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ProOnGo Expense iPhone Version Updated

Hello Everyone

We made some big changes to our iPhone expense tracker that just went live to the iTunes App Store yesterday. Among the changes were some visual sorting for users to get a better idea of exactly how much money they are spending per expense category, as well as major improvements to our Employee-Manager workflow.

Here are the details:

  • In the Graphs section, the Pie chart now shows spend by category; e.g., showing you what percentage of your expenses were for Meals vs. Entertainment vs. Travel (or whatever categories you have configured)
  • In the expense list, if you use the Workflow features, the workflow state of each expense will appear in parenthesis after the dollar amount (Submitted, Approved, Denied)
  • In the expense list, if you have a filter turned on, we now show at the bottom of the list a summary of how many expenses are shown vs hidden, due to the filter
  • In the New Expense screens, once the picture of the receipt has been taken, it goes straight into the upload path rather than going into the image editor.  This speeds up the process of filing receipts.  The image editor can be turned back on via settings, for those that prefer to use it.
  • Lots of performance and stability improvements.
  • In the Sort/Filter section, we now have a toggle for Show/Hide expenses in the “Archived” state.  This new state will come in handy shortly as a way for non-workflow users to keep, but hide, expenses that are from prior reporting periods.  Previously non-workflow users had to choose between keeping such expenses in the New state, or the Deleted state, and that was not enough flexibility to handle prior-period expenses.
  • In the expense list, we now show a network traffic indicator in the status bar, when the app is communicating with the server
  • We added “clear” buttons (subtle gray “x” button in the right-end of an edit box) in various places throughout the app, including the username/password window, and the merchant name editor
  • We now support creating very large expense reports via the Reports tab.  Previously, a user creating a report with 150+ expenses would likely see an error saying “URL too long”.  This error has been fixed.
  • The “Settings” list options now match the exact order of what our BlackBerry and Android users have
  • Fixed various bugs in Sort/Filter; we found a few specific cases where Filter and Sort settings were not being honored.

Check out the new version and see if you like the new additions. And as usual, send us an email if you have any questions or comments: Support@ProOnGo.com.

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QuickBooks Pro Features Explained

Hey Everyone

Back in July 2010, we introduced QuickBooks Pro integration, which allowed users to export their expenses directly into their QuickBooks Pro account. Once a user imported their .IIF file with their expenses into QuickBooks Pro, the expenses showed up as a ‘New Bill.”

This kind of support was OK for companies who didn’t really know what accounting procedure they wanted to use for tracking expenses, but the method left out advanced expense-tracking procedures that seasoned QuickBooks Pro users craved for.

Well, now we’re happy to say that we’ve broadened our support to handle the three most popular ways to import expenses into QuickBooks Pro:

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(1) EXPENSE TRACK VIA WRITE CHECK

For small companies that have employees paying out-of-pocket for T&E and then getting reimbursed via paper check after-the-fact, a very simple way to reimburse those employees is to go to Banking->Write Check, and simply cut a check to the employee for the sum total of their expenses (say for $100.00) and then fill in the line items that sum up to that total so that the individual expense accounts (such as Meals & Entertainment, Travel, Incidentals, etc) have a running total of spend therein.

A few useful notes:

(a) We allow users to configure what account the checks are written from (e.g., “Bank of America Checking Account”).  This can be configured via the ProOnGo Web Portal->Settings->QuickBooks.  Default is “Checking Account”.

(b) Field 1 in ProOnGo is used as the expense account name so that the check is backed up by itemized expense account line items that sum to the total of the reimbursement.

(c) The “Client” field in ProOnGo flows through to the “Customer:Job” field in QB Pro.  Useful for companies that pass expenses through to clients or run reports to determine profitability of each client (not unusual).

(2) EXPENSE TRACK VIA CREDIT CARD  

Some companies prefer to think of their employees’ reimburseable expenses as a virtual “credit card”.  I.e. the employee is making purchases and the company owes the employee the sum total of those purchases as a reimbursement.

In this line of thinking, the employee “is” the credit card.  Users label their expenses using:

  • Field 1 (Category) to specify the expense accounts against which the employee spent.
  • Field 3 (Client) to flow into QB Pro’s “Customer:Job” field
  • Field 4 (Payment Type) in ProOnGo Expense to indicate the Credit Card account name

So, a Credit Card account might be named “Max Reimbursements”, and would accumulate line items of expenses incurred by Max. Then, on some agreed rhythm, the QB administrator cuts Max Schmidt a check for the running total sitting on that “credit card” for that expense category and/or project.

(3) EXPENSE TRACK VIA VENDOR BILLS

Some companies treat their employees as Vendors, when it comes to expense reimbursement.  For example, if Max buys 3 computers on his personal credit card, and the company has agreed to reimburse him for buying these for the office, the QB admin could go to Vendor->Enter Bills and create a “bill” from Max Schmidt, billing the company for the total cost of those 3 computers.  The QB Admin could then go to Vendors->Pay Bills to issue a check to Max Schmidt for the total amount of those 3 computers.

This is the 1 style of QB Pro export that we’ve supported to-date.  Support has now been improved, though.

ProOnGo’s Field 3 (Client) now flows through to QB’s “Customer:Job”.  This is important if Max purchased these computers for work on a particular client and I pass the expenses through to that client (while simultaneously reimbursing Max), OR if I use any of the QB reports that track profit/loss on a per-client basis.

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