Create a Google Drive Invoice for Accounting with Ease

Google drive invoice for Accounting

welcome back to hub doc tutorial number four in my last video in part three i made the mistake at the end of the video saying that the next series was going to be part five so just to make sure there isn't any confusion there are not five parts to this series there are actually only four and this is the um last and final uh part of the public tutorial series that i i'm posting so what we're going to talk about in this series is integrations and there are many different integrations that you can hook up to your hub dock so that you can kind of streamline your workflow a little bit there's just a couple of them listed up here on this hub dock dashboard and you'll see we can sync to xero quickbooks online bill.com share file google docs or google drive i should say excuse me and so many others but the ones that we're going to talk about today because they're the ones that we use most frequently are quickbooks online and google drive so the whole kind of purpose at least for us of implementing hub dock into our workflow was that there would be an easy way for our clients to get their paper documents to us because we're a virtual bookkeeping firm so we aren't running around town picking up paper copies of things we're not getting big bulky packages in the mail or anything like that all documentation and receipts and invoices and things like that are being submitted electronically into a document portal and we use hubnock as the document portal and um but we also want it to be we don't want it to be a place where okay the document is in the document portal and now we put in all of the information that pertains to the filing system and how we want this document filed and then we have to duplicate that data entry by going into our accounting software and then entering all of the data there and then if we want to have a copy of the receipt or invoice attached in quickbooks we would need to download the invoice and then upload it into quickbooks in order to attach it that's the way we used to do it when we used to have people submitting stuff to us via email or submitting stuff to us via a google drive folder or something like that we'd have to download the documents and then upload them into quickbooks we'd have to give them a file name that was searchable and then we'd have to put that same information into the accounting software and it was just way more work than was necessary so hobdak takes away all of that extra work for us and i'm going to show you how it does that today so we talked about in our earlier videos what these tabs mean that was in tutorial number two how to use the tabs and so we're going to go to the review tab because that's going to be where you do the bulk of your data entry and processing from and i have three invoices in here today that need to get taken care of so the first thing that i'm going to do is i'm going to click on this edit document bar over here on the right if this window or data entry screen isn't already open for me and we talked about it in video number three tutorial number three how the details up in this section are usually extracted by hub docs so that there's no data entry necessary by you it's really more of just a review to make sure that it pulled the correct information and maybe you need to tweak a little something here or there maybe you need to add a due date but for the most part this information is already going to be populated for you so that's one less thing you have to do and this is going to be determining how this gets filed and how it's searchable later on so just know that when you're reviewing this information that you understand how it's going to be searched for whatever you think you're going to search for it by make sure that that information is reflected here this is a receipt because it's already been paid it's automatically taken out of the account so i'm just going to click on receipt and then i'm going to come down here so there's two places that i have this uh document that i wanted to integrate to one of them is google drive because i want just an extra backup copy so this is not necessary this is not something you have to do because first of all you have an electronic copy archived and stored in the filing cabinet as i like to call it in hub doc over here by vendor name they're sorted over here and that's all talked about in video number three but getting back to what we're doing over here so you've got it stored there once i integrate this with my quickbooks i'm also going to have a copy of this image attached to the transaction in quickbooks so that's two copies of this invoice and i'm just being triple redundant here in making sure that i have adequate backups because anytime you're dealing with electronic files or anything like that there's always the opportunity to lose things so i'm also going to have it published to a google drive folder and that way if i ever stop using hub doc i still have it in my quickbooks online and i also still have it in my google drive folder um and if i don't have a subscription to hub doc anymore it's not that big of a deal because i still have two copies of my documents so um the first thing that i'm going to tell you is i always like to publish it to google drive first and in this case this one is actually set up to automatically publish to google drive so i don't have to do anything with it but you'll see when we get to these others that there might be you know it'll look a little bit different so this is telling me that this has already gone to google drive and it's going to be stored in google drive exactly the same way that my folder structure is set up over here because that's how i chose to do it in my settings in hob doc and i'm not going to get into all of that today that's something that you know is for maybe another video or something that you can just go play around with in the settings but i chose to have it file things exactly the same way that they're filed in hobdock just for simplicity and consistency so this one is already sent over there but then we need to tell it okay how does this need to get sent over to quickbooks online now the really nice thing is you can if you go into settings and then from there go into your suppliers so we'll go to google as an example you can actually set up kind of rules for each one of your suppliers so that this automatically kind of fills in for you each time and you don't have to do the data entry every time but let's just say um here we defeat is this the quickbooks integration okay integration so configure rules for quickbooks online so you can configure rules here so that it does the same thing every time and you don't have to tell it what to do each time so in this case every time i wanted to publish as an expense because this is not an invoice i need to pay this is not going to accounts payable this has already been paid so i just want it to publish as an expense i want it to go to an account called cost of virtual operations i want the supplier to be you know google llc and this is this is all coming directly from my vendor list in quickbooks they're syncing and talking back and forth to one another so this is directly from my vendor list in quickbooks um the payment type is always going to be credit card it's going to be this particular credit card i don't have it going to a class and then whatever i want the description to be each time i can customize that if it needs to get assigned to a customer i can choose the customer and then i can choose if it's billable it those two don't apply to me right now so if that is how i want it all set up then all i would do is i would save my changes and then every time that and then here's where it's checked to auto sync to google drive but if i didn't want it to automatically sync to google drive i could just uncheck that box so that these would not automatically sync so now i can just save my changes and every time that this google invoice comes into hub dock it's gonna it's gonna use that rule so it's doing it just the way that it was set up in the roles it made it an expense it's going to google the credit card that's the particular credit card that's the account it's going to um the description is filling in it's all right there all i really need to do is just review make sure i agree that's how i want it and that there's no exceptions this time and then i'll just click on publish and this is going to send it right over to my accounting software it's going to remove it from my review tab it's going to file it over here in my google folder so if i go to google ink i should see that one that i just processed over here in the all tab and here it is so it's filed away for me and go back to review and get back to where we were okay and it takes me on to the next one and i can just move on to the next one now if i go into my quickbooks online over here and i just pulled on my recent transactions by clicking in my search box up here i will see that expense sitting in here it's hard to tell that's what it is so i'll just click on it to open it but we will see that that expense has now come over to quickbooks it happens immediately um it's in here and down at the bottom it has the document itself attached to the transaction in quickbooks so it makes it great for easy reference so that our clients if they ever want to look at something and they want to see the details they can just open up that document and they can see it and that works out really well and then all of the information that we put into hub doc is transferred over into here and so now this transaction is in and then even more sweet than that is if you have are using the bank feeds in quickbooks online then it's going to automatically match up the bank feed transaction to that transaction that you sent over from hobdock so for instance if i go in here and i go to my credit card if that transaction has already processed and come through oh wait here it is right here perfect so it did come in so google pulled the amount from my credit card and we processed that through hub dock and it came over and it found that record and it attached it and if i actually click on this in my bank feed i can see right here that this is the record that it found i can click on the link to open it and just verify that it's the right transaction but i happen to know that you know it is because i've done this long enough but um and then all i have to do is click match so i've matched it to my bank and i've got a copy of the receipt attached to it like i really didn't have to do anything except look at the invoice make sure that the data was correct in hub doc and then hit process and that's all i had to do to get all of that all of that information done in literally seconds whereas it used to take me several minutes to make that happen when i had to do everything manually so we'll just run through one more here just so you can get a feel for this one more time so here we have a flowers invoice and we're just gonna again this was probably charged to the credit card let's see if it even tells us here it tells us yep that it was using a credit card ending three zero so i'm going to do this as a receipt and from you flowers it's pulling the invoice number it's pulling the date it's putting in the amount and that is correct and then down here i don't actually have um well actually i must have rules already set up for quickbooks but the first thing i'm going to look at is google drive okay so this one here is not set to automatically sync to google drive so all i have to do here is hit configure and then just publish if i wanted to auto sync in the future i could just click this little button here so that it'll auto-sync to google drive so then i'll just click on publish there and then i need to fill in my details here for quickbooks online so i'm just going to review these yes it's an expense from your flash credit card that's all correct i would put this to advertising and i'm going to change my description here and um and then i would just publish this and that's all i have to do so it's that quick and and not easy and then it disappears from my list and then i go on to my next one and i can see here that this is also paid already i know that and make it a receipt this is the vendor name that is correct it's pulling the invoice number the date the amount is correct this is all correct this is where i want it to go i literally just need to publish it to google drive publish it to quickbooks and off it goes now what i will say is if you're publishing to google drive and you're publishing to quickbooks i always publish to google drive first because if you publish to quickbooks first and you don't have the google drive um like you didn't open it up it'll disappear and then you'll have to go hunt it down and then send it over to google drive it'll disappear out of your review tab here if you don't do i always like to just open them both up so that you can fill in the details for both and then do google drive and then quickbooks online that's just a quick little tip it's not a necessary thing the other thing that i didn't really mention in any of my other videos is that you can process things while they're in the processing tab so what might happen is if you start processing it and then all of a sudden it might move to the review tab or something well if you step away for a second and then come back it may not be in your processing tab anymore it might move to the review tab but if you don't want to wait for it to go through the processing you can definitely enter things from that tab that's not a problem at all so hopefully you found this video series helpful and that you've learned a few things if you enjoyed this video please click subscribe and check out some of our other videos thanks for watching