Frequently Asked Questions

MakersHub Settings

How do I add new team members?

To add a new user, simply type in the First Name, Last Name, and Email. Click the green Add New User button that appears.

The invited user will then receive an invitation to their inbox to create their account in MakersHub (shown below).

How do I set a default payment account?

If most bills you Mark as Paid have the same payment method, you can set a default payment method to prepopulate when you mark a bill as paid.

Go to MakersHub and click on your name in the top right-hand corner and select Admin Settings. Under the Bill Settings tab, navigate to Bill Processing and click the down arrow to expand the section.

Click the drop down next to Default Mark as Paid Account.

Select the payment account you would like to have prepopulated.

Click Update Settings.

Now when you mark a bill as paid, the Payment Account will be prepopulated with the selected account.

Bills/Receipts

How do I sort bills?

Navigate to the Financial page and click on the Bills tab. Click the down arrow next to Count in the top left corner of the screen.

Select the Sort by criteria and the Order.

Why are there a series of $0 MakersHub Bill/Document Records? How do I change the item expense account?

MakersHub creates an item on each bill for $0 that stores the URL of the bill and supporting documents. These are automatically assigned to the first COGS account we find in the chart of accounts. Should you want to change the expense account associated with the item, follow the steps below:

In your QuickBooks Online, click on the gear icon in the top right hand corner and select products and services.

In the search bar type "MakersHub". You should see both the MakersHub Bill Record and the MakersHub Document Record. Click Edit.

Under the expense account dropdown, select the account you want the MakersHub Bill Record to post to. Check the button below to Also update this account in historical transactions. Then click Save and close.

How do I process a vendor credit?

MakersHub automatically identifies a bill with a negative invoice amount as a credit, and when approved will automatically create a vendor credit on your behalf in QuickBooks.

Why can’t I see my bills in the financial dashboard?

1. This is most likely due to having the Awaiting My Final Approval view toggled on or bills are not mapped to you in the approval workflow.

2. If you are emailing the bills to an internal inbox (bills@makershub.ai, receipts@makershub.ai, or expenses@makershub.ai) and the email is not a known user, MakersHub will not know where to direct the attachments. Note, this does not apply to your AP Inbox which will always receive bills. To add your AP Inbox as a user:

In MakersHub, click the dropdown next to your name in the top right hand corner of the screen and select Admin.

Navigate to User Settings. Fill out the First Name and Last Name fields and add the AP Inbox email in the Email field. Select Add New User.

An invitation email will be sent to join MakersHub, but you do not need to take any action nor grant any access permissions. We will recognize the email and process bills and receipts from that email going forward.

3. The document/image is not supported by MakersHub. Currently, MakersHub only processes images and attachments.

   1. At this time, bills or receipts located in the body of the email are not processed unless they are loaded as an image. To solve this, you may take a screenshot of the email and paste it into MakersHub.

   2. Make sure images are uploaded in a known format (jpg or png). In some instances, iPhones may convert an image to HEIC which we do not currently process.

How do I manually add bills/receipts?

In some instances, users may want to record an invoice that is received without a physical bill. To manually add a bill:

1. Navigate to the Bills page and click Action>Add Manually in the top right-hand corner.

2. Input the Supplier Name, enter the Invoice Number, Due Date, and Amount.

3. Click Add a bill.

Now, you have an bill created in the Review Bills page that can be approved and processed for payment.

If I forward an email receipt, will MakersHub process it?

Currently, we read attachments and images larger than 100KB. Should you have a receipt in the body of an email, you can take a screenshot using the Snipping Tool (Windows + Shift + S) and Paste it into MakersHub (CTL + V).

Why is the image in my email signature being processed as a bill?

Images larger than 100KB’s are processed as bills in MakersHub. Should you have an image in your signature be processed as an image, you may either Reject the image with the reason of Not a bill, or reduce the pixel size of the image. 

To reduce the pixel size of an image in Windows:

Open the image you would like to edit with the default Microsoft Photos App.

Click on the three dots at the top of the screen and select resize image.

Select Percentage, and edit the height and width until the New is at the desired size.

Click Save. Now the image can be added to your email signature and will not be read by MakersHub.

How do I create a filter?

Filters can be created on any one of the tabs in MakersHub.

Quick filters allow you to find specific bills by Tag, Vendor, Approver, or Number/Total.

You can create an advanced filter by selecting the Create Filter button left of the filter drop downs.

Add a Filter Name to save and reuse the filter in the future.

Click Select Filter to set the filter criteria. Then Select operator and the trigger in which the filter will activate.

Click the blue AND button to add an additional field.

Should you want only one condition be met to trigger the filter, click Match ALL conditions to switch to Match ONE conditions. This will flip the conditions from AND to OR.

Once you have entered the conditions in which you want your filter to activate, select Apply Filter.

The filter has been applied, there are a few actions you can take. From left to right:  

• Click the Down Arrow with four lines to sort through filter results.

• Click the Calculator to download the bill/receipt data to an Excel file. 

• Select the Cloud icon to download the bills/receipts to pdfs.

• Clear Filter to toggle off the filter and see all of the bills/receipt.

• Click the dropdown arrow beside the current filter name to select a different filter.

• Click the Edit button to make changes to the filter.

• Click the Trash icon to delete the filter. 

Are invoices matched to PO’s?

Today, we read the Vendor Name and PO Number from the invoice. We then have a drop down of all open PO’s for that vendor. You can select the appropriate PO and view it alongside the bill to help in identifying any discrepancies.

Payments

What happens if an ACH payment fails?

We will notify you of a ACH return along with the return code.

Why did my payment terms default to 30 days?

If no payment terms are found, MakersHub automatically defaults the terms to 30 days. To change a vendor’s payment terms:

Open the bill you want to change, and click the search icon next to Terms.

Type in the desired payment terms and click the blue check marks. In the example below, we are setting the payment terms to Net 0. Now all bills from this vendor will be assigned these payment terms.

Why don’t I have the option to add a vendor’s payment details?

MakersHub requires that users are either Admins or are granted Accounting Access to be able to input vendor payment information. Check with your company’s Admin to be granted permission.

Does MakersHub let you know if a vendor does not share their details?

When a vendor adds their payment information, you will receive an email notification.

If their information has not yet been submitted, you can send an email reminder for them to update their payment.

Can I pay by credit card in MakersHub?

Today, we offer payment remittance to vendors by ACH and physical check.

Do we see a copy of the physical check that is mailed to the Vendor?

The check will be mailed within 24-48 hours. Once the check is mailed, you will be able to see a copy of the check. To view payment status, go to Archive>Payments. This will list all the payments that have been processed and a quick overview of their status. Clicking on each of the payment will show you the full contextual thread of its lifecycle, from the creation of the bill through to payment. A reference payment details for the check to Alert 360 is shown below.

What happens if a physical check is not cashed or lost in the mail?

When the check is delivered, and subsequently deposited, you will see the delivered timestamp and copies of the deposit slip. After 30 days, if the check still hasn't been deposited, our server will send an alert notification. You can either stop the existing check, and resend. Or update the payment method.

How does MakersHub protect me against fraud?

By processing through MakersHub, your business is virtually shielded from the external world. There is a single ACH digital connection between your bank and MakersHub's bank. All payments to the payee are through MakersHub's bank. For fraud protection, all our checks are protected with Positive Pay. The only way they can be cashed is if the Check Number, the Payee Name, and the Amount match our record with the bank.

Vendors

I accidentally created a duplicate vendor.

Should you have accidentally created a duplicate vendor, you will need to merge the two vendor records in QuickBooks. You may still see the duplicate vendor under your Vendor List, but this will not affect any of the bills in the future as we only reference from your vendor list in QuickBooks. An archive button will be included under Vendor List shortly so that you can hide the duplicate vendor.

Log into QuickBooks. On the left side of the screen click Expenses>Vendors. Scroll down and select the duplicate vendor that you want to remove.

Click the Edit button.

Edit the Vendor Display Name so that it exactly matches the vendor name you want to merge with.

Click Save.

You will then be prompted asking if you would like to merge the two vendors. Click Yes.

QuickBooks

What happens if I delete a bill in QuickBooks? 

Bills deleted in QuickBooks will also be deleted in MakersHub unless payment was processed through MakersHub.

Make changes to a bill that was already approved.

When a bill is approved, it is synced with QuickBooks. Should you want to make changes to an approved bill, you will first need to unapprove the bill…

From here, you can make edits to the bill and select Approve and the changes will be made effective immediate3ly in QuickBooks Online. Rerun the Web Connector to have the changes reflected in QuickBooks Desktop. 

However, if the bill was marked as paid through MakersHub, you need to delete the payment record in QuickBooks before you unapprove the bill.