How to publish documents in Hubdoc to QuickBooks Online

This page covers a Hubdoc organisation connected to QuickBooks Online, and that connection must be in place before anything can publish. When you connect, Hubdoc imports your suppliers, your chart of accounts and each supplier's payment terms from QuickBooks Online, and you choose from those lists when completing the fields.

Know what each Publish As type creates. Hubdoc can publish a document as a Bill, an Expense or a Supplier Credit. In Hubdoc's descriptions, a Bill is something to pay by a set date, an Expense is a purchase paid for at the time, and a Supplier Credit is a credit note that isn't tied to an invoice or bill. Check with your accountant which type fits a document. The fields on screen change with the type you choose.

The Account on each document, and the details on each line, are yours to complete. Hubdoc lists your QuickBooks Online accounts for you to pick from, and which one a document belongs in is a choice to check with your accountant.

Watch for credit notes. Hubdoc flags any document that looks like one, and a flagged document has to be checked by you before it can go to QuickBooks Online.

1. Find the document in Hubdoc and open it.
2. Click Edit Document, to the right of the document, to open the data toolbar.
3. If you want to, select the Mark as Paid checkbox.
4. Under Transaction Details, confirm the data Hubdoc extracted and correct anything that's wrong. Due Date can stay empty, in which case QuickBooks Online uses the transaction date.
5. Under Destinations, click QuickBooks.
6. In the Publish As field, choose Bill, Expense or Supplier Credit.
7. Complete Supplier and Account, plus Payment Type and Payment Account Code for an Expense. Description is optional, and so is Term, which applies to a Bill. For a supplier not yet in QuickBooks Online, click New Supplier, enter the name and click Create.
8. For more than one line on the transaction, click Multiple next to Line Items, enter each line in the Edit Line Items dialog box, then click Save & Close.
9. To use an inventory item from QuickBooks Online on a line, click Item Details in that dialog box, pick the item in the Product/Service field, update Qty and anything else that needs it, then click Save & Close.
10. Optionally, select Save configuration to reuse these settings on this supplier's future documents, and Autosync to have those documents publish automatically once configured.
11. Click Publish, or click Publish All to send the document to QuickBooks Online and to every other connected integration, such as your cloud storage account.

QuickBooks Online now holds a new transaction made from the document's data. A document under 25MB is attached to it as a copy, while a larger one shows on the transaction as a link. Bills, expenses and supplier credits published this way are listed on the Expenses tab in QuickBooks Online.

Back in Hubdoc, the document gains a Re-publish button. Re-publishing pushes your edits to the transaction that was first created, with two exceptions where QuickBooks Online ends up with a duplicate instead: the transaction has already been matched and reconciled there, or you've changed the Publish As type. Talk to your accountant before re-publishing anything that's been reconciled.

A supplier added with New Supplier is created in both Hubdoc and QuickBooks Online.

To have a supplier's documents publish as soon as they're uploaded, turn on autosync in the supplier's settings: click the settings icon in the top right of the dashboard, open the Suppliers tab and click the supplier. Under Integrations, select Configure rules for QuickBooks, then Auto-sync, choose the Publish As type, complete the other required fields, click Save Changes and then Close. Documents Hubdoc identifies as credit notes are kept out of auto-publishing and wait for you to publish them by hand.

A document only publishes once every required field for its Publish As type is complete. Check Publish As, Supplier and Account first, and on an Expense, Payment Type and Payment Account Code too.

If edits to the lines don't show in the data toolbar, open Edit Line Items again, make the changes, and finish with Save & Close.