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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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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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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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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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With our new iPhone release, it is easier than ever to categorize your expenses

Today we released the new version of our iPhone app, ProOnGo Expense, and we’ve made it even easier for businesses to customize the app for their employees.

One of the features we’ve added is Category Synchronization, and there is a story behind how this feature ended up getting a lot of attention from us very quickly.  About a month ago we posted a new offer at http://www.proongo.com/bizpackage that lets businesses send us their custom spreadsheet format, and we set them up with a special icon inside of ProOnGo that lets them export their expenses right into their own “special” spreadsheet format.  This new offer has been a real “hit”, because it seems like every small business we talk to has some kind of spreadsheet template for their expenses, and just about every format we’ve seen looks like a real pain to fill out.  So having this kind of custom spreadsheet filled out automatically is a real time saver.

Well, as we looked at all of the custom spreadsheets coming in, we noticed that ya’ll have some weird, wild categories that you file expenses under.  If I had to pick a favorite, it was one that looked something like this ‘#5123 – Discretionary Spend for Trip Extensions” (does that mean you can stay in Hawaii for an extra week?).  Needless to say, asking you to set up your device-side categories with such long and elaborate descriptions was out of the question, it would be way too easy for a simple typo to get in the way of having your device side categories match the categories that your custom spreadsheet is expecting.

Syncing Expense Categories with ProOnGo

Syncing Expense Categories with ProOnGo

The good news is, there is now “a better way”.  If you are a ProOnGo customer, we can help you “push” your exact category list down to your device, saving you the trouble of setting up those categories on your tiny phone keyboard.  To get more info on how to do it, drop us a line and we’ll help.  Check out the screenshot in this post to see what it looks like when we do “push” the categories down to your device, and also, as always let us know how you like the new feature!

Also new – a way to “review” Receipt Reader results without getting interrupted with a pop up, and a way to set up recurring (weekly, monthly, etc) expenses.  More on that later.

Oh, while we’re at it, let me put in a plug for the fact that we’re not JUST about iPhone.  Our solution works on iPhone, BlackBerry, Android, and Windows Mobile.  Our Category Sync feature works on both BlackBerry and iPhone so far.

Give it a try and let us know what you think (support@proongo.com)!

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ProOnGo is Compatible with 100s of Phones – is yours one of them?

Over the past couple years we’ve tested ProOnGo on literally 100s of phones, everything from relatively obscure phones like the HP iPaq 910c and the HTC Advantage, to the most popular phones like the BlackBerry Curve, iPhone 3GS, Motorola Droid, and HTC Touch PRO 2.

While testing on all of these phones, it occurred to us that we’re not the only ones that “feel the pain” from the huge number of phone models out there.  Many of YOU have told us on our support line (support@proongo.com) that sometimes its tough to find out if a particular app is compatible with your particular phone, and that you wish there was a better way to know which apps would work on your phone.

Well, we can’t solve the problem entirely, but what we can do is give you a visual guide to the most popular phones that work with ProOnGo.  So, without further ado, our web design team presents you with an easy way to click through pictures of supported phones, and find out if yours is one of the models supported by ProOnGo:

ProOnGo Compatibility Guide for Android, BlackBerry, iPhone, and Windows Mobile owners

ProOnGo Compatibility Guide

Is your phone not listed?  No sweat.  Drop us a line at support@ProOnGo.com and we’ll let you know how close we are to supporting your phone.

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