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Publishing To QBO By Document Type

This Help Desk article will go over the different document types that you can publish to QBO through Hubdoc and the function of each document type.

Learn how to connect Hubdoc to QBO

Learn how to configuring a document to publish to a cloud platform, including how to auto-sync it to your cloud platform.

In this article, we'll review the different document types Hubdoc can publish to QBO.

To edit the configuration a document uses to publish to QBO, expand the 'Edit Data' bar on a document and scroll down to the 'Destinations' section. Click 'Configure' next to the QBO icon.

Hubdoc supports publishing 3 different document types to QBO. Each type allows you to configure different information before publishing to QBO.

Bill

Documents published as 'Bill' are visible in QBO within the 'Expenses' tab. Generally, select this value for invoices or documents that you have some number of days to pay. This will let you use QBO to track expenses and manage bills through accounts payable. The 'Bill' document type appears under 'Type' in QBO.

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Hubdoc allows you to configure the following values before publishing to QBO. All Required Fields must be completed for the document to publish successfully.

Required Fields:

Vendor: Hubdoc retrieves your Vendor list as well as your Chart of Accounts when connected to QBO. Select or begin typing the name of the QBO Vendor for this document.

Screen_Shot_2017-07-10_at_11.14.14_AM.png

If the Contact hasn't been created in QBO, click '+ New Contact', enter the name and click 'Create' to create a new entry immediately in QBO and make it available in this list.

Screen_Shot_2017-07-10_at_11.15.50_AM.png

So how does this contact look in QBO? Additional Vendor details can be managed in QBO by clicking the 'Suppliers' tab under 'Expenses'. You can add new Vendors to Hubdoc by pressing the 'New supplier' button in QBO.

Screen_Shot_2017-07-10_at_11.22.19_AM.png

Account: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate account from the list.

Screen_Shot_2017-07-10_at_11.24.35_AM.png

Optional Fields:

Description: If you would like additional information about this document to be published to QBO, use this field. Data entered here is sent to QBO in the Description field for each line item.

Screen_Shot_2017-07-11_at_5.24.34_PM.png

 

Note that if you choose to publish using multiple line items, Hubdoc supports entering a different description for each line.

Screen_Shot_2017-07-10_at_1.49.54_PM.png

In QBO:

This document can now be published to QBO! Hubdoc will create a new Bill entry in QBO using the data from this document and attach an electronic version of the source document as well. You can find your published documents in QBO by clicking 'Expenses'.

 Screen_Shot_2017-07-17_at_11.55.31_AM.png

 

 

Hubdoc also supports publishing tax data to QBO if your QBO account has this enabled.

As well, Hubdoc supports splitting a single document to post as multiple line items to QBO. This feature allows you to break out taxable and non-taxable amounts on one document. You can also break out documents with multiple account codes, descriptions, or customers. Learn more about publishing Multiple Line Items.

Expense

Publish documents that you have paid straight away as 'Expense' transaction to QBO. This document type is similar to a 'Bill' document but will be posted to QBO as an approved transaction. The 'Expense' document type appears under 'Type' in QBO.

Screen_Shot_2017-07-11_at_9.19.10_AM.png

Required Fields:

Vendor: Hubdoc retrieves your Vendor list as well as your Chart of Accounts when connected to QBO. Select or begin typing the name of the QBO Vendor for this document.

Screen_Shot_2017-07-10_at_11.14.14_AM.png

If the Contact hasn't been created in QBO, click '+ New Contact', enter the name and click 'Create' to create a new entry immediately in QBO and make it available in this list.

Screen_Shot_2017-07-10_at_11.15.50_AM.png

So how does this contact look in QBO? Additional Vendor details can be managed in QBO by clicking the 'Suppliers' tab under 'Expenses'. You can add new Vendors to Hubdoc by pressing the 'New supplier' button in QBO.

Screen_Shot_2017-07-10_at_11.22.19_AM.png

Payment Type: Hubdoc lets you select the payment type for any given expense. You can select from three options: Credit Card, Cash/Debit, and Check.

Screen_Shot_2017-07-11_at_10.36.30_AM.png

Payment Account Code: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate payment account code from the list populated from QBO. The payment account code will be different for each payment type you select.

Screen_Shot_2017-07-11_at_2.41.45_PM.png

Account: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate account from the list.

Screen_Shot_2017-07-10_at_11.24.35_AM.png

Optional Fields:

Description: If you would like additional information about this document to be published to QBO, use this field. Data entered here is sent to QBO in the Description field for each line item.

Screen_Shot_2017-07-11_at_5.24.34_PM.png

Note that if you choose to publish using multiple line items, Hubdoc supports entering a different description for each line.

Screen_Shot_2017-07-10_at_1.49.54_PM.png

 

In QBO:

This document can now be published to QBO! Hubdoc will create a new Expense entry in QBO using the data from this document and attach an electronic version of the source document as well. You can find your published documents in QBO by clicking 'Expenses'. 

Screen_Shot_2017-07-17_at_11.57.27_AM.png

Hubdoc also supports publishing tax data to QBO if your QBO account has this enabled.

As well, Hubdoc supports splitting a single document to post as multiple line items to QBO. This feature allows you to break out taxable and non-taxable amounts on one document. You can also break out documents with multiple account codes, descriptions, or customers. Learn more about publishing Multiple Line Items.

Vendor Credit

Hubdoc allows you to add a credit note that is not linked to a sales invoice by publishing a transaction as 'Vendor Credit'. This can be utilized if a vendor supplies you with a credit document that indicates you no longer owe the amount stated on the document. The 'Vendor Credit' document type appears under 'Type' in QBO as a 'Supplier Credit'.

Screen_Shot_2017-07-11_at_4.08.32_PM.png

Hubdoc allows you to configure the following values before publishing to QBO. All Required Fields must be completed for the document to publish successfully.

Required Fields:

Vendor: Hubdoc retrieves your Vendor list as well as your Chart of Accounts when connected to QBO. Select or begin typing the name of the QBO Vendor for this document.

Screen_Shot_2017-07-10_at_11.14.14_AM.png

If the Contact hasn't been created in QBO, click '+ New Contact', enter the name and click 'Create' to create a new entry immediately in QBO and make it available in this list.

Screen_Shot_2017-07-10_at_11.15.50_AM.png

So how does this contact look in QBO? Additional Vendor details can be managed in QBO by clicking the 'Suppliers' tab under 'Expenses'. You can add new Vendors to Hubdoc by pressing the 'New supplier' button in QBO.

Screen_Shot_2017-07-10_at_11.22.19_AM.png

Account: Hubdoc retrieves the Chart of Accounts when connected to your QBO account. Before this document is published to QBO, select or begin typing the appropriate account from the list.

Screen_Shot_2017-07-10_at_11.24.35_AM.png

Optional Fields:

Description: If you would like additional information about this document to be published to QBO, use this field. Data entered here is sent to QBO in the Description field for each line item.

Screen_Shot_2017-07-11_at_5.24.34_PM.png

Note that if you choose to publish using Multiple lines, Hubdoc supports entering a different description for each line.

Screen_Shot_2017-07-10_at_1.49.54_PM.png

In QBO:

This document can now be published to QBO! Hubdoc will create a new Bill entry in QBO using the data from this document and attach an electronic version of the source document as well. You can find your published documents in QBO by clicking 'Expenses'.

Screen_Shot_2017-07-17_at_11.57.47_AM.png

Hubdoc also supports publishing tax data to QBO if your QBO account has this enabled.

As well, Hubdoc supports splitting a single document to post as multiple line items to QBO. This feature allows you to break out taxable and non-taxable amounts on one document. You can also break out documents with multiple account codes, descriptions, or customers. Learn more about publishing Multiple Line Items.

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Comments

  • Avatar
    Mitchell Mossman

    How should credit card receipts (for restaurant meals, for example) that were paid with a credit card at the restaurant be coded? Bill or Expense?

  • Avatar
    Alex Green

    Hi Mitchell! Thank you for the question. Since this receipt has already been paid via credit card, I recommend coding it as an Expense.

    If you have any other questions, you can reach out to our Support team at support@hubdoc.com or call in from Monday to Friday 9AM-6PM EST at 800-577-2842. We're happy to help!

    Alex

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