What you need to know

Make sure the document has the required information:

  1. Vendor name

  2. Invoice or Ref #

  3. Date

  4. Due Date

  5. Total Amount

  6. Document type

  7. Account (from IM chart of accounts)

  8. Description

Some of this information is already on the document and some you need to add.  You can write it directly on the receipt/invoice/document or add notes in the email

  1. Email them directly into Hubdoc using your organization’s unique intake email address.

    • In the notes section of the document. In the body of the email, use the format: #note [note text] #note

    • Hubdoc creates a separate document for each attachment.

    • Hubdoc doesn't create a document from the body of the email.  

    • Hubdoc doesn't create a document from an attachment that requires access through a hyperlink in the email.

  1. Use the mobile app to take and upload photos.  See links above

    • Images must be in JPEG or PNG format.

    • Tap the add icon, then select Select from library.

    • Select an image, then tap Upload file.

    • You can add notes after the file is uploaded.  


You can upload or email any type of document.

The file type must be either PDF, JPEG, PNG, IMG, HEIC, HEIF, HTML, or Plain text.

The maximum file size for a single document is 25MB to show as attachments on the transaction.