If you’re tired of collecting (and occasionally losing) receipts, you’ll be happy to know that there is a simple solution. Here at Shift Accounting we use Hubdoc to house and organize receipts so that they’re easy to find when we need them and there’s no risk of losing them. It’s as simple as taking a photo of your receipt and saving it.
You can follow along with this Facebook video or read the below text.
Step 1: Take a picture of your receipt
When you go into your Hubdoc mobile app you’ll see a Green Camera icon at the bottom right-hand corner, this allows you to take a photo of your receipt directly from the app.
To take your receipt image, use the camera button and take a photo of your receipt. Receipt images come out best if they’re taken against a contrasting background (if your receipt is white or off-white try a dark background) on a flat surface. If your receipt is particularly wrinkly, it might help to tape the top and bottom on the receipt.
If for whatever reason the first photo you take of your receipt comes out less-than-desirable and you want to retake the photo, simply click on the Retake button on the bottom left-hand side of the screen.
When you’re satisfied with the image you have taken, choose Use this Photo on the bottom right-hand corner of the Camera window. This will bring you back to the all documents tab.
Step 2: Proof your receipt
Before you start to organize receipts, we recommend taking the time to proof them first. Once you’ve accepted an image, it will show up on your list of All Documents—which is typically the first window your app opens up to.
Double-click on your new entry and you’ll be able to see the picture of the receipt that you’ve just taken. Take a few moments to look it over the receipt and make sure everything can be seen.
If everything is good to go, simply close out of the window.
Step 3: Create your own Hubdoc filing system
We love Hubdoc because we can create a cloud filing system that makes it easier to find and organize receipts using folders. At Shift, we’ve created a simple filing system that is organized by Year and Month. That way if we need to go back and find something, we can do it with ease.
We go one step further by setting up different folders for the month and year of the receipt. That way, if we need to retrieve a certain receipt we used to purchase office supplies in September 2017, we simply have to go into the 2017 year folder and navigate to the September folder. It’s simple and easy to use.
Of course, we encourage you to implement the filing system that works best for you and your clinic. But you’ll want to set up a quick-and-easy system that works for you before you move onto step 5.
Step 4: Rename and move your receipts
Once your filing system is in place, you’ll want to organize receipts within Hubdoc. To move a document to its designated folder, you’ll want to use the dropdown arrow next to the document. Clicking on this dropdown will show the different commands you can use, which include:
- Delete—you can use this if you want to delete your receipt for any reason.
- Rename—you can rename your document to make it easier to find.
- Move—you can move your documents around within Hubdoc which helps to organize receipts.
- Tags—you can use tags to organize your documents if this makes sense to you.
To organize receipts, there are two things you want to do within Hubdoc. First, you’ll want to rename your recept using the Rename option from the dropdown—having a collection of numbers and letters as the name of your document will not help you find it later. Once you’ve renamed your document, the move the receipt using the Move option into its folder.
Using Hubdoc for organizing receipts
Here at Shift, we love Hubdoc. It makes it way easier to find old receipts that we need to reference and ensures that we don’t lose important financial paperwork, which is crucial to your bookkeeping.
Infact, we like Hubdoc so much that we include a subscription in all of our client packages. We highly recommend checking out Hubdoc to see if it works for your clinic, and if you want more insights on it, we've got some additional tips to help you out.
Looking for some help with your clinic’s finances? Book a quick meeting with us today to see how we can help you grow your business.