ProOnGo Blog

Our Xero compatibility is easy to use thanks to the fact that both ProOnGo and Xero are cloud-based. Because of that, the exchange of information, such as having ProOnGo retrieve your Xero Chart of Accounts, or having ProOnGo send an expense to Xero, is all pretty much instantaneous. That’s a pleasant step forward for folks who are used to more complex integrations that involve desktop applications or importing/exporting. The cloud takes us beyond that nonsense, into a point-and-click instant gratification.

Want to see just how easy it is to connect ProOnGo to Xero? This post is for you.

Xero Demo: Sending Expenses from ProOnGo

The following video is a great starting point if you want to see exactly where to click and what to do to get set up the first time (after the first time, you won’t need a guide):

Ready to try it out? Register a free trial account at ProOnGo, and follow the steps shown in the video. You’ll be up and running with Xero compatibility in just a few minutes.

Hello Everyone!

It’s been a while since we’ve had some release notes published, but that’s only because we’ve been hard at work. Today, we published new versions for all three major platforms, iPhone, Android and BlackBerry and we’ve made some big Web Portal updates for those that access ProOnGo from another method.

Here’s a run-down of what’s

• Added ability to track odometer start/stop in Mileage-Tracking (Screenshot below)
• Added more customizable fields to Mileage-Tracking and Time-Tracking
• Added drag-and-drop pin in map view for mileage tracking – if GPS detects a location that is block off, just drag the pin to the precise location and it will update the address
• Cosmetic changes to Sort/Filter UI (got rid of “action sheet pop-up” and turned it into a graphical list of options) -
• Added an option to mark expenses as “Archived” when the moment after they are included in a report.  This helps people keep track of what they’ve already scrubbed + filed away, versus what expenses are a “work in progress.” (Caught up w/ Android and BlackBerry versions)
• Added an Income feature, alongside the Expense feature.  Income items will appear in the main list view with an icon that looks like a wallet. (Only available on Web Portal and iPhone for now)
• Moved mileage, time, custom fields, and exchange rate settings into the app – they were previously buried in iPhone->Settings->ProOnGo (wasn’t a very convenient spot)
• Added a “crash reporter” so that if a user ever experiences the app closing unexpectedly, the next time it launches they’ll be asked to send a diagnostic email to us, so that we’ll know exactly what went wrong and be able to fix it in the next release.
• Improved performance for users with 1000+ expenses – we have some power-users that have several thousand expenses on their device – and at their request, we  have improved the performance of the app under those conditions by a factor of about 5x.
• Added an ability to rename Field 1 – Field 4.  Want Field 1 to be “GL Code” and Field 2 to be “Project Name”?  No problem.  Can now edit on-device or via web.
• Manager updates Employees Custom Fields – Whenever a manager updates their categories, their employees categories will instantly update as well.
• Added an ability to set a default categorization.  For example, a user who mostly has expenses that they categorize as Travel, can have all new expenses default to Field1 = Travel (they can always edit it if the expense is for something else)

As always, if you have a comment or question, don’t hesitate to send us an email (support@ProOnGo.com) or tweet us, @ProOnGo.

Rebranding ProOnGo Expense to fit your company.

Coming in early December, we will be launching the ProOnGo Expense White Label package. This brand new package allows businesses to rebrand ProOnGo Expense with their company’s log and color scheme, and we will upload this new app to the iTunes App Store.

How it works:

If you’re interested in getting a custom application for your firm, it’s a relatively quick and easy process thanks to the ProOnGo Expense Custom App Wizard.  All you do is:

1. Pick your splash screen color
2. Insert your Company Splash Screen image
3. Upload your app icon
4. Choose your color scheme
5. ProOnGo uploads the app to the iTunes App Store.

After you complete the wizard, you’ll be able to instruct your employees to the iTunes App Store market to download the company’s rebranded expense-tracking application.  You can expect the White Label Wizard to go live in early December.

Are you a tech savvy CPA that would like to become a launch partner with ProOnGo’s White Label app? Contact us here!

A few weeks back we launched our ProOnGo Businesses Packages. These packages allow businesses us to easily distribute ProOnGo Expense throughtout their company without needing to worry about individual subscriptions.

I want to take a moment and go over our Premium Business Package’s features and explain how these features can help out your business with expense tracking.

Up to 100 Users
With the a Business Package subscription, businesses don’t have to worry about signing up every single one of their employees with ProOnGo. They simply point to the ProOnGo Expense app in the device’s marketplace, and as long as they sign up with the company’s email address, the user will enjoy full benefits of a ProOnGo subscription

80 GB Receipt Storage
It’s important for businesses to have a back up of their receipts in case of an audit. Luckily, ProOnGo has businesses covered. We offer 80 GB or receipt images. That’s over 80,000 receipt images per year. All of this information is instantly recalled as soon as a business needs it.

Custom Excel Spreadsheet Integration
Most businesses contain expense report templates and as our Pro Subscribers already know, we’re able to take that template and have it automatically filled out with your expenses. Businesses will receive the same special. They just send us their expense report template and it’ll be fully integrated into the app within two weeks.

Credit Card Integration
We currently support American Express cards, but within the next coming weeks, we are rolling out our support to over 90% of banks in the United States. So businesses with ProOnGo Expense can have their employees business cards instantly sync with their expenses, so no manual entry is necessary.

24-Hour Support Guarantee
We guarantee a response to your support request within 24 hours of your request. Email Support@ProOnGo.com

Accounting System Integration Consultation
Need to import your employees’ expenses directly into your accounting system? We’ll offer a free consultation session to figure out how to import the expenses into your system.

5 Hour per Year Receipt Audit Assistance
When the auditor calls, we’ll be at your side. With a subscription to a Premium or Pro Business Account, your business will receive 5 hours of audit assistance to gather the receipts you’ll need.

Annual Backup DVD
Receive a DVD backup of all of your receipt images once per year.

If you’re interested in one of our Business Packages, but have some questions you’d like answered first, just shoot me an email and I’ll do what I can to help you out: Max@ProOnGo.com

Hello All

We just released our Credit Card Integration feature into ProOnGo Expense about two months ago, and it’s quickly becoming one of our more popular features.  The feature, which allows users to sync their credit card with ProOnGo Expense, imports the credit card’s transactions as expenses.

Well we’ve just granted access to the Credit Card Integration feature for our Trial and Lite Package users. The trial is only going to be around for a limited time, so sync up your card now and see how you like it.

Oh, and keep sending us your questions and comments to Support@ProOnGo.com!

This is part four of a five part series by Kevin J. Harris, the founder of QuickSolvers Inc, which provides accounting, consulting, and QuickBooks training to small businesses.

How bland is the invoice that you send out to your customers? Professionalizing your invoice template is necessary, and as simple as you can imagine.

Why is it necessary? If you want your customers to perceive you as the real deal, not only for themselves, but also for referring you out to their network, then a professional company invoice is a must. Sure, the standard QuickBooks invoice is sufficient, but it doesn’t say, “You need to take me seriously. You need to pay me. You need to build a long-lasting business relationship with me that will lead to more business for you.”

Instead it says, “I am a small, ho-hum business, and I have no interest in becoming significant. I am forgettable.” Sounds a bit harsh, but that’s the difference that adding your logo, removing unnecessary fields, and developing a clear & concise invoice can make.

Solution: Pull up the invoice screen in QuickBooks and click on “Customize” in the tool bar near the top of the screen. Add your logo, then go to the “Layout Designer” to resize and locate your logo correctly, as well as play around with the entire look and feel of your invoice. Click on “Additional Customization” to work with the titles of all fields, columns, etc.

Once you’re happy with your invoice design, consider emailing your invoices to customers. Not only will your customers receive your invoice quicker, you are now environmentally friendly!

As for sending via email, you can either use the “Send” feature in QuickBooks, or you can choose to go to the “File” menu, “Save as PDF”, and then attach to an email.

This is part three of a five part series by Kevin J. Harris, the founder of QuickSolvers Inc, which provides accounting, consulting, and QuickBooks training to small businesses

I’m always amazed at how many QuickBooks users I come across who insist on manually placing the checkmarks in the bank account register when a transaction clears the bank.

These are the same individuals who are scrolling through the register looking for transactions that don’t have the manual checkmark, adding them back into the register balance, and hoping that the resulting amount matches the bank balance. Talk about unnecessary. Do they not see the icon on the desktop called “Reconcile”?

Solution:

Click that “Reconcile” icon on the desktop! (or in the “Banking” menu). Fill in the information, hit continue, and start checking off transactions on the next screen. Not only will you find this process to be pleasant and easy, you will unearth a feeling of gratification upon completion, knowing that you have not only balanced your checking account for the first time ever, but you have a cute little report that tells you about all those transactions that haven’t yet cleared.

*QuickTip* to save time:

Now that you’re ready to reconcile your bank and credit card accounts properly, try this. When you go to check off a string of transactions on the reconciliation screen, instead of clicking on each one individually… you can click on the first, hold the mouse button down, and scroll with the mouse. QuickBooks has never been so, ummm, fun.

This is part two of a five part series by Kevin J. Harris, the founder of QuickSolvers Inc, which provides accounting, consulting, and QuickBooks training to small businesses.

How do you keep your credit card transactions updated on your books? Do you manually enter in every single expense at the point of purchase? Or do you wait until the end of the month to enter in the items?

The average bookkeeper waits for that credit card statement to come in the mail, then either chooses to “Write Checks” or “Enter Bills”, and itemizes the entire statement within one single transaction. At the end of the day the accounting is not incorrect, as you have your credit to cash (write checks) or payables (enter bills) and your debit to the various expense accounts.  But the accounting is only correct at the end of the month.

Do you like to “Record Deposits” rather than “Receive Payments” when a customer pays an invoice? If so, you’ve probably noticed that one or more of the following is true of your QuickBooks data:

1. Income is grossly overstated
2. Invoices which have been paid still appear to be outstanding in the system
3. Your receivables have gotten to the point where you laugh each time you look at a balance sheet
4. Reconciling the deposits in your checking account is a mathematical challenge

By “Recording Deposits” instead of choosing “Receive Payments,” you’re essentially assuming your customer’s payment has already processed, and those funds are currently available in your bank.  This can be dangerous for small business owners that need to know exactly how many pennies they have in the bank.

Solution: When a customer gives you money to pay down an invoice that exists in QuickBooks, use “Receive Payments” to tie that payment directly to the invoice (the amount of the payment gets dumped into the asset account “Undeposited Funds.”)  Then when that payment, and hopefully others, makes its way to the bank, you “Record/Make Deposits” and lump any checks deposited together into one single transaction.

This small, but powerful step will ensure your books are correct, so you can spend the money you actually have, not the money that you’re promised.