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Companies

Companies is where you manage information about companies you are a member of. Each company stores the business details, payment information, insurance details, and contact information required for assignments, jobs, invoicing, and regulatory compliance.

  • SaaS customers create their own company during signup and use it as their managing company for creating connections, assignments, and jobs.
  • Invited users join companies when a managing company creates a connection and invites them as the principal member of a new supplier or client company.
  • Once you're a member of a company, you can view and edit its details, depending on your role.

Why this matters - Companies store the essential business information required before you can mark assignments as agreed or generate invoices - Different information is required depending on whether a company acts as a supplier (providing resources) or client (hiring resources) - Hubbado automatically validates company registration details and VAT numbers against official registries to ensure compliance - Company membership determines what you can access and manage across assignments, jobs, and billing

To open your company page, click the account menu in the top corner and choose Company details.

Key terms

Client company: A company marked as "For hiring (client)" that can be selected as the client company on assignments or hiring company on jobs. Client companies need to provide accounts payable contact information.

Supplier company: A company marked as "For providing services (supplier)" that can be selected as the supplier company on assignments. Supplier companies need to provide payment details, insurance details, and accounts receivable contact information.

Admin member: A company member who can invite new members, view and manage the members list, edit company details, and open the company page. Admin members have the most permissions.

Staff member: A company member who can view the members list and open the company page, but cannot edit company details.

Resource member: A company member who can be assigned as a resource or timesheet reviewer on assignments. Resource members cannot open the company page. They see only the company name where it appears elsewhere.

Legal type: The legal structure of a company (for example, Private Limited Company, Limited Liability Partnership, Sole Trader). The legal type determines which fields are required (such as registration number and VAT status) and what validation is performed.

Managing company: A company with permissions to create connections, manage assignments, and post jobs. SaaS customers' companies are automatically set up as managing companies during signup.

When to use companies

For SaaS customers

When you sign up for Hubbado as a SaaS customer, the system automatically creates your company with the permissions needed to act as a managing company. You'll typically:

  1. Complete your company details shortly after signup to unlock all features
  2. Create connections to suppliers and clients you want to work with
  3. Create assignments using your company as the managing company
  4. Post jobs on behalf of client companies you're connected to

Why complete company details early Until you complete your Company Details, you cannot create connections or mark assignments as agreed. Payment details are required before invoices can be generated.

For invited suppliers and clients

When a managing company creates a connection to a new supplier or client company, they provide the email address of that company's principal member. That person receives an invitation to join Hubbado and complete their company's information.

As an invited user, you'll typically:

  1. Receive an email invitation from the managing company
  2. Accept the invitation and join Hubbado
  3. Complete your company details so the managing company can add your company to assignments
  4. Complete the required sections (Payment Details for suppliers, Company Details for all) before assignments can be agreed
  5. Wait to be added to assignments by the managing company

What you need to provide Supplier companies must complete Company Details, Payment Details, and Insurance Details before assignments can be agreed. Client companies must complete Company Details. Missing information will block the managing company from proceeding.

Creating a company

Path: Account menu → Company details → Add company

Any user can create a new company in Hubbado.

Step 1: Choose what the company will be used for

The form asks What is this company used for? Choose one or both options:

  • For hiring (client) — Select this if the company will hire resources or post jobs. This allows the company to be selected as a client company on assignments or hiring company on jobs.
  • For providing services (supplier) — Select this if the company will provide resources for assignments. This allows the company to be selected as a supplier company on assignments.

You can select both if your company acts in both capacities.

Why this matters These settings control which information sections appear on the company page. Supplier companies will see Payment Details, Insurance Details, and Accounts Receivable Details sections. Client companies will see the Accounts Payable Details section.

Step 2: Enter the company name

Provide the official registered name of the company.

Tip Use the company's full legal name as it appears on official registration documents. This ensures validation checks run smoothly.

Step 3: Create the company

Click Add company to create the company.

What happens next

Hubbado creates the company and takes you to the company page. You'll see several sections with messages indicating that information has not been completed yet:

  • Company Details
  • Payment Details (if supplier)
  • Insurance Details (if supplier)
  • Accounts Receivable Details (if supplier)
  • Accounts Payable Details (if client)

You'll need to complete each relevant section before you can use the company in assignments or jobs.

Completing company details

Each section of company information is completed and saved separately. When you save a section, Hubbado validates the information and may automatically check it against official registries.

Company Details section

Path: Account menu → Company details → Company Details → Edit

This section stores core business registration information and is required for all companies.

Required fields:

  • Name — Company name (automatically filled from creation)
  • Legal type — Select the legal structure (for example, Private Limited Company, Public Limited Company, Limited Liability Partnership, Sole Trader, Charity)
  • Registered address — The official registered address of the company
  • Billing address — Address for billing correspondence (or tick Use registered address)

Additional fields (depending on legal type):

  • Registration number — Required for legal types that have a registration number (for example, UK limited companies)
  • VAT status — Required for legal types that can be VAT registered
  • VAT number — Required if VAT status is "VAT registered"

Optional fields:

  • Website — Company website

Saving company details

Click Update to save the Company Details section.

What happens:

  • Hubbado validates the information
  • For UK limited companies: the registration number is automatically checked against Companies House, and the registered address is retrieved
  • For VAT-registered companies: the VAT number is checked against HMRC (UK) or the EU VAT checker to ensure it's valid and matches the company name
  • The section shows as completed on the company page

Important Both client and supplier companies must complete Company Details before assignments can be marked as agreed. Missing or invalid Company Details will block the managing company from proceeding.

Payment Details section

Path: Account menu → Company details → Payment Details → Edit

Visible for: Supplier companies only

This section stores bank account information for receiving payments via invoices.

Required fields:

  • Bank name
  • Bank account name
  • Bank account currency
  • Bank country
  • Bank address
  • At least one of:
  • Sort code and Account number (for UK accounts), OR
  • IBAN and BIC / SWIFT (for international accounts)

Note For security, bank account details (account number, sort code, IBAN, BIC) are masked on the page after they're saved. The full details are visible only to Hubbado staff.

Saving payment details

Click Update to save the Payment Details section.

What happens:

  • Hubbado validates that all required bank information is provided
  • The section shows as completed on the company page

Important Supplier companies must complete Payment Details before invoices can be generated. Without complete payment information, the billing system cannot process payments.

Insurance Details section

Path: Account menu → Company details → Insurance Details → Edit

Visible for: Supplier companies only

This section stores professional indemnity and public liability insurance information. On the form, you provide the insurer, policy details, and amount for each type of cover. On the company page, these appear as the professional indemnity and public liability cover you've recorded.

Fields for each type of cover:

  • Insurer
  • Policy Number / Reference
  • Policy Amount
  • Currency

Saving insurance details

Click Update to save the Insurance Details section.

What happens:

  • Hubbado validates the insurance information you've entered
  • The section shows as completed on the company page

Note Missing insurance information generates a warning rather than blocking you. It's best practice to complete this section promptly, as insurance details may be required by clients or contracts.

Accounts Receivable Details section

Path: Account menu → Company details → Accounts Receivable Details → Edit

Visible for: Supplier companies only

This section stores contact information for the person who handles accounts receivable (incoming payments).

Required fields:

  • Accounts receivable name — Contact person's name
  • Accounts receivable email — Contact person's email address

Saving accounts receivable details

Click Update to save the section.

Accounts Payable Details section

Path: Account menu → Company details → Accounts Payable Details → Edit

Visible for: Client companies only

This section stores contact information for the person who handles accounts payable (outgoing payments).

Required fields:

  • Accounts payable name — Contact person's name
  • Accounts payable email — Contact person's email address

Saving accounts payable details

Click Update to save the section.

Managing company members

Viewing company members

Path: Account menu → Company details → View members

Who can view: Admin members or staff members

The members page shows these columns:

  • Name
  • Email
  • Role (Admin, Staff, or Resource)
  • Status

To track changes over time, click View membership history.

Inviting company members

Path: Account menu → Company details → View members → Invite a company member

Who can invite: Admin members only

Step 1: Enter member details

  • Name — The person's full name
  • Email — The person's email address (they'll receive an invitation)
  • Role — Select Admin, Staff, or Resource

Step 2: Send the invitation

Click Send Invitation.

What happens:

  • Hubbado sends an email invitation to the provided email address
  • The person appears in the members list with a pending status
  • When they accept the invitation and join, they become an active member

Choosing the right role - Admin — Can manage company details, invite and manage members, open the company page, and use the company in assignments and jobs - Staff — Can view the members list and open the company page, but cannot edit company details - Resource — Can be assigned to assignments or selected as a timesheet reviewer. Cannot open the company page or manage company details.

Editing member roles

Path: Account menu → Company details → View members → (edit a member)

Who can edit: Admin members only

You can change a member's role by selecting a new role and saving.

Note Admins cannot change their own role. Ask another admin to make the change.

Removing company members

Path: Account menu → Company details → View members → (remove a member)

Who can remove: Admin members only

Remove a member to take away their access to the company's information and prevent them from being added to new assignments or jobs for that company.

Note Admins cannot remove their own membership here. To leave the company yourself, see "Leaving a company" below.

Leaving a company

Path: Account menu → Company details → Remove Membership

Who can leave: Admin members or staff members (resource members cannot leave)

If you want to leave a company you're a member of, click Remove Membership on the company page.

Hubbado asks you to confirm with the message "Are you sure you wish to leave this company?". Once confirmed, you'll be removed from the company and will no longer have access to its information.

Company validation

Hubbado automatically validates company information against official registries to ensure compliance and accuracy.

VAT validation

When it runs: When you save Company Details for a VAT-registered company

What it checks:

  • UK companies: VAT number is validated against HMRC (HM Revenue & Customs)
  • EU companies: VAT number is validated against the EU VAT checker

What it validates:

  • VAT number is valid and active
  • Company name matches the name registered against the VAT number

If validation fails:

You'll see an error message indicating the VAT number is invalid or the company name doesn't match. You'll need to correct the information and save again.

Tip Enter the VAT number exactly as it appears on official documents, without spaces. Hubbado will format it correctly.

Registration number validation

When it runs: When you save Company Details for UK limited companies

What it checks:

  • Registration number is validated against Companies House

What it validates:

  • Registration number is valid and active
  • Company name matches the name registered at Companies House

What Hubbado retrieves automatically:

  • Registered address (automatically populated from Companies House)

If validation fails:

You'll see an error message indicating the registration number is invalid or the company name doesn't match. You'll need to correct the information and save again.

Why automatic retrieval matters By automatically retrieving the registered address from Companies House, Hubbado ensures your company details match official records exactly, reducing errors and ensuring compliance.

Permissions

Who can do what

Create a company: - Any Hubbado user can create a company

Open the company page: - Admin members and staff members only - Resource members cannot open the company page and see only the company name where it appears elsewhere

Edit company details: - Company admin members only (staff and resource members cannot edit company details) - Exception: If payment details have been completed AND the company has live assignments, editing is locked to protect billing integrity

View the members list: - Admin members and staff members

Invite members: - Admin members only

Edit member roles: - Admin members only (an admin cannot change their own role)

Remove members: - Admin members only (an admin cannot remove their own membership here)

Leave a company: - Admin members and staff members (resource members cannot leave)

Note on company permissions Some company permissions — such as managing company connections, searching suppliers, and connecting accounting and recruitment integrations — are enabled by Hubbado, not by company administrators. If you need one of these enabled, contact Hubbado.

Integration with other features

Companies integrate with several other parts of Hubbado:

Company connections

Your company acts as the managing company when you create connections to suppliers and clients. Connected companies can then be selected when creating assignments and jobs.

Related documentation: See Company Connections

Assignments

Companies are used in multiple roles on assignments:

  • Managing company — Creates and manages the assignment
  • Supplier company — Provides resources for the assignment
  • Client company — Receives the work and pays for it
  • End company (optional) — Where work is actually performed if different from the client

Requirements before marking assignments as agreed:

  • Both client and supplier companies must have completed Company Details
  • Supplier companies should have completed Insurance Details (generates warnings if missing)
  • Master Service Agreements must be signed between the managing company and both the client and supplier

Related documentation: See Assignments Guide

Billing and invoicing

Company information appears on invoices and is required for payment processing.

Requirements before generating invoices:

  • Supplier companies:
  • Company Details must be completed (name, legal type, registered address, billing address, VAT status)

  • Payment Details must be completed (bank account information)

  • Client companies:

  • Company Details must be completed

Without complete company information, the billing system cannot generate or process invoices.

Related documentation: See Billing

Integrations

The company page has an Integrations section where you can connect Hubbado to outside systems your company uses:

  • Bullhorn — Sync candidate and assignment information with your Bullhorn account
  • JobAdder — Sync recruitment information with your JobAdder account
  • Xero — Sync invoice information with your Xero accounting account

Note Integrations are enabled by Hubbado. If your company wants to connect one of these systems, contact Hubbado.

Company permanence

What you cannot do

Companies cannot be deleted. Once a company is created in Hubbado, it remains in the system permanently. This preserves the historical record of business relationships, assignments, and billing.

Why companies cannot be deleted:

  • Companies are linked to assignments, jobs, timesheets, and invoices
  • Deleting a company would break historical records and audit trails
  • Financial and compliance records must be maintained

If you created a company by mistake:

Contact Hubbado for guidance. In most cases, you can simply leave the company and it will no longer appear in your company list.

Editing restrictions

After payment details are completed:

If your company has completed payment details AND has live assignments, editing company details becomes locked. The page shows the message "cannot be edited while you have live assignments". This protects billing integrity and prevents changes that could affect ongoing financial processes.

If you need to make changes:

  • Complete or cancel live assignments
  • Ensure all timesheets are finalized

If you need urgent changes while editing is locked, contact Hubbado at info@hubbado.com.

Troubleshooting

"I can't edit company details"

Possible reasons:

  1. You're not an admin member of the company.

  2. Solution: Only company admin members can edit company details. Staff and resource members cannot. Ask an admin to make the changes, or ask an admin to change your role to admin.

  3. Payment details have been completed and the company has live assignments.

  4. Solution: The page shows "cannot be edited while you have live assignments". Complete or cancel live assignments and ensure all timesheets are finalized. For urgent changes, contact Hubbado at info@hubbado.com.

"I can't invite members to the company"

Possible reasons:

  1. You're not an admin member.
  2. Solution: Only admin members can invite new members. Ask an existing admin to invite the new member, or ask an admin to change your role to admin.

"VAT validation failed"

Possible reasons:

  1. The VAT number is incorrect or has spaces.

  2. Solution: Double-check the VAT number against official documents. Remove any spaces - Hubbado will format it correctly.

  3. The company name doesn't match the name registered against the VAT number.

  4. Solution: Ensure the company name exactly matches the name registered with HMRC (UK) or the EU registry. Check for differences in capitalization, punctuation, or legal suffixes (Ltd, Limited, etc.).

  5. The VAT number is not active or has been deregistered.

  6. Solution: Verify the VAT registration status with your tax authority. If the number is no longer active, you may need to update your VAT status or contact Hubbado.

"Registration number validation failed"

Possible reasons:

  1. The registration number is incorrect.

  2. Solution: Check the registration number against your Companies House documents. Ensure you're using the correct format (UK company numbers are usually 8 digits).

  3. The company name doesn't match the name at Companies House.

  4. Solution: Use the exact company name as it appears at Companies House, including capitalization and legal suffixes.

"I can't see the Payment Details or Insurance Details sections"

Possible reasons:

  1. The company is not marked as a supplier.
  2. Solution: Edit the Company Details and select "For providing services (supplier)". Save the changes. The Payment Details and Insurance Details sections will then appear.

"I can't see the Accounts Payable Details section"

Possible reasons:

  1. The company is not marked as a client.
  2. Solution: Edit the Company Details and select "For hiring (client)". Save the changes. The Accounts Payable Details section will then appear.

"I can't open the company page or view the members list"

Possible reasons:

  1. You're a resource member.
  2. Solution: Only admin and staff members can open the company page and view the members list. Resource members see only the company name where it appears elsewhere. Ask an admin to change your role to staff or admin.

"The managing company says they can't mark the assignment as agreed"

Possible reasons:

  1. Company Details have not been completed.

  2. Solution: Complete the Company Details section. Ensure all required fields are filled in and validation passes.

  3. For supplier companies: Payment Details have not been completed.

  4. Solution: Complete the Payment Details section with all required bank information.

  5. For supplier companies: Insurance Details have not been completed.

  6. Solution: Complete the Insurance Details section. While this generates warnings rather than blocking errors, it's best practice to complete it.

  7. Master Service Agreement has not been signed.

  8. Solution: Work with the managing company to sign the required Master Service Agreement.

Best practices

Complete company details early

Set up your company information as soon as possible after joining Hubbado. Complete company details are required before:

  • Creating connections (for managing companies)
  • Marking assignments as agreed
  • Generating invoices

Early completion prevents delays when you're ready to start working on assignments.

Use official company names

Always use the official registered name of your company exactly as it appears on registration documents. This ensures:

  • Validation checks pass smoothly
  • Legal documents are accurate
  • Compliance requirements are met
  • No delays due to name mismatches

Choose client/supplier settings carefully

When creating a company, choose the appropriate options for how the company will be used:

  • For hiring (client) — If the company will hire resources or post jobs
  • For providing services (supplier) — If the company will provide resources for assignments

You can select both if your company acts in both capacities. These settings control which information sections appear and what the company can be used for in assignments and jobs.

Complete sections promptly

After completing each section (Company Details, Payment Details, and so on), save it right away. Saving triggers validation and ensures:

  • Any errors are caught early
  • Automatic retrieval of registered addresses (for UK limited companies)
  • The managing company can proceed with creating assignments
  • Invoice generation won't be blocked later

Assign appropriate member roles

Choose member roles carefully based on what each person needs to do:

  • Admin — For people who need to manage company details, invite members, and use the company in assignments and jobs
  • Staff — For people who need to view the members list and open the company page, but not edit details
  • Resource — For people who will only be assigned to assignments or selected as timesheet reviewers

Resource members have no company management permissions, so don't assign this role to people who need to edit company information.

Keep payment information current

If your company is a supplier, ensure bank account information is always up to date. Outdated payment details can delay or block invoice payments.

Understand editing restrictions

Be aware that after completing payment details, editing becomes locked if the company has live assignments. Plan accordingly:

  • Review all information carefully before completing payment details
  • Complete or finalize assignments before making changes
  • Contact Hubbado at info@hubbado.com if urgent changes are needed while editing is locked
  • Company Connections — creating and managing business relationships
  • Assignments — creating and managing assignments
  • Billing — how company information is used in invoices and payments
  • Timesheets — how resources log time on assignments