ProOnGo Blog

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

 


How “Receipts” turned into Receipts, Mileage and Time

May 8th, 2013

Our first publicly available version of ProOnGo Expense five years ago was little more than a receipt scanner that let smartphone owners snap pics of their receipts and have an expense report filled out automatically. We have great memories of those days, because that scenario was crisp and clear and easy to explain to even the most casual of users. It helped to heal perhaps the most “broken” part of the expense reporting process — replacing (in most cases) a manual process where employees were literally taping receipts together on a sheet of paper and submitting them with some kind of Excel-based expense report.

We were energized by the response to that initial launch, so we kept going, asking small business owners what their road warriors needed in order to not only take care of their process for receipts, but also “everything else” that they need to submit with their expense report.

Receipts → Receipts, Mileage, and Time

It wasn’t long before we ended up broadening our value proposition to include the ability to not only track receipts, but also to track mileage and time. Furthermore, our receipt tracking became much more refined when we started helping our users distinguish between receipts attached to corporate card expenses versus receipts that were from out-of-pocket expenses that needed to be reimbursed.

Likewise, our time tracking took a step forward when our customers taught us that sometimes filing “time activities” one-at-a-time is the easiest process, whereas sometimes filing a whole timesheet is the easiest process (usually for companies that are heavily powered by hourly labor or hourly billing).

Our customers have taught us a lot about what it takes to replace every scrap of a legacy based expense tracking process and modernize it into the world of web and mobile apps, and we’ve worked hard to keep up with the ever-expanding “suggestion box” from our customers.

The Power of the Expenses Tab

As we’ve gotten more and more detailed in the way that we serve your needs, our web app in particular has changed dramatically in the past year. Here’s a refresher on what you’ll find on the Expenses tab these days:

Expenses Tab in ProOnGo, for Receipts and more
Expenses Tab in ProOnGo Expense

You can show/hide the various subtabs if you like — for example if you are sure that all you need is the Weekly Timesheet, or that all you need is the Corporate Card subtab — you could go into the Employees tab and tap the “Gears” icon to toggle on/off various sections:

Expenses Tab Toggle in ProOnGo
Toggle On/Off Visibility of Tabs

However, we thought we’d at least explain the purpose of each section, before you decide which ones to show/hide and which ones you will use most often.

  • All Expenses: This contains everything you’ve filed… mileage, time, corporate card expenses, out-of-pocket expenses.
  • Corporate Card Expenses: This is where your credit card transactions arrive for cards issued by your company (sure there is some one-time setup involved, but after that they just magically arrive on a day-to-day basis). You wouldn’t want to clutter this subtab with ad hoc transactions from your personal cards, because this subtab is purely for corporate card expenses where there is no reimbursement to you because the company pays the bill to the credit card provider directly.
  • Out of Pocket Expenses: This is where you file expenses that are from out-of-pocket spend for which you expect the company to approve and reimburse you. It barely matters what payment method you used at the time of the transaction (cash? personal debit card? personal credit card?) because that’s beyond the scope of what your company should know or care about. The point is, it’s for expenses that you paid out-of-pocket, that the company needs to reimburse you for
  • Mileage Expenses: If your company reimburses you for mileage that you’ve driven on your personal car, for company business, then this subtab is for you. This is where you can document each trip that you make that you deserve reimbursement for.
  • Time Expenses: If you occasionally need to track your time, but you don’t habitually need to do that on an “every week” basis, then this subtab is for you. This is a great place to go to file a occasional time activities (perhaps you rarely do billable work but once in awhile you do).
  • Weekly Timesheet: Are you the kind of company where each person needs to file a full record of how they spent their time throughout the week? This subtab is for you — it’s a way of bulk-filing time activities in a traditional “weekly timesheet” format.

Keep sending in suggestions about how you want us to grow our solution next, and we’ll keep working to meet your needs!

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