ProOnGo Blog

In a small business of two or three people, it’s easy to keep track of expenses. Due to the amount of transactions being small, transparency comes naturally. It would be quite difficult to try to pass off a phony expense if there are only ten other expenses.

You wouldn’t notice the absurd taco expense from the example above until it wreaking havoc on your accounts payable in QuickBooks. Now, with a small company, it would be very easy to figure out who created such a crazy expense, and then clear up the matter.

When your business grows, though, there’s more to keep track of. Suddenly you have twenty employees filing twenty expenses per month – that’s four hundred expenses! You’ll probably delegate the handling of these transactions to an accountant of sorts, becoming even further removed from your company’s expenses. Even if your accountant is using an expense tracking solution like ProOnGo, it’s possible to not notice an erroneous expense.

Once you do finally track down that bad expense and correct it, the question becomes, How did this happen, and how do I make sure this doesn’t happen again?

Most of the time bad expenses just come from simple mistakes rather than something as dramatic as fraud. You know that, but you still want to find out who touched the bad expense so you can send them a friendly reminder to pay closer attention to details. However, if an expense has passed by two or three different people, tracking it down is going to be more of a pain than it’s worth. Wouldn’t it be nice if you had an audit of that expense so that you could see who created it, who approved it, and who sent it to your QuickBooks?

Introducing ProOnGo’s new feature: Audit Reports!

Our reports now include a comment for each expense which details who created, submitted, approved, and then reimbursed every single expense.

The audit report protects you from fraud, allows you to hold your employees accountable for their own expenses, and gives you peace of mind. If a bad expense is ever filed, you won’t have to hold a witch hunt for who’s responsible; you have the information right in front of you. This allows you to deal with the problem quickly and effectively. You now have ultimate control over your company’s expenses.

Hey Everyone

Two big changes over the past two days; standalone odometer fields for Android and Blackberry and we improved our server speed yet again.

Awaiting approval from AppWorld and just launched on Android yesterday are the new versions of ProOnGo Expense that now have standalone fields for Odometer readings. Users now have a designated field for all of our supported platforms, iPhone, BlackBerry and Android, as well as the ProOnGo Web Portal.

We also improved the server speed as well as implemented a little trick so you can view your receipts faster inside the Web Portal– went from launching a parent window to launching a lightbox with your receipts inside the web portal. This allows us to load the receipt behind the scenes, before you even click on the receipt link.

We’re continuing to improve our mileage support and the speed of the application/Web Portal so if you ever have any suggestions, feel free to drop us a line: Support@ProOnGo.com

Due to popular demand, we have added Annual subscription packages for ProOnGo subscibers. Some prefer paying annaully as opposed to monthly subscriptions so if you fall into that crowd, you’ll be pleased with our new subscription page: http://www.ProOnGo.com/subscribe

Hello Everyone

We just released the new build of ProOnGo Expense for Android which features two new elements: Attaching receipts without reading as well as connecting mileage expenses.

We made a big change in regards to how users attach users receipt sto their expenses. Like our iPhone and BlackBerry updates of the past two weeks, Android users now have an easier choice of whether or not they’d like to send their receipt images to the ProOnGo Receipt Reader.

We also caught up the Web Portal to the mobile devices with the addition of the Tax Fields. If you login to the portal, you’ll see the new changes when you create or edit an expense.

Let us know how you like the changes by dropping us a line: Support@ProOnGo.com

A new version of PRoOnGO Expense has just gone live on the Apple iTunes Store. We’ve made a number improvements including support the camera for iPad 2.

In addition to supporting the iPad 2, here’s what else this new version has improved:

• Support for sales tax, HST, and GST: two tax fields are available to configure by tax percentage or tax amountSupport for sales tax, HST, and GST: two tax fields are available toconfigure by tax percentage or tax amount. Detailed in this blog post.
• Improved Report Time; Users with hundreds of expenses have been noting that amount of time it takes to load up their Reports page. We’ve decreased the loading time so our heavy iPhone users will notice a significant difference.
• Time and Mileage totals added to the Summary bar. The top bar of ProOnGo Expense now scrolls displays the total amount for expenses as well as the types of expenses.

You can get this new update from the iTunes App Store right now. Download the latest version and test out our latest features, then drop us a line and tell us what you think: Support@ProOnGo.com.

When you’re tracking your expenses, the most integral part of the process is how the expenses flow into your Accounting System. You might have used other expense trackers to create your expense report, but you find yourself trying to cross the chasm between organized expense reports the way you like them and the expense reports the way your accounting department likes them. This results in a giant time drain as you relabel your expenses or do the notorious Copy+Paste job from one excel document to anther.

We’ve found the best way to track expenses is to make sure the accounting department and the employees are all on the same page from the get-go. That’s why we’ve made some refinements to our Custom Fields feature.

With ProOnGo Expense’s Custom Fields, you can change how you’d like to label your expenses to make sure you’re on par with your company. There are two ways to change your Custom Fields;

1) Change your Custom Fields via the ProOnGo Web Portal

Login to ProOnGo.com and you’ll find the tab Custom Fields. From there you’ll be able to add/edit/delete values for your expense categories and when you hit Update, your expenses will automatically update on your mobile device.

If you have a business account, you may find it difficult telling all of your employees to login to the Web Portal and manipulate these values so you can properly label your expense. That’s why whenever a Manager changes their Custom Fields, their employees Custom Fields are updated as well.

2) Change your Custom Fields via the ProOnGo Expense App

Alternatively, you can change your expense categories on your phone by browsing to the Options tab. Pictured is the ProOnGo Expense app for Android, and under the Custom Fields option, you can change the name of your expense category as well as add and remove values.

From the Custom Fields menu, you can also set Default categories for your expenses. For example, if all of your expenses are paid for through your American Express card, you can make sure ProOnGo Expense categorizes your expenses with the payment method of American Express.

If you think we’re missing a feature, or you have a suggestion for how we can make ProOnGo Expense better, don’t hesitate to shoot us an email (Support@ProOnGo.com) or send us a Tweet.

A while back, we introduced the ability to submit receipts from your inbox to the ProOnGo Receipt Reader. I wanted to clarify a little bit for our users  how to forward e-receipts to your secret ProOnGo email address, as well as where you can find your secret ProOnGo email address.

If you’re a ProOnGo subscriber, a secret ProOnGo email address is created for you to send in your e-receipts as well as attach muliple receipt images. These receipts will process through the ProOnGo Receipt Reader and have the merchant name, date and total amount automatically extract to create an expense, and populate into your expense list.

You can find your secret email address by logging into the ProOnGo Web Portal at www.ProOnGo.com and browsing to the Setting tab. UnderSettings, choose ‘Other’ and you’ll find your email address.

Once you have your email address, you can attach receipt images and send them off to the receipt reader, or you can forward your e-receipts (that you receive from Amazon© or United Air©, for example) and your receipt will be processed like a receipt you took a picture of with the application.

I’m sure once you get the hang of forwarding in your receipts, you’ll realize how much time you truly save recording your expenses. Try it out and let us know how you like forwarding your receipts and if you have any ideas of how we could improve this process, shoot us an email: Support@ProOnGo.com.

We pride ourselves in making it easy for your employees to submit their expense reports in a complete, accurate, and timely fashion. However, we know that what happens on the back-end once the expense is submitted, is what really makes an expense reporting process viable for corporate use.

We have a sophisticated web portal that has expense workflow capabilities; however, we recognize that some corporations already have existing systems which the expenses must flow into. We’ve worked with companies that have deployed SAGE MAS, Intacct, Oracle iExpense, or Microsoft Dynamics, and simply want to “plug in” ProOnGo as an add-on to their existing deployment. We can help with this need in two ways.

Level 2 Integration (Flat File)

If you need a “quick start” integration, the best starting point is to send us a flat file example of the import format that works well for your corporate accounting solution. Our business packages include a flat-file customization benefit, which entitles you to have us add your flat-file report format as a custom export type available to your employees and/or managers. We can comply to virtually any kind of CSV, XML, or TSV file (or XLSX if desired). This service is included, standard, risk-free with our subscription-based business packages – no additional up-front fee is required.

Level 1 Integration (API-Level)

If you find that the Level 2 integration is not adequate for your needs, we also offer custom integration services (request a quote here). We can integrate with HTTP REST APIs, recurring/nightly SFTP uploads, SOAP endpoints, or just about any kind of other API that you require. Just start out by letting us know what you need, and we’ll prepare a detailed engagement plan to demonstrate what we can do to integrate with your system.

Learn More at Our Business Page

We just released a new version of ProOnGo Expense for Android and BlackBerry today. Our BlackBerry users will notice a new UI element; we added two buttons that will make it a lot easier to attach images to your expenses.

This element was added to the iPhone a few weeks back and we plan on adding these buttons to Android in the next coming weeks.

Let us know what you think; do you like this UI change? Send us an email to tell us what you think, or if you have any other requests: Support@ProOnGo.com

If you just started a small business, whether you realize it or not, one of the things on your to-do list is to set up an expense-reporting solution. You need to able to keep track of all of your business expenditures. It’s surprisingly challenging to find an expense template that fits your needs and if you don’t have a couple hours to spare, then you’re surely going to end up creating your own, ad hoc spreadsheet that won’t cut it after you expand past three employees. But wait a minute: you aren’t in the business of designing expense reporting spreadsheets, are you? Whatever your business is, let us handle the expense report template issues, so that you can get back to what you need to be doing for your business.
At ProOnGo we have seen 1000s of Excel spreadsheet templates for expense reporting, so we know what they should look like and how they can function. That’s why we’ve created a few standard templates that we think will work for you “off the shelf” without additional customization, like these:

If you are a ProOnGo Expense for Business subscriber, you’ll have access to these reports and more. You can simply log into www.ProOnGo.com or use our ProOnGo Expense app on your phone, and you’ll be able to export an XLSX that is ready-to-file! Or, make some changes to the template, and submit your customized template in the Custom Spreadsheet wizard. Within two weeks, you and your team will be able to export your expense directly to your custom spreadsheet, once we’ve had a chance to add it as an export option for you. We can conform to any expense template you have.

Check out our Custom Spreadsheet Page