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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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New BlackBerry UI Launched

We just launched a new user interface for BlackBerry devices. As you can tell by the screenshot, we got a toolbar! This toolbar makes the navigating and creating expense reports easier than ever.

The new version should be available on BlackBerry App World in a couple days, or if you can’t wait, you can download this new version by navigating to www.ProOnGo.com on your BlackBerry browser.

As always, let us know how you like the new changes by sending an email to Support@ProOnGo.com or you can Tweet us (@ProOnGo).

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BlackBerry Version Updated

A new version of ProOnGo Expense just went live for BlackBerry devices.

Among the changes in this version:

  • Some general bug fixes
  • Re-order of Options menu – We made it easier to find your mileage reimbursement settings, time reimbursement settings and credit card sync settings
  • Yell At Support – This option’s at the bottom – you can send us an email or choose this option if you’re having problem with the app and it will send us a diagnostic email.

Stay tuned next week for a big chagne: the addition of a navigation toolbar for BlackBerry devices! This is going to look very similar to our Android and iPhone versions and will greatly increase the usability of the application.

Keep letting us know how we can improve your expense-tracking by sending an email to Support@ProOnGo.com or tweet us @ProOnGo.

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New iPhone Version Goes Live!

Hello Everyone!

It’s the beginning of December and we’re quickly approaching the one year anniversary of the release of the ProOnGo Expense for iPhone. We’ve come along way since then, and we don’t plan on stopping the development train just yet!

This new version for iPhone features a major upgrade for our expense filtering system; You can now filter your expenses by multiple metrics

What you can do:

  • Filter by client name and time period
  • Filter by expense type and client name
  • Filter expenses payment type and expense type
  • Filter expenses by their workflow status
  • Many, many other combinations

Keep in mind, when you create a report, the expenses included in the report will be the expenses shown on your Expense List home screen.

How we see you using this:

It’s the end of the week, you just finished up a project with a client and now it’s now time to send your expenses to your client.  Simply filter your expenses by client name and time period and then create your report, then your client is updated with your expenses.

Give us a shout about this feature (Support@ProOnGo.com) or any other feature you have an opinion on and as usual, and we’ll keep making ProOnGo Expense your favorite mobile expense-tracker.

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Samsung Releases Fixes for GPS for Android Users

If you’ve been having trouble getting your GPS to work properly on your Samsung Android device, Samsung has come out with a couple guides to get your GPS back on track. The guides walk users through how to update the phones with the appropriate software fix and how to use and install the GPS Restore Application.

Samsung Captivate GPS Fix Guide

Samsung Vibrant GPS Fix Guide

Thanks to MobileBurn for the tip.

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iPhone Release Updated

A new version of ProOnGo Expense went live on the iTunes App Store yesterday and we managed to fix some bugs as well as added anew feature; we now have a “Start From Here” item at the bottom of each mileage expense.

If you drive from 102 Main Street, Gary, IN to 300 Lake Shore Drive, Chicago, IL, and your next sales call is in Milwaukee, you can open up the Chicago expense, tap on “Start From Here”, and it will create a new mileage expense that starts at exactly “300 Lake Shore Drive, Chicago, IL”.

So, someone who drives through multiple stops per day can stitch them together into a contiguous set of mileage expenses where they’re sure not to miss the opportunity to take credit for every mile driven.  Give us a shout about this feature (Support@ProOnGo.com) and as usual, keep telling us what you like and don’t like about ProOnGo Expense!

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Use ProOnGo Expense? We Want to Hear From You!

Here at ProOnGo, we’re continually developing our apps to make sure we deliver fast, effective apps for your business needs.

We really value your opinions and want to know what we’re doing right and what we can do better.  The best insights have come from subscribers and a lot of our features and improvements have come from suggestions.  We can’t tell you enough how helpful this is.

We’d love to receive some comments and emails telling us about your experience with ProOnGo Expense.  So please send us your suggestions and we’ll keep up our end at giving you the easiest way to track your expenses.

support@proongo.com

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