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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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Tip: Create/Send monthly QuickBooks invoices from your ProOnGo Time Expenses

Are you a consultant?  A lawyer?  An accountant?  We hear from “professional services” folks all the time, who use our time tracking features to keep track of billable hours, so that when it comes time to invoice their clients at month-end, they’ve got every hour (or minute!) accounted for.

Anyway, if you fit this description, and if you use QuickBooks Online – we just discovered a trick that will save you even MORE time.  Keep reading if you want to learn how to have your ProOnGo time expenses turn into an automatically-sent monthly invoice to each of your clients.  Here’s how it works:

1) Throughout the month, track your time expenses in ProOnGo, and keep uploading them to QuickBooks Online Edition

2) Just once (never have to do this step again), follow the instructions in the “Creating Invoices Automatically” topic, in Quickbooks Online.  This will show you how to have month-end invoices generated automatically based on “tracked, but unbilled” time expenses that have accumulated during the month.

3) Your invoices will be emailed out automatically, to each of your clients, with all of your time expense line-items.

So, next time you find yourself manually creating a month-end invoice for a client that you bill by the hour, come back to this blog post to get set up for a “better way”.

Got ProOnGo Expense + QuickBooks tips?  Send them our way (support@proongo.com), and  your tip might just land in our blog!

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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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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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Keep on Truckin’ with ProOnGo

Keep on Truckin' with ProOnGo

Keep on Truckin' with ProOnGo

Some of you have commented on how open we are to your feedback, and we really do appreciate those of you that take the time to call or write with suggestions for how we can make ProOnGo Expense work better for your business. Some of the best parts of our day are when folks call our office in the middle of their expense report and say “here’s what I like about ProOnGo, and here’s what I’d like to see in the next version”.

For some reason, we’ve been getting calls recently from a lot of independent owners/operators of small trucking companies who like to use our mileage tracking features to keep tabs on how much they will be billing out for their month-to-date or quarter-to-date.

We’ve gotten more than a few suggestions, including that on our iPhone version the “total” at the top of the screen had been showing the total of all amounts, rather than just the period (week, month, year – whatever you configure). That’ll be fixed in our iPhone update that will show up around Friday this week.

So, for all of you out their using our mileage tracking features, keep the feedback coming by shooting us an email at support@ProOnGo.com or you can Tweet us on Twitter, and of course, keep on truckin’!

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QuickBooks Online Edition — from your phone!

QuickBooks Online EditionEveryone has heard of QuickBooks, or at least every small business owner has.  Its the accounting package that so many have come to rely on, to manage everything from revenue and expenses to payroll to tax filings.

And now, ProOnGo Expense comes with QuickBooks Online Edition integration.  That’s right, from your phone you can take a picture of a receipt, let ProOnGo turn that receipt into an expense entry, and you can then upload the expense entry right into your QuickBooks Online Edition account.  Expense reporting doesn’t get much easier than that!

The first time you use ProOnGo with QuickBooks Online Edition, you might want to plan about 30 minutes to go through the process of getting the two talking to each other, but we’ll make it easy with some web videos.  The best way to get started is to download the latest version of ProOnGo to your phone (browse to www.ProOnGo.com from your phone to get the latest), then:

1) On your BlackBerry, in ProOnGo, choose the “Submit to QuickBooks” menu item.  Or on your Windows Mobile, in ProOnGo, tap-and-hold on any expense and choose “Submit to QuickBooks”

2) Follow the steps that show up on your phone screen

3) When you get to the point where you are asked to go to your PC/Mac and browse to www.proongo.com/qb.html, check out this video that will help you through the process:

Configuring QuickBooks Online Edition for ProOnGo Expense

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