We just launched a brand new feature for ProOnGo that finally completes our expense tracking picture; ProOnGo can now download transactions from your credit card registers in QuickBooks and then sync any changes made to the transactions back to the credit card register. This way users are able to attach an expense category, Customer:Job, whether the expense is Billable/NonBillable, assign a Class and Product/Service.
Not to mention the ability to create a spreadsheet that contains receipt images for every single one of your credit card transactions. Stop drooling.
Credit Card Transactions from QuickBooks Credit Card Register —> ProOnGo Expense list
When you first establish a connection between your QuickBooks account and ProOnGo, ProOnGo will recognize all of the credit cards registered. A credit card can then be assigned to a specific user (you if you’re a sole proprietorship, or if you’re a small business, you can choose from the list of employees) and ProOnGo will automatically retrieve the credit card transactions and add them to the user’s expense list.
Sync Credit Cards between QuickBooks and ProOnGo
Once the expenses appear in the user’s expense list, the users can open up the individual transactions, take a picture of the transaction’s receipt, and assign a Customer:Job, Class, Product/Service, and denote whether the item is Billable/NonBillable.
Easily Label Credit Card Transactions With the Info You Need
One of the best benefits of hooking up your credit card registers with ProOnGo is that your employees have an easy way of attaching the critical information you need to a credit card transaction. When the transaction is first imported into your credit card register, the only way you can determine what the charge was for, whether it was billable or not, etc. is to go straight to the source of the expense; the employee.
Now, if employees can label their credit card transactions with:
- Expense Category
This way, the bookkeeper can login into QuickBooks and easily see the details of every credit card transaction without digging through papers and spreadsheets.
Attach Receipt Images to Credit Card Transactions: Prevent Fraud, Stun Auditors
Having receipt images corresponding to each one of your credit card transactions will do two things:
1) Prevent Fraud — Often times the credit card transaction will just list the vendor of the transaction, but not list what is purchased. With a receipt image you can often times see exactly what was purchased and at what price. This way you can see if your $1500 Home Depot transaction was really all just glue for the model airplane contest, or maybe there were a few extra items purchased as well.
2) Stop Audits in their Tracks — Auditors are like skydivers, or tornado chasers, or Ice Road Truckers — they crave chaos. If they are going to take the trouble of auditing you, you better have messed up or it won’t be any fun for them. Kill their fun. Email them an Excel document that contains a receipt image that corresponds with every credit card transaction you’ve made over the past three years.
Payee Names and Memo Fields: We fixed it
We love QuickBooks. We really do. It’s an awesome tool and it keeps getting better and better. But we noticed that oftentimes the Payee for credit card transactions is not pre-filled, and we think that’s absolutely essential for expense tracking scenarios. We’ve added a setting to ProOnGo that takes the memos from your credit card register (like ‘DUNKIN DONUTS #45876 CHICAGO’) and uses them to update the Payee with a simplified, friendly vendor name like “Dunkin Donuts”. Some users may determine that they may not want ProOnGo to automatically change the Payee, so you can adjust the setting to your liking.
No Discrepancies between your Expense Tracker and your Credit Card Register
If ever you make any changes inside your credit card register, the change will instantly pass down to the credit card user’s ProOnGo expense list, and vice versa; any changes made in ProOnGo will reflect in the credit card register.
Some of our competitors only do one way sync, meaning only one piece of the transaction (the credit card register or the expense list) will update. This can be extremely dangerous because if both systems are used regularly, any changes that aren’t propagated to both sides (the credit card register and the expense list) will result in serious discrepancies that will inevitably force you to audit yourself.
How to Get Started
This feature is available for both QuickBooks Online and QuickBooks Desktop. Sign in with your Intuit ID at ProOnGo.com, complete the QuickBooks-ProOnGo connection wizard, then assign a credit card to a user under Settings->QuickBooks.