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Reimburse Employees via Payentry.com


Reimbursing Expenses Via Payentry.com

Reimbursing Expenses Via Payentry.com

Here’s a story we’ve heard more than once:  you’ve got your expenses tracked in ProOnGo Expense, and your manager is approving/denying (hopefully more approving than denying) your expenses in our secure manager portal, but you are still getting paper checks instead of direct deposits, to reimburse you for your expenses.

If that’s your story, you might want to ask your company if they use a Payentry.com payroll provider, because if they do then it would be easy to switch over to including reimbursements right in your payroll direct deposit.  Need a link to forward to your CFO or Controller?  Here you go:  Reimbursing Your Employees Through PayEntry.com.  While you are at it, you could also send along A Controller’s Guide to ProOnGo.

Together, lets put an end to paper check-based reimbursements, and get those direct deposits going!

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ProOnGo Expense: New Version Hits the Market

Hi All,

Just today, we’ve launched an update to ProOnGo Expense for Blackberry, Android and iPhone.  This new version is mostly bug fixes, but our users will definitely find a more enjoyable experience with the app.

As far as the fixes go:

For iPhone, we updated the GPS functionality to make it just that more accurate. The folks up in Saskatchewan were having some trouble with our GPS capabilities because we had a small bug regarding locations that had 50 or more characters.  So now that’s all fixed and our Canuck friends should be happy.

We also updated our Mileage Expense for the BlackBerry, Android and iPhone to support odometer readings. Those of us that record their Mileage Expenses through their odometers can now enter in their odometer readings into the To and From fields, and ProOnGo Expense will automatically do the math to create an expense.

And as for Android, we’re gradually bringing our Android version up to the same level as our BlackBerry and iPhone versions. This new build has some GPS improvements as well as Time Expense improvements, which we have just recently added.  Still on the way for Android, though, is Call Log and Calender integration, so users can create time expenses from their past calls as well as their scheduled meetings and events.

As always, if there is a feature that ProOnGo Expense is missing, please tell us! We love getting user feedback and we prioritize our development based upon what our users need in order to eliminate manual entry from their expense-tracking process. Send feedback and suggestions to Support@ProOnGo.com or you can always give our offices a ring business hours in Chicago: 312-878-4585.

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ProOnGo Expense Part of Sprint ID

We are very pleased to announce that ProOnGo Expense has been selected as a part of the Sprint ID program! This means that users that purchase new phones through Sprint will have the opportunity to download a package of applications that reflect their interests.

You can find ProOnGo Expense under the Business Pro Pack. We’re very excited and honored that Sprint would choose us as a part of their collection of apps for businesses and we’ll continue to serve all of your expense-tracking needs!

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Old iPhones get New Features – ProOnGo Expense

Hello All,

A new iPhone version of ProOnGo Expense was just approved by Apple today and iPhone users running older versions should see some brand new features. In fact, it should look like a brand new app.

Specifically, iPhone users that haven’t yet updated to the new iOS4 will be seeing a hefty update in their App Store App today.  The new update brings some new features to our iPhone app.

The features include:

  • A brand new user interface
    • The new black-colored interface has replaced the blue, and now looks so tough it could eat a bowl of nails…after it does your expense report.
  • Credit Card Integration
    • Our subscribers can now sync their credit cards with ProOnGo, so every purchase made with the card will update on our Web Portal as well as on your iPhone.
  • FourSquare Integration
    • If a user goes to edit/add a merchant name on an expense, the nearby FourSquare venues will appear in a list (alongside other “remembered” merchant names that the user has recently used).

If you’re just receiving these new updates, we hope you enjoy the new features.

And if you’re already using them, we would love to get your feedback about on you think we’re doing at tracking your expenses, as well as if you think we can do something better.  Send emails to Support@ProOnGo.com or you can tweet us @ProOnGo.

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ProOnGo Web Site – New Look!

We’ve heard from many of you that its long-overdue that we revise our website, and today we’re finally launching a new look that is the result of much of your feedback.  Although we made so many changes that I can’t list them all here, we hope you’ll like the new/clean look!

By the way (thanks for all the feedback), you can now easily log in from any page on the site, with the Username/Password fields in the top-right corner on each page.

Thanks for using ProOnGo for all of your mobile and web expense reporting needs, and keep in touch when you think of things we can do to serve you better!

Expense Tracking Made Easy

Expense Tracking Made Easy

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Tip: Create/Send monthly QuickBooks invoices from your ProOnGo Time Expenses

Are you a consultant?  A lawyer?  An accountant?  We hear from “professional services” folks all the time, who use our time tracking features to keep track of billable hours, so that when it comes time to invoice their clients at month-end, they’ve got every hour (or minute!) accounted for.

Anyway, if you fit this description, and if you use QuickBooks Online – we just discovered a trick that will save you even MORE time.  Keep reading if you want to learn how to have your ProOnGo time expenses turn into an automatically-sent monthly invoice to each of your clients.  Here’s how it works:

1) Throughout the month, track your time expenses in ProOnGo, and keep uploading them to QuickBooks Online Edition

2) Just once (never have to do this step again), follow the instructions in the “Creating Invoices Automatically” topic, in Quickbooks Online.  This will show you how to have month-end invoices generated automatically based on “tracked, but unbilled” time expenses that have accumulated during the month.

3) Your invoices will be emailed out automatically, to each of your clients, with all of your time expense line-items.

So, next time you find yourself manually creating a month-end invoice for a client that you bill by the hour, come back to this blog post to get set up for a “better way”.

Got ProOnGo Expense + QuickBooks tips?  Send them our way (support@proongo.com), and  your tip might just land in our blog!

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Pt. 5: Why You Should Outsource Your Payroll

This is part five of a five part series by Kevin J. Harris, the founder of QuickSolvers Inc, which provides accounting, consulting, and QuickBooks training to small businesses.

Many small business decision makers attempt to save a few bucks by keeping payroll in-house. This is Most Common QuickBooks Blunder #5, but it is by far the most costly error of the bunch… and it isn’t specific to QuickBooks users only. All small businesses, unless they are in the accounting services industry, are better off outsourcing payroll.

This is not my opinion. It’s fact.

Payroll services are comprehensive and streamlined these days, and are available to businesses at extremely inexpensive prices. If your business is located within one state, has around 10-12 employees & contractors, and runs payroll every other week, then your payroll fees should land right around $100 per month.

Two states and 25 employees? Around $200 per month. This includes direct deposit, facilitation of all payroll tax filings and electronic payments to the government agencies, and any other company specific deductions & additions.

But it doesn’t end there.

Today’s best payroll systems are web-based where employers and employees can view their information online, and all transactions can be downloaded directly into most of the common used accounting software packages, including of course, QuickBooks! No journal entries, no constant reconciliations of payroll liabilities, no errors in tax filings, and no wasting of time! All you do is tell your service who to pay, and when. We… I mean they… do everything else. For a small monthly fee. Did I say that already? If your payroll service is not providing all of these bells & whistles, then your money and time is being drained for no good reason.

If you don’t currently use a payroll service at all, then your employees’ time is not being utilized to its potential. If you’re going to outsource one single financial task, payroll is your best option.

To contact QuickSolvers for an obligation free quote, email payroll@quicksolvers.com or 773-909-2464.

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Pt. 4: Using QuickBooks to Customize Your Invoices

This is part four of a five part series by Kevin J. Harris, the founder of QuickSolvers Inc, which provides accounting, consulting, and QuickBooks training to small businesses.

How bland is the invoice that you send out to your customers? Professionalizing your invoice template is necessary, and as simple as you can imagine.

Why is it necessary? If you want your customers to perceive you as the real deal, not only for themselves, but also for referring you out to their network, then a professional company invoice is a must. Sure, the standard QuickBooks invoice is sufficient, but it doesn’t say, “You need to take me seriously. You need to pay me. You need to build a long-lasting business relationship with me that will lead to more business for you.

Instead it says, “I am a small, ho-hum business, and I have no interest in becoming significant. I am forgettable.” Sounds a bit harsh, but that’s the difference that adding your logo, removing unnecessary fields, and developing a clear & concise invoice can make.

Solution: Pull up the invoice screen in QuickBooks and click on “Customize” in the tool bar near the top of the screen. Add your logo, then go to the “Layout Designer” to resize and locate your logo correctly, as well as play around with the entire look and feel of your invoice. Click on “Additional Customization” to work with the titles of all fields, columns, etc.

Once you’re happy with your invoice design, consider emailing your invoices to customers. Not only will your customers receive your invoice quicker, you are now environmentally friendly!

As for sending via email, you can either use the “Send” feature in QuickBooks, or you can choose to go to the “File” menu, “Save as PDF”, and then attach to an email.

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Pt. 3: Reconciling the Register

This is part three of a five part series by Kevin J. Harris, the founder of QuickSolvers Inc, which provides accounting, consulting, and QuickBooks training to small businesses

I’m always amazed at how many QuickBooks users I come across who insist on manually placing the checkmarks in the bank account register when a transaction clears the bank.

These are the same individuals who are scrolling through the register looking for transactions that don’t have the manual checkmark, adding them back into the register balance, and hoping that the resulting amount matches the bank balance. Talk about unnecessary. Do they not see the icon on the desktop called “Reconcile”?

Solution:

Click that “Reconcile” icon on the desktop! (or in the “Banking” menu). Fill in the information, hit continue, and start checking off transactions on the next screen. Not only will you find this process to be pleasant and easy, you will unearth a feeling of gratification upon completion, knowing that you have not only balanced your checking account for the first time ever, but you have a cute little report that tells you about all those transactions that haven’t yet cleared.

*QuickTip* to save time:

Now that you’re ready to reconcile your bank and credit card accounts properly, try this. When you go to check off a string of transactions on the reconciliation screen, instead of clicking on each one individually… you can click on the first, hold the mouse button down, and scroll with the mouse. QuickBooks has never been so, ummm, fun.

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Pt 2: Credit Card Statements as One Big Transaction.

This is part two of a five part series by Kevin J. Harris, the founder of QuickSolvers Inc, which provides accounting, consulting, and QuickBooks training to small businesses.

How do you keep your credit card transactions updated on your books? Do you manually enter in every single expense at the point of purchase? Or do you wait until the end of the month to enter in the items?

The average bookkeeper waits for that credit card statement to come in the mail, then either chooses to “Write Checks” or “Enter Bills”, and itemizes the entire statement within one single transaction. At the end of the day the accounting is not incorrect, as you have your credit to cash (write checks) or payables (enter bills) and your debit to the various expense accounts.  But the accounting is only correct at the end of the month.

So what happens when you need to produce a balance sheet mid-month? Clearly, any credit card balances will be non-existent until that monthly statement hits your mailbox. And what about reports by vendor? You cannot specify a vendor on the split lines of a transaction in QuickBooks, therefore none of your credit card charges will have vendor names attached.

Waiting until the credit card statement arrives in your mailbox can cause serious short-term cash projections, amongst other problems, and leaves you to the risky practice of operating under a cash flow assumption.

Solution:

One of the best ways to solve this problem is to use ProOnGo Expense’s American Express integration.  Every transaction on the AmEx card will instantly be updated on the ProOnGo Expense mobile app, as well as ProOnGo’s Web Portal.  As soon as the transaction is recorded into ProOnGo, the app updates your QuickBooks Online account with the transaction info, including the vendor.

To enter in QuickBooks Pro, use “Enter Credit Card Charges” and you can create individual line items for every credit card transaction.  Then, at the end of the month, immediately “Reconcile” with your end of the month statement.

So now you’ll have your balance sheet up-to-date at every point in the month, leaving you with better visibility and clarity into your accounting.

***QuickTip to Save Time***

If you haven’t already, start making use of the Online Banking feature in QuickBooks… stay tuned for a future blog entry on how to set it up and use it efficiently

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