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PT 1: Recording Deposits vs. Receiving Payments

by Kevin J. Harris,  the founder of QuickSolvers Inc, which provides which provides accounting, consulting and QuickBooks training to small businesses.

“If you do what you’ve always done, you’ll get what you’ve always gotten.” – Anthony Robbins

I have worked with over one hundred QuickBooks using businesses and individuals over the past two years.  Many QuickBooks users are doing themselves a disservice by continuing to use the system in ways that are causing more problems than not.  Over the next two weeks, I’ll tell you about the issues that I see on a regular basis, and painless approaches to ridding oneself of being ordinary.

Do you like to “Record Deposits” rather than “Receive Payments” when a customer pays an invoice? If so, you’ve probably noticed that one or more of the following is true of your QuickBooks data:

  1. Income is grossly overstated
  2. Invoices which have been paid still appear to be outstanding in the system
  3. Your receivables have gotten to the point where you laugh each time you look at a balance sheet
  4. Reconciling the deposits in your checking account is a mathematical challenge

By “Recording Deposits” instead of choosing “Receive Payments,” you’re essentially assuming your customer’s payment has already processed, and those funds are currently available in your bank.  This can be dangerous for small business owners that need to know exactly how many pennies they have in the bank.

Solution: When a customer gives you money to pay down an invoice that exists in QuickBooks, use “Receive Payments” to tie that payment directly to the invoice (the amount of the payment gets dumped into the asset account “Undeposited Funds.”)  Then when that payment, and hopefully others, makes its way to the bank, you “Record/Make Deposits” and lump any checks deposited together into one single transaction.

This small, but powerful step will ensure your books are correct, so you can spend the money you actually have, not the money that you’re promised.

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QuickBooks Blunders and Solutions You Can Understand

Hello Everyone!

Because of our recent QuickBooks Pro and QuickBooks Online integration into ProOnGo Expense, we’ve received countless questions from users asking us how they better use QuickBooks and ProOnGo to gain insight and visibility into their expenses. Luckily, our buddy Kevin Harris from QuickSolvers has taken up the call to give ProOnGo and QuickBooks users some tips to make sure your books are up to date.

And as always, you can keep sending us your comments and questions to Support@ProOnGo.com

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At ProOnGo, Your Feedback Matters!

At ProOnGo, we love hearing from you, our customers and trial users, about what would make the app easier for you to use. Recent improvements in the app that have happened 100% because you told us they were important include:

1) GPS-based mileage tracking on Android and BlackBerry (iPhone got a little headstart on that a few months ago). We’ve kept pretty quiet about this feature while we took time to test it out, but you’ll hear a lot more about it soon.

2) The nifty “tab bar” at the bottom of the screen in our iPhone app, that has both icons and labels for our top 6 most used functions in the app, which showed up in a mid-July release of the iPhone app

3) The ability to restore your expense list from our server to your new phone if you change phones (whether its BlackBerry-to-BlackBerry, iPhone-to-Android, Windows Mobile-to-iPhone or whatever switch you are doing). This sure has helped with migrating your expense list from phone to phone without having to proactively remember to backup (the backup happens automatically, the restore to your new phone happens whenever you are ready).

Editing Receipts in ProOnGo Expense for iPhone

Editing Receipts in ProOnGo Expense for iPhone

We’re constantly dreaming up the next new features for ProOnGo, but your vote about what’s important matters most. Anyway, here’s yet another improvement that just hit the market due to your feedback. You told us that in our iPhone app, we needed to do a better job of showing what the buttons do in the Receipt Editor, so we added some handy dandy tooltips that appear when you press down on any button. A small improvement, but an important improvement if the icons on the images don’t make sense to you right away:

So, let your voice be heard, if you have an idea for improving ProOnGo Expense. You may just see your request fulfilled in a not-too-distant release of the app!

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Enjoy the iPhone 4 Retina Display with ProOnGo

If you have an iPhone 4, you no doubt are enjoying the stunning quality of the Retina Display that offers higher resolution, and brilliant colors far beyond what we’ve seen on other smartphone screens. Add to that a 5 megapixel camera, and you’ve got the makings of a great phone for capturing, reviewing, and submitting receipts for your expense report.

Since the launch of iPhone 4, we’ve gotten quite a few inquiries about “what else is new” in ProOnGo Expense, for iPhone 4 users. Well, those of you with iPhone 4 have probably noticed that of the 225,000+ apps on app store, only a fraction have updated their icons, backgrounds, logos, splash screens, and other art to really “look good” on the new iPhone. At ProOnGo, we’re about 75% of the way through updating all of our icons and art to take advantage of the full resolution of iPhone 4, and in our next Apple upload we’ll polish off the few pieces of low-res art that remain in the app. We’ll strive to keep up with that old quote from Steve Jobs, “We made the buttons on the screen look so good you’ll want to lick them.”

Other parts of ProOnGo Expense where your iPhone 4 will work noticeably better & faster include GPS-enabled mileage tracking. We’ve noticed that our street address detection (the feature that lets you create mileage expenses by detecting that you are starting or ending at, say, “1060 West Addison Street, Chicago, IL”) works much faster on the new iPhone — in many cases it is often instantaneous.

There are more treats in store for you iPhone 4 users of ProOnGo, so stay tuned, and keep your suggestions coming! In the meantime, just savor the fact that although the below image might take up half of our PC/Mac screen, it displays in full resolution in the palm of your hand on your iPhone 4:

ProOnGo "Recent Trends" Chart Viewed on iPhone 4

ProOnGo "Recent Trends" Chart Viewed on iPhone 4

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Email to Receipt Reader Demo

To make things easier, we’ve made a demo showing how a user can email their receipts to our Receipt Reader.  Check it out:

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New Look: iPhone Skin Update for ProOnGo Expense

Hello All,

Apple will soon approve our new version of ProOnGo Expense, but before it’s released, I wanted to show everyone a preview of our new look.  We put labels at the bottom of the app, which makes it a little easier for first-time users to navigate through the app, as well as switch to a black colored theme, which amps up our coolness by a factor of 8.  Hope you like it!


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ProOnGo Expense for Businesses: QuickBooks Pro Integration

We just came out w/ two big updates — one of which I posted about the other day — the ability for users to upload their expenses to our Receipt Reader via their email — but our latest update is just as big, if not bigger; We’re now beta-testing QuickBooks Pro integration.

QuickBooks Pro integration into ProOnGo Expense now in Beta.

We’re pretty excited about this because Quickbooks owns 80% of the small business market with their accounting software, and QuickBooks Pro and QuickBooks Online are their two major accounting systems. So being able to sync with nearly 80% of small businesses’ accounting systems is a huge leap forward for us.

The UX for the QBP integration will be extremely simple and after initial set up, as soon as a user records their expense, their QBP account will also

receive the update.

Currently, only subscribers are able to check out the QuickBooks Pro integration, so if you want to give it a shot, visit out Subscribe page.

If you’re already a subscriber, you should be able to see the QuickBooks Pro icon in our Blackberry, iPhone and Android versions under Web Generated Reports.

If you have any questions, don’t hesitate to shoot us an email, Support@ProOnGo.com or you can Send us a Tweet!

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Receipt Reader from Your Email

Hey everyone.  A new build of ProOnGo Expense has just gone live for BlackBerry and Android 2.0+ devices.

These new builds add a much requested feature: Emailing receipts.

Users subscribed to our $4.99 package can now upload their receipts in bulk by attaching their receipts to an email and sending it to ProOnGo.  From there, ProOnGo will read your receipts and update your expenses on the web portal as well as your mobile device.

The technology behind this new development was establishing a two-way sync between our servers and the mobile device. With the two way sync, our servers and your device can now communicate back and forth, so our we can easily send information and updates to your device, expanding the capabilities of the app.

In addition to email receipt reading, we’re also utilizing the two-way sync through our Custom Categories tab in our Web Portal.  Subscribers can update their expense categories from the Web Portal, and our servers will push this information to your device, updating your expense categories.

To use this new feature, subscribers can send an email to support@ProOnGo.com and new users can check out our Subscribe page.

Keep sending in suggestions and giving us feedback on how we can continue to make ProOnGo Expense the best expense-tracker for your smartphone.

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ProOnGo Business Card Reader

Introducing our latest app: ProOnGo Business Card Reader.  Now the same accuracy that we deliver with our Receipt Reader in ProOnGo Expense you can now apply to your business cards.

The app is extremely simple; Just open up ProOnGo Business Card Reader, select “New Business Card” and then your camera will launch.  Take a picture of the business card, and ProOnGo Business Card Reader will extract:

  • Name
  • Company Name
  • Job Title
  • Email Address
  • Mobile Phone #
  • Office Phone #

This info is then sent your email address as a vCard attachment as well as .jpg of the business card.  As soon as your tap the vCard attachment your contact is added to your address book.

The app is available for iPhone 3GS and BlackBerry devices for free, and with our subscription package, you can share your credits between ProOnGo Expense and ProOnGo Business Card Reader.

Give the app a try and then tell us what you think!

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ProOnGo Expense Update for iPhone!

Hey Everyone!  A new version of ProOnGo Expense is now available on the iTunes App Store.

With this new version, we were able to incorporate some brand new features into the app.  Check ‘em out!

Among the new features:

  • Restore your Expenses From Web
    • The latest version of ProOnGo Expense allows users to retrieve all their previous expenses via the ProOnGo server, and have them sent straight to your devic e.  So if you get a new phone, you’ll be able to restore all your previous expenses.
  • Auto-compute Mileage
    • Now iPhone users will be able calculate their mileage purely by their GPS without having to manually enter in a Start and End date.  Simply open up a new Mileage Expense and ProOnGo Expense will automatically detect your current address as the starting point. Then, when you have reached your destination, open up that same Mileage Expense and ProOnGo Expense will detect your end address and calculate the distance (in miles) between to the two points, and multiply the distance with your rate per mile.
  • Time Expenses Remembers Client
    • This new feature will remember your clients for your Time Expenses.  When iPhone users create a new Time Expense, users canenter in a new client name, or choose between former clients they have created Time Expenses for.
  • More Categories for Regular Expenses
    • iPhone users now have two more categories to label their Regular Expenses. When users create  new Regular Expense, they’ll be able to label the expense by the Expense Category (Entertainment, Food, etc), Expense Type (Business, Personal, etc), Client Type andthe Payment Type.

We are really excited about these new features and would love to hear what you think.  Send your questions and comments to support@proongo.com, or you can Tweet us (@ProOnGo) or give our offices a call:  (312)878-4585

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