How to email documents to Hubdoc

Get your organisation's intake address. It's shown in the Organization Settings, and the Upload Document dialog displays it as well, with an option to copy it to your device's clipboard. For a new organisation, swap the default address Hubdoc set up for one that's unique to your business before you start sending to it.

Send files as attachments. Hubdoc won't pick up a document you'd have to open through a hyperlink in the email. Each attachment needs to be a format Hubdoc reads, such as PDF, JPEG or PNG, and no bigger than 35MB.

Decide whether the email's own text matters. By default, Hubdoc doesn't turn the message body into a document. When the body carries details about the attachment, you can have Hubdoc keep it as a document of its own: click the settings icon on the dashboard, open the Organization tab, select Create documents from both the attachment(s) and the body of the email, then click Save changes.

1. In your email program, write a new message to your organisation's Hubdoc intake address.
2. Attach the document, or several. Hubdoc treats every attachment as a separate document.
3. Sending a PDF with several pages that should each stand alone? Add #split to the subject line.
4. For a note to appear on the document in Hubdoc, type it in the message body wrapped in tags, in the format #note [note text] #note.
5. Click Send.

Every attachment turns into its own document, carrying the attachment's file name as its display name. With the email body setting switched on, Hubdoc also converts the message into a PDF and files it as one more document, named after the subject line.

A note sent with the #note tags lands in the notes section of the document. When the email carried several attachments, that same note appears on each of them.

Logos and other small images in an email signature are spotted by their size. Hubdoc skips data extraction for them, moves them straight to the trash folder, and lists them on the Failed tab with the tag #not-a-document.

To take back a document that shouldn't be there, follow the how-to on deleting a document in Hubdoc. If you'd rather add files from your computer or the mobile app, see the how-to on uploading documents.

If a multi-page PDF came in as a single document, check that #split was in the subject line of the email, since that's where Hubdoc looks for it.

Forgot the note? Open the document in Hubdoc, click Notes above the document image, type the note and click Save.

Hubdoc limits each organisation to 1,000 emailed or uploaded documents every 24 hours. When an organisation hits that ceiling, you can wait 24 hours, or turn data extraction off and keep sending.