When a new document is uploaded or sent to Hubdoc, Hubdoc will use Optical Character Recognition (OCR) Technology to read the document and pre-fill as much information as possible. One of the core details Hubdoc tries to read is the Supplier Name. The Hubdoc's Supplier name is way more than just a Contact name, it is the folder where all future documents related to the same Supplier are saved and also it is the area where you can pre-set a variety of default details, including Due Dates, Expense Accounts and Tax Codes.

Unfortunately, Hubdoc doesn't always read the Supplier name the same way, causing to creating multiple folders for the same Supplier with slightly different names, creating a messy folder structure and multiple duplicates (i.e. you could see two folders one called 'ABC Construction' and a second one 'ABC Construction Pty Ltd').

When this happens, you can merge these Suppliers together. Once merged, if Hubdoc reads the supplier as either, for example, ABC Construction or ABC Construction Pty Ltd, it will recognise it as the same contact and place the document in the correct folder.

You could also merge multiple Supplier contacts when you are not fussed about recording certain expenses under a specific Supplier name. For example, you may decide to record all Petrol Purchases using a miscellaneous contact called 'Petrol Stations'. Every time Hubdoc reads a receipt from a new Petrol Station, it will create a new Supplier Contact/Folder. What you could do is to merge these contacts into 'Petrol Stations' every few weeks and any future purchases from these existing petrol stations will automatically be assigned to the 'Petrol Stations' miscellaneous contact. 

Merge Supplier Contacts

1. From your Hubdoc Dashboard, click on [Add Account]
   
   è  The Manage Accounts screen opens
   
   
   
2. Select the [Suppliers] Tab
3. In the Search field, type the name of the Supplier you wish to merge
4. Select all Suppliers you want to merge from the list and click on Merge
   
   è  The Merge Supplier screen opens
   
   
   
   
5. Select the Supplier you wish to keep and click on [Merge Suppliers]
   
   è  All selected Suppliers are merged into one, this will also merge all the documents into the one Supplier folder

Training Video - Merging Supplier Folders