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ProOnGo Blog

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


Posts Tagged ‘quickbooks expense tracker’

How to Create and Add To an Invoice in QuickBooks Using Your Expenses From ProOnGo

Wednesday, March 21st, 2012

Your employees have incurred expenses for a specific job, and now that you’ve reimbursed them, you want to pass the cost on to the client. You can use the expense information from ProOnGo to instantly create an invoice, or add to an existing one. This is yet another way ProOnGo saves you time and improves your QuickBooks experience.

Here’s how to do it:

Step 1: Create the Expense In ProOnGo

The first step is to create the expense! Just go through the regular process of creating an expense in ProOnGo. First, use our receipt reader to record the expense information, or enter it manually. Then assign the correct Client to the expense and change the Type to “Billable.”

Once the expense is approved, you can send it to QuickBooks as you normally would, either as a Vendor Bill or via Write Check. In this case, we used Write Check.

Step 2: Reimburse That Expense

Open Write Check in QuickBooks and hover over the “Recent” button. You’ll see the expense!  You’ll notice that the expense is already assigned to the Client and marked as “Billable.”

How to create an invoice in quickbooks: Next, reimburse the expense.

Step 3: Create the Invoice in QuickBooks

Go to Clients, then Create an Invoice. If you’ve already created an invoice and want to add to it, no problem! Just select the correct Customer:Job.

Check the box next to “Billable Expense Charges” and your expense will be added to the invoice.

How to create an invoice in quickbooks: apply expenses to invoice

That’s it! No keying in information for you; you’re far too advanced for that. Creating invoices in QuickBooks is easy with ProOnGo!

ProOnGo and Currency Rates

Friday, March 16th, 2012

Traveling abroad for work can be a great way to see the world, but it’s also a great way to mess up your expense reports. Currency conversion rates change, plus, who wants to do the extra math? ProOnGo has you covered – you can enter your expense in the foreign currency of your choice, then let ProOnGo convert it to USD for you. You can always set your home currency as something other than USD, too, so no matter where you are in the world, ProOnGo is useful to you.

Here’s how to set it up:

First, load ProOnGo to your phone. Then go to Options.

From Options, select “Currency Exchange Rates”

Enter your home currency – that is, the currency you’re submitting your expenses in – then enter the currency that you’d like converted.

Press back, then “Save.”

Then, when you go to create an expense, you will automatically be prompted to enter the expense in the foreign currency. ProOnGo calculates exchange rates and adjusts the amount accordingly.

That’s all there is to it! ProOnGo makes a great travel companion. You can get this feature by  subscribing to ProOnGo.

Cost of Goods Sold or Expense??? Quickbooks Questions

Thursday, March 1st, 2012

What should the equipment and materials we purchase to complete jobs for our customers be listed as:   Cost of Goods Sold or Expense?

That’s a great question which often confuses QuickBooks users (including this one!) Before we start on this blog, it should be noted that if you REALLY aren’t sure, it’s always wise to contact a CPA. Also, most engagements come with contracts that outline expense information, so you should probably check with that, too.

When thinking about Expense vs Cost of Goods Sold, first it’s important to understand that both of these are “expense” accounts. It’s also notable that there are tax regulations on what counts as an expense (again: contact a CPA). The easiest way to figure out whether or not an item should be listed as COGS (Cost of Goods Sold) or an Expense is to ask yourself three questions:

  1. Is this item something that we have in our inventory and are selling/charging a client for?  If you answered yes, then this is most likely a COGS item.
  2. Is this item something that you will use to create something else (ex: you buy hinges for kitchen cabinets that you are installing for a customer)? If you answered yes, then this is most likely a COGS item.
  3. Is this item something you personally had to purchase because you were working on a specific job (ex: travel costs)? If you answered yes, then this is most likely an Expense item.

Most business that do not have inventories or are not involved in construction probably won’t use Cost of Goods Sold for anything. Expenses such as meals, entertainment expenses, computer software, gas and travel costs, and lodging costs are usually expenses. Most COGS items are purchased by companies, whereas most expense items are purchased by individual employees of a company. If you still aren’t sure, feel free to leave a brief explanation in the comments of this blog, and we’ll do our best to point you in the right direction.

Did you know: You can use ProOnGo to track your reimbursable expenses and company credit card expenses in QuickBooks! Check out all the ways we sync to QuickBooks.

How Do I Reimburse An Employee for Mileage in QuickBooks?

Wednesday, February 29th, 2012

How do reimburse an employee for mileage in QuickBooks?

Say your employee made a 100 mile round trip to attend a meeting. The meeting went great, but now you have to reimburse your employee for those 100 miles. Since miles aren’t a tangible item, you’re a little confused on how to reimburse them. Plus, mileage reimbursement follows tax regulations – the current reimbursement rate per mile is $0.555, but you should check with your accountant or before you start issuing reimbursements.

You’re ready to reimburse an employee for mileage in QuickBooks. Here’s how to do it:

  1. Create an expense account for mileage, if you haven’t done so already.
  2. Create a Vendor Profile for the employee.
    NOTE: If your employee is already listed in the employee center, you’ll have to slightly alter the name of the Vendor slightly. So, if Jane Doe is your employee, the you would create a vendor named “Jane Doe.”.
  3. Create a Vendor Bill from that vendor.
    a) assign the expense to the expense account you made in step 1, and enter the dollar amount (# of miles x 0.555)
  4. Go to Pay Bill, and pay the bill.

Note that if your employee took more than one trip, you’ll have to enter an expense for each trip taken which can take up your valuable time. If you and your employee had been using ProOnGo to track mileage expenses, you could spend way less time keying in information and way more time doing important tasks (or looking at cats on the internet, whatever your thing is).

Did you know: You can use ProOnGo to track mileage, then send it to QuickBooks, right from your smart phone! Check out our mileage tracking for QuickBooks.

How do I reimburse employees in QuickBooks using payroll?

Tuesday, February 28th, 2012

Since we’ve become so focused on our QuickBooks integration lately, we received a lot of expenses regarding employees and reimbursement. Since our on-staff QuickBooks Pro Advisor, Amber, is hard at work answering these QuickBooks questions, we figure we might as well post some of the common questions we receive.

How do I reimburse employees in QuickBooks? I use QuickBooks for payroll but I don’t want the reimbursement to affect their w2’s.

So, your employees have incurred expenses, and you’ve approved them already. You’re confident in your employees and they’re confident in you getting their reimbursements into their next paycheck. The only problem is, you don’t know how! Oh no!

Reimbursement via QuickBooks payroll is a little more complicated than reimbursement through the Write Checks or Vendor Bill methods, but it’s definitely doable.

Here’s how:

  1. Open QuickBooks.
  2. From the Lists drop down menu at the top of the screen, click “Payroll Items.”
  3. Click “New Item.”
  4. You’ll have to go through the EZ Setup to create a Miscellaneous Addition.
    1. The expense will be shown in the Payroll Items list; right click it, and select “Edit” to label the item correctly – QuickBooks will guide you through a series of steps to properly address the question of tax status, and other details.
    2. From the home screen, click Pay Employees.
    3. Click the Pay Employees button, and select the employee you’d like to pay.
    4. Click Open Paycheck Detail .
    5. Under the Other Payroll Items menu, find and select the item you just made.
    6. Click Save & Close, and continue with the normal payroll process.

And there you have it! Your employee’s expense reimbursement will be on their paycheck.

Did you know: ProOnGo supports payroll items! Check out how we sync to QuickBooks.

The Tool You Aren’t Using: Intuit App Center

Monday, February 27th, 2012

QuickBooks is an amazing resource for CPAs and Bookkeepers. One shudders to think about the Dark Ages before QuickBooks; a past filled with file cabinets, six inch thick ledger books …white out…remember white out?

When thinking about the innovation we have in the bookkeeping world today, it’s amazing that small businesses were able to keep track of their own numbers without these amazing tools.

Well, with the recent launch of the Intuit App Center, we’re about to pass another Rubicon where we think, “how on earth did we ever survive without this?”

This new innovation is Intuit App Center and it’s the equivalent of the Android Market for Android phones or the iTunes App Store for iPhones. Intuit App Center contains a bunch of applications made by third-party developers that enhance the functionality of QuickBooks by providing you tools that specifically meet your needs.

However, unlike the Android Market and the iTunes App Store, nothing is downloaded—all of these applications are considered to be SaaS (Software As  A Solution), providing the distinct advantage of being available from any computer.

Applications Tailored Just For Your Need

It’d be nearly impossible for Intuit to make an application for every business need for every segment in every industry; so instead, they’ve left the development of these applications to third-party companies.  Because of this, the applications found in Intuit App Center tend to address very specific needs of business, such as analytics, expense tracking and payroll.

And because the App Center isn’t very crowded at this point in time, nearly all of the developers can be reached for personal support.

How It Works

CPAs and Bookkeepers just have to browse to to browse all of the available applications that can plug-in to QuickBooks Desktop and QuickBooks Online. Once a user decides to try out the application, it is “installed” in their user account. QuickBooks users can than activate the applications using the Intuit Blue Button which appears in the upper right hand corner of all of the applications.

Here at ProOnGo, we utilize QuickBooks for our bookkeeping and have installed a few apps that help us get some day-to-day tasks completed. Here are some recommended applications to get you started:

  • ProOnGo Expense – shameless self promotion, we do your expense tracking.
  • Audit My Books – double-checks your books and business policies to make sure no fraudulent practices occur inside your company.
  • Transaction Pro Importer – Helping you merge outside information into your QuickBooks account.

Three Reasons Your Company Should Use ProOnGo for Expense Tracking

Thursday, February 23rd, 2012

If you’ve ever tried to keep a receipt around for more than a couple months, you know that expense tracking can get kind of gross. Chances are you have more than one flimsy, fragile, off-colored receipt you have crammed in your wallet too. As if that isn’t bad enough, you have to key in all the information from there.  Then you submit it to your boss, hope there aren’t any errors, and wait for what seems like weeks upon weeks to get reimbursed. What a pain!

ProOnGo lets you approve or deny expenses from anywhere!

Not only can you file expenses from any phone at any time, but if you’re a manager you can also view and approve expenses from any phone at any time. Increase transparency, efficiency, and impress your employees by getting their reimbursements out promptly!

We have a really nifty receipt reader.

No one likes keying in information from who knows how many receipts. It’s boring, it’s time-consuming, and too much of it can give you carpal tunnel. ProOnGo features a really neat Receipt Reader which does all of that for you – simply snap a photo of your receipt, and chill out as all the information is populated for you. Then just categorize your expense, add a memo, and save.

We sync to QuickBooks in an AWESOME WAY.

A lot of people like to say that they sync with QuickBooks, but let me assure you: ProOnGo offers the most complete synchronization to QuickBooks Online and Pro of any expense reporting app. You can use your information from ProOnGo to create a Vendor Bill or Write a Check. Plus, all of your QuickBooks expense categories, items, vendors, and clients will be magically imported into ProOnGo.

ProOnGo Expense – a Featured App on BlackBerry App World

Sunday, February 19th, 2012

The good folks at Research in Motion have once again decided to put ProOnGo Expense in the mix as a “Featured App” for the upcoming week. We’ve had the pleasure of being featured in this way several times in the past, and it’s always a blast to see our app front-and-center in the carousel:

ProOnGo Expense - Featured App on BlackBerry App World

ProOnGo Expense - Featured App on BlackBerry App World

Thanks, Research in Motion!

Alias QuickBooks Expense Categories from ProOnGo!

Friday, February 17th, 2012

We know that after you watched our video about quickbooks expense category aliasing, you were on the edge of your seats for weeks just waiting for a sequel. If so, this is for you: you can now alias quickbooks expense categories from ProOnGo’s Web Portal, including items, classes, and vendors as well as chart of accounts information. To alias your QuickBooks information, first log in to the ProOnGo Web Portal. Choose the Settings tab, and click “QuickBooks.” Then, click the yellow “COA Aliases” button.

Alias categories from QuickBooks in the Settings

“But Amber,” you say, “I don’t want my employees to see ANY of the information in my chart of accounts.” You can use aliasing to solve this problem, too. When you choose to use aliases, you decide which information your employees see – they’ll ONLY see the items you’ve aliased.

So, if you don’t want your employees to see any of the information, follow these steps:

  1. In QuickBooks, set up a Vendor/Item/Account/Class called “Do Not Use.”
  2. Make sure ProOnGo is totally synced with QuickBooks, then go to the COA Aliasing page.
  3. Find “Do Not Use” from the “Original Name” menu, and give it the custom name “Do Not Use.”

Now your employees will only see “Do Not Use.” They should NOT actually assign this to an expense, however – so if you want to name it “Just Leave This Blank,” or, “Jenkins, You’d Better Not Use This!” feel free.

Expense Workflow for Dummies

Wednesday, February 15th, 2012

ProOnGo business subscriptions bring managers and employees even closer with our unique workflow! Employees file an expense, submit it directly to the manager, who then approves or denies the expense instantly. With our new multi-tier approval system, now managers can also submit expenses to their managers, who can submit them to their managers, who can submit them to… well, you get it.
Here’s how it works:

The employee buys something on behalf of the company and uses ProOnGo to file the expense. He takes a picture of the receipt, and submits the expense to his manager.

The manager sees that there are new expenses in ProOnGo to look over. He reviews them, and approves the expense from the employee. His manager needs to review the expenses, too, though, before they’re sent to QuickBooks. So the manager submits the expenses in question to his manager.

The manager’s manager is in charge of QuickBooks, so after she reviews the expenses, she sends them to QuickBooks and reimburses the Employee.

Everyone’s so happy that expenses were filed and reimbursed in such a short amount of time. Even more good news: you can add as many managers as you need, because of ProOnGo’s mutli-tier approval.