The Ambitious Bookkeeper Podcast

[MINI] 9 | Hubdoc Process for Clients

April 01, 2024 Serena Shoup, CPA Episode 9
The Ambitious Bookkeeper Podcast
[MINI] 9 | Hubdoc Process for Clients
Show Notes Transcript Chapter Markers

In this minisode I talk about our Hubdoc process & procedures for our clients, plus I give an example of how to encourage your clients to use Hubdoc!

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On the convo that you had about Hubdoc, did you mean that they can choose to use Hubdoc, but you are not responsible for the receipt management? Yes. So basically we give them the tool, we show them how to use it. You can lead a horse to water. I'm just gonna see how many cliches I could throw in today. We show them how to use it, we tell them the IRS requirements are to keep receipts for literally almost everything, income and receipts. And so we give you the tools, enabling you to do this. We show you how to make it easy. We tell you what habits you need to create to make it easier, and then it's up to you as the client to actually use it. I'm not gonna chase down the receipts, but it also makes our job easier. We will have less questions at month end when we're categorizing everything. If there's a receipt in Hubdoc for it, that's the first place that we look. So that's what I say. That's my spiel. And on their onboarding call is where we actually train them how to use it. We tell them, go to Hubdoc on your app store. Download it right now. Log in, keep it on your phone when you're traveling, I want you to get in the habit of snapping a photo of the receipt once you've written the Tip on things and written the description. Snap the photo, write in hub doc, throw the three receipt away. Then you don't have to ever have to think about it. And then we tell them, okay, here's your unique email address. Put this in your address book in your, email so that when you get things. Receipts sent to you in your email. you can just click forward and forward it to Hubdoc, and if you just get into that habit of doing that real time when things happen and then archive it, and then you don't have to worry about it in the future, that is what I train my clients to do. That is the habit I do. And I tell them like, I'm one of those people that if I don't do something, as soon as I see it in my inbox. I'm one of those people that marks things unread because I haven't actioned that item yet, so I don't. Read things and come back to my email later. If I've read the email and I don't do something with it, it is gone. Like, it's just out of my mind. Same thing with receipts and things like that. I don't save them , and batch them in all at once. I do things real time or else it never happens. So, I tell them, that's my story. It might be yours too. And here's how you solve that. It's about creating habits. So. That's my spiel for them on the receipt keeping, I told a client that the IRS requires receipts. Then they said they asked their tax CPA who told them they don't need to do that. you are right because it's in a publication. So this is where I would download, I think it's publication five-Oh something or other small business. It's easy to find, find it. Screenshot the section where it talks about receipts. And then give them a copy of the publication and say, with all due respect, maybe the CPA misunderstood that they didn't think they had to verify the receipts, which is true. It is up to the taxpayer, which is you, the client, to keep the receipts. if you don't wanna do that, that's fine. I'm not gonna chase after it. I'm not gonna require it. I'm not the gatekeeper, but I'm just relaying what is the actual requirement of the IRS, and maybe they'll reevaluate their relationship with their CPA.

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