bill.com as a processed bill ready for approval and/or payment.
  5. Bill.com syncs the bill to your accounting system (Xero, QuickBooks Online, QuickBooks Desktop, Intacct, Netsuite).

How it Works

Make sure you have a Hubdoc account and a Bill.com account.

  1. Connect your Hubdoc account to your Bill.com account.

You do this in the Destinations tab of Hubdoc. You can also connect Bill.com to Hubdoc by connecting to Hubdoc from the Bill.com App Center. Both methods work.

Figure 2. Hubdoc Destination Tab

  1. Configure a Hubdoc Vendor to push to Bill.com

Hubdoc publishes to Bill.com by allowing you to build vendor rules. In the example below, the user has configured Comcast to publish a bill coded as follows to Bill.com:

  • Account: Telephone & Internet
  • Vendor: Comcast
  • Tracking Class: Not selected
  • Location: New York
  • Departments: Sales

The next time Hubdoc retrieves a Comcast bill, it will be published to Bill.com based on those coding rules.

Figure 3. Configure Vendor Rules in Hubdoc

  1. Wait for the magic as bills start to flow into Bill.com.

Hubdoc automatically fetches the bill (from Comcast in this example), extracts key data such as bill date, due date, vendor, amount, and invoice number, and then publishes it to Bill.com by creating a Bill. This bypasses the Bill.com Inbox, creates the bill transaction that includes the document image, and routes it to the default approver or approval workflow for the last transaction for that vendor.

 

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