important announcement for all ProOnGo customers

ProOnGo Blog

Posts are primarily about QuickBooks, Xero, expense reports, and other topics useful to small business owners, CPAs, and ProAdvisors.


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Add Bills

QuickBooks Mobile Apps – Post 2 of 5 – “Add Bills”

Saturday, May 12th, 2012

Over the years you’ve asked for all kinds of variations of our tried-and-true receipt reader solution (which is part of ProOnGo Expense). About two years ago, we started to get requests from QuickBooks users who said “you let us scan our receipts to create expenses in QuickBooks, could you please, please help us do the same thing for bills we receive from vendors?” (spoiler alert – the answer is now “yes” – as you’ll see in the video)

To a non-QuickBooks user, the distinction between a bill and receipt might seem trivially small. They are both paper documents that signify a payment of some kind, right? Well, to you QuickBooks folks out there, you know the huge difference. Most receipts that find yourself tracking, are either for a credit card charge (which lives in your register for that precise credit card), or perhaps for a debit card transaction, or once in awhile a receipt for something that you paid for by check.

However, Vendor Bills are a bit different from Receipts

First, unless you are a particularly cash-rich business, there is a good chance that you receive bills from your vendors that you don’t pay right away. Perhaps you pay them on Net 30 or Net 45 terms (if you are lucky, maybe Net 60). That means that you are receiving a bill several weeks before you are actually going to pay it. So, it’s not as instantaneous as, say, a debit card transaction where the moment that you conclude the transaction, the bank is already moving money to the recipient. That means that you need some way to keep track of what bills you’ve received, long before you actually pay them, because you’ll no doubt forget 59 days later that you are 1 day from being overdue on that big Net 60 payable.

Second, if you use Accrual basis accounting, the above-described timespan between when you receive a bill and when you pay it, has a crucial impact on your financial statements. The impact of the bill hits your statement of cash flows on the month that you actually pay the bill, or more accurately, whenever the funds leave your account (perhaps because the paper check you sent has been deposited by the recipient, or better yet, because you’ve done a Intuit PaymentNetwork transaction to pay the bill). However, the impact of the bill hits your Income Statement as soon as the exchange of goods or services causes you to bear a future obligation to pay the bill. So, tracking Vendor Bills in QuickBooks is not just a fancy “reminder system” for what’s due to be paid — rather, it has real impact on your financial statements.

Third, Vendor Bills might be paid through any one of your bank or credit card accounts, and perhaps not from the same account every time. That differs wildly from a receipt, where you tend to have decided the payment method right at the point of purchase.

We could go on, but we bet you get the idea. So, Vendor Bills are their own unique beast, worthy of a separate + specialized mobile app.

We Have Something for You

With our new Add Bills app, you can now take pictures of vendor bills, and have them added to your Vendor BIlls list in QuickBooks Pro, Online, Enterprise, or Premier. It’s easy, quick, and it lets you get back to your “day job” (we’ll bet that you’d rather be out generating sales, rather than thinking about the bills you have to pay). The video shows the end-to-end user experience:

…and, don’t forget, the new Add Bills app is just one of five new QuickBooks-compatible mobile apps that we’re launching over the course of five days. You can learn more by hovering over the calendar days below:

QuickBooks Mobile Apps for Road Warriors

Friday, May 11th, 2012

If you found this blog, there is a good chance that you are both a QuickBooks user and a road warrior.  After all, most of our posts here are about ProOnGo Expense, our solution for QuickBooks Pro, Premier, Online, and Enterprise users who need to track receipts, mileage, and/or time. We’ve been honored to be able to help you from the moment that you incur these expenses — to the moment that a CPA or ProAdvisor is reviewing quarterly financial reports in QuickBooks! And, you’ve been an endless source of inspiration for improving our QuickBooks compatibility.

You Asked for More

If there is one thing we’ve learned from serving you QuickBooks road warriors for the past four years, it’s that you are thirsty for more mobile apps that give you easy access to a broad range of QuickBooks scenarios, not “just” for your expense tracking needs. We hear it from you directly just about every day — by email, by phone, on Twitter, on Facebook. We hear you loud and clear: you like our Expense app, but you want more, high-quality, QuickBooks-compatible mobile apps of all kinds.

Mobile Apps on Intuit App Center

There is plenty of room for an ecosystem of QuickBooks-savvy mobile app developers to create all kinds of delightful QuickBooks-compatible mobile apps. And month after month, we keep seeing new QuickBooks-compatible mobile apps arrive on Intuit App Center (that’s the place to find apps that integrate with Intuit’s cloud-based platform). I’m sure there is also a growing list of mobile apps that integrate via IIF files or the old QuickBooks SDK, but we shy away from recommending those, for reasons beyond the scope of this post. At the time of this post, there are 15 QuickBooks-compatible mobile apps listed on Intuit App Center, compared to just a scant few a year ago.

So, the ecosystem is growing, and that means more options for you. And that’s a good thing.

But it’s Not Growing Fast Enough

The pace of your thirst for new QuickBooks-compatible mobile apps vastly outruns the pace at which we are seeing good new QuickBooks-compatible mobile apps arrive on Intuit App Center. And we just can’t let that happen.

Over the years we’ve developed a dazzling array of libraries that we use internally to make it easy to build QuickBooks-compatible mobile apps, and it seemed like a shame to only use those for our ProOnGo Expense app. We finally decided that we just must help you get more access to QuickBooks scenarios while you are on-the-go, even if it means going a little beyond our normal domain of expense reporting.

Here’s How It Works

We picked five of the most popular requests that we’ve received for QuickBooks apps. We picked simple ones, and we prioritized based on which requests we’ve heard the most. These apps are a lot more like a butter knife than a swiss army knife: they are each built around one specific scenario, they are good at that one scenario, and they don’t have 73 additional features cluttering the UI.

Here are the five scenarios we’re going after:

  • …being able to snap a picture of an invoice from your smartphone, and have a new Vendor Bill created in QuickBooks
  • …being able to snap a picture of business cards from your smartphone, and have a new customer created in QuickBooks
  • …being able to view your employees’ time activities from your smartphone
  • …being able to view your QuickBooks credit card registers from your smartphone
  • …being able to set up push notifications for low balances, high A/P, or low A/R.

These five scenario-based apps go live on iTunes App Store over the course of the next five days, one app per day. Hover over the calendar days below, to see when your favorite scenario goes live!