Automatically fetch documents from banks and online suppliers

Hubdoc connects with hundreds of online suppliers and banks to automatically fetch bills, invoices, and bank statements into one secure hub. Add automated connections to your firm’s Hubdoc account to automatically retrieve your historical and recurring financial documents.  

How automated connections work

For each website Hubdoc fetches documents from, we have built a special software program called a "robot". This robot securely logs into the website on your behalf. The robot is trained to navigate the website and click the necessary links to find and fetch your documents, just like you would if you logged into the website yourself.

Determine which connections to add

Review our list of live connections for your region to see which banks and suppliers to add to your account. Depending on the account, enhanced connections can bring in statements, cheque images, CSV files, and deposit slips.

Before you start, make sure that the “paperless billing” or” e-statements” option is turned on in your supplier’s account so Hubdoc can fetch documents. In addition, make sure you are familiar with your username and password for the bank or supplier’s online portal to avoid being locked out of your account from too many failed login attempts.

Please note: Hubdoc can only fetch documents that are currently available on the online portal. If electronic document delivery was recently enabled on your account, Hubdoc may not be able to fetch historical documents.

Add an automated connection

Follow the steps below to add a connection to your Hubdoc organization. (These same steps will apply to your client organizations, as well!)

1. From the Hubdoc organization, click Add Account.
2
Use the search bar to find one of your accounts, or click one of the popular connections listed (displayed by the supplier's logo).
3. 
Enter your login credentials for the selected supplier. This allows Hubdoc to log in to the account using read-only access to fetch documents.
4. Click Add Account.
5. 
If your supplier or financial institution requires Personal Verification Questions (PVQs) or Two-Factor Authentication (2FA)  to verify your login, click Update Account or Fix it to enter the required information and complete the process.


Managing personal verification questions

Personal verification questions provide an additional layer of security to your online accounts. Whenever a PVQ is answered in Hubdoc, Hubdoc will be able to log in to your account with read-only access and fetch documents. The PVQ response will be securely stored and the same question will not be prompted in the future.

Sometimes, banks and suppliers require multiple PVQs. Each time Hubdoc encounters an unanswered PVQ, the connection will pause and will not be able to fetch new documents until you have entered the correct response to the new PVQ.

We recommend answering all of the PVQs associated with one of your connections when doing the initial set up to ensure an uninterrupted retrieval of documents.

Pro tip: Review the PVQs and answers you set up on your online portal to avoid any frustrations or locked accounts if PVQs in Hubdoc are answered incorrectly.

1. Add an account and input the login credentials.
2Once the account has connected, click Update Accounts to prompt the first question.
3. Enter the answer to the question, then click Submit.
4. Repeat steps 1-3 until you’ve successfully answered all the questions.

Please note: Sometimes the same PVQs may be prompted more than once, depending on the unique account set-up of the supplier/financial institution. 

Having issues with your connection’s PVQs? Read our Helpdesk article for troubleshooting solutions.

Managing two-factor authentication

Two-factor authentication adds an additional layer of security to your online accounts. When you add a connection that requires a 2FA code, Hubdoc will notify you by displaying an alert next to the connection in the Manage Accounts tab and/or send you an email notifying you that your account requires attention.

To enter your 2FA code, click Fix it next to the connection and follow the prompts. Hubdoc will save the code and log in automatically to fetch documents.

Given the nature of the fetching process, it’s possible that a connection may be unable to connect, even if you’ve followed these steps correctly.

Anytime a bank or supplier website makes a change – even one as small as changing the text of a link or the location of a button – our “robots” can get lost and will be unable to find your documents. Adding to the challenge is that the website doesn't communicate with Hubdoc when it is going to make a change – we only find out when the robot is no longer able to fetch documents.

Please note: Due to bank and supplier security protocols, 2FA codes may need to be re-entered from time to time. The frequency that 2FA codes need to be updated depends on the institution, oftentimes on a monthly or quarterly basis. Hubdoc does not support the use of bank tokens or unique pins generated from card readers as a method of two-factor authentication.

Tips for managing two-factor authentication:

Set client expectations:  Speak to your client about Hubdoc 2FA during the onboarding process. Set the expectation that accounts with 2FA will need to be updated on an ongoing basis after initial client onboarding. 

Check your 2FA settings for the bank or supplier: Hubdoc will ask for your 2FA code only as often as the third-party website requires it. If you would like to reduce the frequency of 2FA requests, you may be able to manage this in the settings of the third-party website.

Contact Hubdoc Support: When you notice an error message next to an automated connection, click ‘Report a Problem’ next to the connection to submit a ticket with our support team. This will help us identify and start to repair the issue. Please note, however, that depending on the change, it's tough to estimate when the connection will be up and running.

What’s next? Learn how to upload documents from your mobile device, desktop, email, or scanner.

About the Author

Paige Sopik

Paige is an Education Specialist at Hubdoc. She draws on her experience on Hubdoc's support and marketing teams to provide users with top-notch digital educational resources. Paige takes her knack for teaching to the yoga studio and chases any opportunity to learn something new.

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