Publishing documents to Quickbooks Online

Once documents have been uploaded into Hubdoc, start configuring vendor rules to create entries in Quickbooks Online. Hubdoc will complete the data entry for you, help automate the bookkeeping process and audit-proof your books by attaching the source document to the entry. 

Learn how to connect Hubdoc to Quickbooks Online

Step 1: Review the extracted data

When you're ready to publish a document to Quickbooks Online, expand the 'Edit Data' bar by clicking the pencil icon to the right of a document after you've selected it. Documents that have not yet been published can be located in the 'Review' tab, and sometimes from the 'Failed' tab. 

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Make sure that the vendor name, transaction date, and total amount are correct. If publishing tax data has been enabled on your account, review the tax calculation or make adjustments as needed. 

Step 2: Configure the relevant document type

Once you have reviewed the transaction details, scroll down to the 'Destinations' heading. Click 'Configure' next to Quickbooks Online.

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

Bill

Documents published as a 'Bill' are visible in Quickbooks Online within the 'Expenses' tab. Bills let you use Quickbooks Online to track expenses and manage bills through accounts payable. The 'Bill' document type appears under 'Type' in Quickbooks Online.

Generally, you should select this value for invoices or documents that you have some number of days to pay. If you are not sure of the method of payment for a particular expense, you should also publish the transaction as a 'Bill' since you do not need to specify a payment method or account. 

How to Configure a Bill

Hubdoc allows you to configure the following values before publishing to Quickbooks Online. All required fields (*) must be completed for the document to publish successfully.Screen_Shot_2017-07-10_at_10.53.14_AM.png

Required Fields:

Vendor: Hubdoc retrieves your Vendor list (Suppliers in Quickbooks Online) when connected to Quickbooks Online. Select or begin typing the name of the vendor for this document. 

Screen_Shot_2017-07-10_at_11.14.14_AM.png

If the vendor hasn't been created in Quickbooks Online, click '+ New Vendor', enter the name and click 'Create' to create a new supplier immediately in Quickbooks Online and make it available in this list.

Screen_Shot_2017-07-10_at_11.15.50_AM.png

Once the vendor has been created in Quickbooks Online, additional details can be added in Quickbooks Online by clicking the 'Suppliers' tab under 'Expenses'. You can add new Vendors to Hubdoc by pressing the 'New supplier' button in Quickbooks Online.

Screen_Shot_2017-07-10_at_11.22.19_AM.png

Account: Hubdoc retrieves the Accounts (Chart of Accounts in Quickbooks Online) when connected to your Quickbooks ONline account. Before this document is published, 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 Quickbooks Online, use this field. Data entered here is sent to Quickbooks Online 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

Expense

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

How to Configure an Expense

Hubdoc allows you to configure the following values before publishing to Quickbooks Online. All required fields (*) must be completed for the document to publish successfully.

Screen_Shot_2017-07-11_at_9.19.10_AM.png

Required Fields:

Vendor: Hubdoc retrieves your Vendor list (Suppliers in Quickbooks Online) when connected to Quickbooks Online. Select or begin typing the name of the vendor for this document. 

Screen_Shot_2017-07-10_at_11.14.14_AM.png

If the vendor hasn't been created in Quickbooks Online, click '+ New Vendor', enter the name and click 'Create' to create a new supplier immediately in Quickbooks Online and make it available in this list.

Screen_Shot_2017-07-10_at_11.15.50_AM.png

Once the vendor has been created in Quickbooks Online, additional details can be added in Quickbooks Online by clicking the 'Suppliers' tab under 'Expenses'. You can add new Vendors to Hubdoc by pressing the 'New supplier' button in Quickbooks Online.

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 connected Payment Accounts when connected to a Quickbooks Online account. Before this document is published to Quickbooks Online, select or begin typing the appropriate payment account code from the list populated from Quickbooks Online. The payment account codes will be different for each payment type you select.

Screen_Shot_2017-07-11_at_2.41.45_PM.png

Account: Hubdoc retrieves the Accounts (Chart of Accounts in Quickbooks Online) when connected to a Quickbooks Online account. Before this document is published, 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 Quickbooks Online, use this field. Data entered here is sent to Quickbooks Online 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

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'.

How to Configure a Vendor Credit

Hubdoc allows you to configure the following values before publishing to QBO. All required fields (*) must be completed for the document to publish successfully.Screen_Shot_2017-07-11_at_4.08.32_PM.png

Required Fields:

Vendor: Hubdoc retrieves your Vendor list (Supplies in Quickbooks Online) when connected to Quickbooks Online. Select or begin typing the name of the Vendor for this document.

Screen_Shot_2017-07-10_at_11.14.14_AM.png

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

Screen_Shot_2017-07-10_at_11.15.50_AM.png

Once the vendor has been created in Quickbooks Online, additional details can be added in Quickbooks Online by clicking the 'Suppliers' tab under 'Expenses'. You can add new Vendors to Hubdoc by pressing the 'New supplier' button in Quickbooks Online.

Screen_Shot_2017-07-10_at_11.22.19_AM.png

Account: Hubdoc retrieves the Accounts (Chart of Accounts in Quickbooks Online) when connected to a Quickbooks Online account. Before this document is published, 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 Quickbooks Online, 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

 

 

 
Step 3: Publish the document

Once all the relevant fields have been configured, you are ready to publish a document to Quickbooks Online! All you have to do is click 'Publish'. After the document has been published, the document will move out of the 'Review' or 'Failed' tabs, and into the 'Archived' tab. 

If you need to make any updates to the document, you can repeat steps 2-3. The transaction details will be updated as long as the transaction has not already been matched and reconciled. If the transaction has already been matched and reconciled, re-publishing the document will create a duplicate transaction. 

Step 4: Review the transactions in Quickbooks Online

When a Bill is published to Quickbooks Online, it can be located in the 'Expenses' tab. When you click on the 'Bill' it will appear as below:

Screen_Shot_2017-11-27_at_10.25.48_PM.png

When an Expense is published to Quickbooks Online, it can be located in the 'Expenses' tab. When you click on the Expense, it will appear as below:

Screen_Shot_2017-11-27_at_10.27.23_PM.png

When a Vendor Credit is published to Quickbooks Online, it can be located in the 'Expenses' tab. When you click on the Vendor Credit, it will appear as below:

Screen_Shot_2017-07-17_at_11.57.47_AM.png

Bonus: Publishing Tax Data and Multiple Line Items

Hubdoc also supports publishing tax data and/or multiple line items to Quickbooks Online for more complex transactions that may contain taxable and non-taxable amounts, multiple account codes, or customers, all on one document. 

How to Publish Tax Data

How to Publish Multiple Line Items

 
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