Benefit: Improved sales that aren’t dependent on location
Payment-processing on smartphones has become commonplace these days. You’ve probably seen merchants accepting credit cards on mobile phones in one of two ways: by swiping the card on a small card reader that attach to their device or by entering bank cards numbers directly.
Figure 1: One of the oldest apps that integrates with QuickBooks is GoPayment. You can process transactions on your smartphone or tablet from anywhere.
Intuit’s GoPayment lets you do both. You can download the free app and process a customer’s payment on your smartphone. However, you still have to download it into QuickBooks and either create a sales receipt or match it to an open invoice. This isn’t a difficult process once you understand it, but you must be sure to do it correctly from the start. We can help you with some practice runs.
Travel Expenses On the Go
Benefit: More accurate, policy-compliant expense reports
One of the smartest, most useful apps that has ever been created is the expense reporter — particularly when used by your road warriors for on-the-go expenses. There are a handful of these. Travelers can record expenses in two ways: they can either enter the information directly or snap a picture of a receipt with a smartphone. When your employees get back to the office, they’re able to prepare complete expense reports, whose approved data can be transferred into QuickBooks.
Concur is one of these apps. When you set it up, it imports Account Codes, Customers, Jobs and Classes, Vendor and Employee Records from QuickBooks so that these can be assigned for each expense entry. Credit card transactions can be imported directly. When an expense report is completed, it can be sent to a manager for approval, and reimbursement is then deposited in the employee’s bank account.
Figure 2: Intuit’s App Center is home to hundreds of add-on applications for QuickBooks.
Tallie works similarly. It can automatically categorize expenses and alert approvers to expense policy violations. Used in conjunction with Bill.com and SmartVault, it can accommodate a sophisticated, seamless accounting workflow. We’ll see more multi-app integration as cloud-based financial solutions mature, but if you’re going to attempt such a setup, let us help you with the initial mechanics.
Time-Tracking and Timesheets
Benefits: Employee accountability; recovery and correct classification of all billable hours; and less time required to create timesheets
If all of your employees walk through the office door every morning and stay there, you don’t need a mobile app for time-tracking. But for businesses whose cash flow depends on recovering and recording every minute of billable time, a smartphone time-tracker is ideal.
TSheets Time Tracker can help improve your bottom line in numerous ways. This particular app:
Accommodates real-time mobile data entry,
Tracks employee locations using GPS, and
Creates timesheets that can be synchronized with QuickBooks, tracking billable time by customer, job, employee, etc.
Moving Toward Integration
Given the size limitations of smartphones, some mobile apps contain only a subset of the features found in their desktop counterparts. But that subset is chosen based on the needs of mobile users.
Fewer features means that your learning time for the mobile apps that integrate with QuickBooks will be minimal. But the steps to sync with QuickBooks must be followed to the letter, and you may not be familiar with such a process. We want you to experience the benefits that these smartphone solutions can offer without compromising the integrity of your QuickBooks company file. Let us introduce you to these forward-looking, beneficial tools. Call the “QB Bob” team TODAY at 256-337-5200 to schedule a visit.