Onboarding Your Clients to Hubdoc

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

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

• Tags for Organization

• Notes for Collaboration

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

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.

Have a question about Hubdoc onboarding best practices? Visit our Helpdesk or reach out to our support team for assistance!