Hubdoc onboarding process overview
At a high-level, the Hubdoc onboarding process can be completed in the following steps:
Before onboarding
Before you begin to onboard your clients to Hubdoc, there are some decisions you need to make and some actions you must take.
First, you’ll need to determine:
- Who’s paying for the account – is it you (the firm) or the client?
- Who should receive email notifications from Hubdoc – is you (the firm) or the client?
- What banks and suppliers will your client need?
- What information do you need for onboarding?
Before onboarding, we also recommend that you:
- Create the client account
- Grant access to your team
- Set up the client’s unique intake email address
- Connect the client’s general ledger (i.e., Xero or QBO)
- Add your client’s automated connections
- (Optional) Set up tags for easy document management
RESOURCES:
Hubdoc Client Pre-Setup Checklist
This checklist includes a list of key questions and to-dos that will help to ensure you’re organized and ready-to-go before onboarding a new client to Hubdoc.
This checklist includes a list of key questions and to-dos that will help to ensure you’re organized and ready-to-go before onboarding a new client to Hubdoc.
Client Communication – Hubdoc Onboarding Email Templates
Use these templates as a starting point for communicating with your clients during the Hubdoc onboarding process. Includes suggested copy for introducing Hubdoc, preparing for the client’s Hubdoc onboarding session, and onboarding follow up.
Use these templates as a starting point for communicating with your clients during the Hubdoc onboarding process. Includes suggested copy for introducing Hubdoc, preparing for the client’s Hubdoc onboarding session, and onboarding follow up.
During onboarding
During onboarding, be sure to cover:
- The role Hubdoc will play in your relationship and your tech stack
- Their pertinent information – Username, Password, and Unique Intake Email
- How to use Hubdoc (uploading documents, maintaining connections, etc.)
When teaching your clients how to use Hubdoc, cover the following features/actions:
If the client is using Hubdoc for document collection only:
- Automated Connections
- Maintain Accounts & Security (2FA & PVQs)
- Uploading Documents
- Drag & Drop
- Email Intake
- Mobile App
- Scanner
If the client is doing their own bookkeeping:
- Automated Connections
- Maintain Accounts & Security (2FA & PVQs)
- Uploading Documents
- Drag & Drop
- Email Intake
- Mobile App
- Scanner
- Connecting Hubdoc to QuickBooks Online or Xero
- Folder Structure
- Workflow Status Tabs
- Tags for Organization
- Notes for Collaboration
- Configure Documents to Publish
RESOURCES:
Hubdoc Client Setup & Onboarding Checklist
This checklist includes a comprehensive list of steps to be completed when onboarding new clients to Hubdoc.
This checklist includes a comprehensive list of steps to be completed when onboarding new clients to Hubdoc.
After onboarding
Follow up with your clients to reinforce the expectations set during onboarding.
Consider the following items:
- Submitting paper documents – Remind them how to do so, as well as the frequency at which they should do so (if not on-the-go).
- Maintaining automated connections – Tell them what to expect if they need to re-establish an automated connection with a bank or supplier.
- Any outstanding to-dos/items – Every client is different and will likely have questions about how Hubdoc fits into your new document management workflow. Be sure to address any other questions, comments, or concerns.
RESOURCES:
Client Communication – Hubdoc Onboarding Email Templates
Use these templates as a starting point for communicating with your clients during the Hubdoc onboarding process. Includes suggested copy for introducing Hubdoc, preparing for the client’s Hubdoc onboarding session, and onboarding follow up.
Use these templates as a starting point for communicating with your clients during the Hubdoc onboarding process. Includes suggested copy for introducing Hubdoc, preparing for the client’s Hubdoc onboarding session, and onboarding follow up.
Paper to Hubdoc (Single-Page PDF – For Clients)
Your clients will still be responsible for uploading their paper documents to Hubdoc. This easy-reference guide provides instructions for how to upload paper to Hubdoc using our mobile app, via email, scanner, and desktop computer.
Your clients will still be responsible for uploading their paper documents to Hubdoc. This easy-reference guide provides instructions for how to upload paper to Hubdoc using our mobile app, via email, scanner, and desktop computer.
Have a question about Hubdoc onboarding best practices? Reach out to Hubdoc Support for assistance!
