One thing that sets ProOnGo apart from other expense programs is its unique workflow. Employees submit their expenses to managers, who can then approve or deny the expense from their mobile device, and even send it to QuickBooks.
A lot of users are now taking advantage of our awesome credit card sync feature, and are left wondering about the workflow of those expenses? They want to know, am I supposed to approve/deny credit card expenses just like I do for reimbursable expenses?
First, you should understand a little bit about how our Credit Card Sync works. You and your employees spend money using a card that you’ve decided to connect to QuickBooks, and QuickBooks syncs the transactions into a credit card register automatically. From there, it syncs to ProOnGo – in the ProOnGo app, you and your employees can edit the expense. Those edits will go back to QuickBooks and live happily ever after. That way, your employees don’t have to come find or sign into QuickBooks, they only have access to this specific subset of your company’s QuickBooks information.
The question of workflow happens when those expenses are sent to ProOnGo – they arrive in the app as “Submitted” – and we’ve been getting the question “what exactly does that mean?”. Well, lets start with what it doesn’t mean:
- Whether you approve of the expense or not… it’s still a transaction that deserves to be in the credit card register in QuickBooks. I.e., even if you believe the employee spend was a poor decision, the fact is that the transaction did indeed occur, and thus no matter what you do with the workflow state in ProOnGo, we won’t delete the credit card transaction from QuickBooks.
- Your monthly statement from your credit card provider still has to be paid… regardless of whether or not you are happy about the particular expenses that the employee transacted this month. And, of course, changing the workflow state in ProOnGo, doesn’t change that.
So, with that in mind, what does it actually mean, to “Approve” or “Deny” a credit card expense that is sync’d between ProOnGo and QuickBooks? Your own business rules are the key to answering that, but here is one answer that is gaining popularity amongst our user base:
- A “Denied” credit card expense means… that although the transaction will live on in QuickBooks, and will have to be paid by the company when the credit card statement is paid, the company will manually withhold the amount from the employees’ paycheck or otherwise require the employee to reimburse the company for the “Denied” expense.
- An “Approved” credit card expense means… that the manager has looked at the expense, memo, and categorization, and is satisfied. Thus, the manager Approves the expense, and adjusts his/her expense filter to show only Submitted expenses, to make it easy to spot which transactions have not-yet-reviewed memo and category choices. We bet that managers are busy folks, and that they won’t instinctively remember which 758 credit card transactions out of 1,043 in total, have been scrubbed to ensure that the employee did a good job of selecting the appropriate categories. So, the Approved/Denied decision and the Filter, should add some sanity to that process.
So, use our credit card sync feature to not only be kind to your employees (who will benefit from the pre-filled transaction list), but also to be kind to your managers (who will be able to keep track of which credit card expenses have been adequately categorized).
For more information about other aspects of ProOnGo Expense’s workflow capabilities, check out this blog post.