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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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Your Company’s Own Expense App: ProOnGo Expense White Label

Rebranding ProOnGo Expense to fit your company.

Coming in early December, we will be launching the ProOnGo Expense White Label package. This brand new package allows businesses to rebrand ProOnGo Expense with their company’s log and color scheme, and we will upload this new app to the iTunes App Store.

How it works:

If you’re interested in getting a custom application for your firm, it’s a relatively quick and easy process thanks to the ProOnGo Expense Custom App Wizard.  All you do is:

  1. Pick your splash screen color
  2. Insert your Company Splash Screen image
  3. Upload your app icon
  4. Choose your color scheme
  5. ProOnGo uploads the app to the iTunes App Store.

After you complete the wizard, you’ll be able to instruct your employees to the iTunes App Store market to download the company’s rebranded expense tracking application.  You can expect the White Label Wizard to go live in early December.

Are you a tech savvy CPA that would like to become a launch partner with ProOnGo’s White Label app? Contact us here!

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Mobile Expense Reporting for Businesses

A few weeks back we launched our ProOnGo Businesses Packages. These packages allow businesses us to easily distribute ProOnGo Expense throughtout their company without needing to worry about individual subscriptions.

I want to take a moment and go over our Premium Business Package’s features and explain how these features can help out your business with expense tracking.

Up to 100 Users
With the a Business Package subscription, businesses don’t have to worry about signing up every single one of their employees with ProOnGo. They simply point to the ProOnGo Expense app in the device’s marketplace, and as long as they sign up with the company’s email address, the user will enjoy full benefits of a ProOnGo subscription

80 GB Receipt Storage
It’s important for businesses to have a back up of their receipts in case of an audit. Luckily, ProOnGo has businesses covered. We offer 80 GB or receipt images. That’s over 80,000 receipt images per year. All of this information is instantly recalled as soon as a business needs it.

Custom Excel Spreadsheet Integration
Most businesses contain expense report templates and as our Pro Subscribers already know, we’re able to take that template and have it automatically filled out with your expenses. Businesses will receive the same special. They just send us their expense report template and it’ll be fully integrated into the app within two weeks.

Credit Card Integration
We currently support American Express cards, but within the next coming weeks, we are rolling out our support to over 90% of banks in the United States. So businesses with ProOnGo Expense can have their employees’ business credit cards instnatly sync with the app, so no manual entry is necessary.

24-Hour Support Guarantee
We guarantee a response to your support request within 24 hours of your request. Call by phone (312-878-4585) or email Support@ProOnGo.com

Accounting System Integration Consultation
Need to import your employees’ expenses directly into your accounting system? We’ll offer a free consultation session to figure out how to import the expenses into your system.

5 Hour per Year Receipt Audit Assistance
When the auditor calls, we’ll be at your side. With a subscription to a Premium or Pro Business Account, your business will receive 5 hours of audit assistance to gather the receipts you’ll need.

Annual Backup DVD
Receive a DVD backup of all of your receipt images once per year.

If you’re interested in one of our Business Packages, but have some questions you’d like answered first, just shoot me an email and I’ll do what I can to help you out: Max@ProOnGo.com

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ProOnGo Expense Credit Card Sync for Trial Users

Hello All

We just released our Credit Card Integration feature into ProOnGo Expense about two months ago, and it’s quickly becoming one of our more popular features.  The feature, which allows users to sync their credit card with ProOnGo Expense, imports the credit card’s transactions as expenses.

Well we’ve just granted access to the Credit Card Integration feature for our Trial and Lite Package users. The trial is only going to be around for a limited time, so sync up your card now and see how you like it.

Oh, and keep sending us your questions and comments to Support@ProOnGo.com!

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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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