Category Archives: Expense Reports Management

Why you should be using Mobile Apps with Quickbooks

Why you should be using Mobile Apps with Quickbooks

Jacquie Platt writes a compelling article on why you should be using mobile apps with Quickbooks.

First she points out, that Intuit Killed off it’s own Quickbooks Mobile App, which pretty much opens up the field for Mobile Apps that work alongside Quickbooks Online and Quickbooks Enterprise.

Mobile Apps such as Tallie’s iOS and Android Mobile allow you to connect to your data at any time from anywhere as long as you have an internet connection. You can record a receipt by simply making a picture and immediately submit it for an expense report. But if for some reason you are out of cell phone range, or have no access to the internet at all, you can always make the picture of the receipt, and submit it later when you do have a connection.

And because apps like Tallie desktop and mobile are cloud based, you can connect and sync your Quickbooks and Expense Reporting Software at any time.

more to come…

Alternatives to Concur Expense

Finding an alternative to Concur Expense is my holy grail in this review of four expense report software packages.

I have worked for a number of companies over the years, and one thing that always annoyed me was filling out forms for legitimate expenses I incurred while doing company business. I was never high up enough in the corporate food chain to get my own company credit card, and to tell you the truth, I never had that many expenses. But when I did have expenses for things like books, trade shows, taxi rides, meals etc, I spent a ridiculous amount of time filling out spreadsheets, or of late using software to file my expense report.

The last bit of expense report management software I used was by a company called Concur. They are the bigwigs in the space of managing expenses. And the version of software my company used looked as though it was built pre-2000, with it’s rather crusty and obtuse user experience. They had no mobile version of their software, and so I was forced to keep copies of my expenses, then scan them, and upload them via my desktop computer. And the user interface was difficult and unintuitive to use, and both co-workers and I wondered if there was a User friendly Concur Alternative.

concur expense
concur expense

Of course there were an limited number of image file types supported, and unbelievably, they required, or requested you use an Operating System, and browser that I did not have, and that was Windows, and Internet Explorer. I certainly hope that newer versions of the software support all the major current browsers, and that you can use a mobile device.

Both my co-workers and I struggled to get Concur to work, and often had to try submitting and resubmitting multiple times before you were successful. Often a few days later an accounting person would email and say something was wrong with our reports, and we had to go back and try yet again.

Surely there is an Alternative to Concur Expense. And so I decided to go on a journey of trying other company’s software for filing expense reports.

On my list of possible expense report software, I have decided on looking back at Concur, as well as investigate Tallie Expense, Expensify, and Nexonia. These seem to be the biggest players in the expense report arena. Tallie Expense is a relatively new company on the block, and Expensify, Concur and Nexonia have been around for quite a while.

These days, all of the best expense software packages include a Mobile solution app for the two big Mobile platforms of iOS / iPhone, and Android. Less prevalent is Windows Phone apps. This is due no doubt to the general lack of Windows Phones in the Market. Same goes for the once unstoppable BlackBerry.

To be continued…

QuickBooks Online Expense Management

Tallie Track Billable Items Class Project Accounting
Tallie Track Billable Items Class Project Accounting

It’s never been easier to integrate and sync Quickbooks Online with the Tallie Expense Management Solution.

Tallie provides full Expense Management integration with Quickbooks Online. A minimum amount of time, and effort are required to integrate both state of the art accounting systems. This integration of QBO and Tallie makes it easier to run your business, save money and to reduce the overhead of employee time and effort of gathering, submitting, and reporting on business expenses. Tallie is your QuickBooks Online Expense Management solution and Quickbooks Online Integration has never been easier.

There a whole bunch of folks using and utilizing Quickbooks Online to manage their business books. Until now, there hasn’t been much to choose from in terms of integrating Quickbooks Online or QBO with an Expense Management Solution. The days of clunky spreadsheets, or clunky software applications are now behind us. Easy to integrate, easy to use, and efficient for getting employees reimbursed for expenses, and expense reports filed are the hallmarks of these modern cloud based and online expense management systems.

QuickBooks Online Expense Management

Quickbooks Online is used to manage and run businesses by many thousands of accountants, CPAs, bookkeepers and small business owners all over the world. But the tools for integrating QBO and Expense Management software have been lacking in depth and robustness up until Tallie announced full two way synchronization with Quickbooks Online.

Deep QuickBooks 2 Way Integration
Deep QuickBooks 2 Way Integration

Tallie + QuickBooks 2-Way Integration

Tallie’s 2-way integration with QuickBooks achieves a high standard for depth of integration, ease of synchronization, and support across both systems. The Tallie & QuickBooks integration includes key accounting features — Class & Project Accounting, Document Attachments, Billable Item Tracking, and more. Tallie & QuickBooks offer the only complete cloud-based accounting workflow integrated w/ Bill.com & SmartVault — delivering lowered costs, higher efficiency, financial visibility, and control. QuickBooks Online Expense Management has never been so deep, robust, and easy.

Tallie iOS Mobile Workflow
Tallie iOS Mobile Workflow

Mobile Workflow

Expenses are easily scanned, submitted, tracked and approved by any mobile device. Tallie App is available for iOS & Android.

Smart Categorization Automatic Matching
Smart Categorization Automatic Matching

Smart Categorization & Automatic Matching

Auto-categorization of expenses based on client usage behavior and chart of accounts. Imported credit card transactions are automatically matched to receipt images.

Tallie Policy Controls Approval Control
Tallie Policy Controls Approval Control

Policy Controls & Approval Control

In-process policy violation alerts to employees, managers and approvers. Set approvers by person, project and dollar amount. Approve expenses online from your browser or directly from email.

Tallie Document Expenses
Tallie Document Expenses

Document Expenses

Direct attachment of receipt images to expenses created in QBO (Quickbooks Online).

Track Billable Items & Class and Project Accounting

Easily attach Billable expenses and related receipt images to client invoices. Quickly and seamlessly import project and class data for each expense into QuickBooks Online.

Expense Report Templates

expense report template
expense report template

In the old fashioned way of gathering receipts, writing up, and submitting expense reports for approval by managers, companies, large and small use Quickbooks, Excel, Office and Google Doc Expense Report Templates. Why is the key question for accounting department managers.

Why do things the old fashioned way, when there are completely new and modern tools to help you with the time consuming and pain of capturing receipts, writing and submitting expense reports? I suspect it is the issue of folks being used to a certain pattern in their work flow that gives them comfort. But what if workers spent less time on mind numbing data entry, and less time on comparing credit card statements and boxes of receipts? What if it were easier to pay bills and reimburse employees for their expenses? What about integrating seamlessly with your accounting software and at the end of the month having at your fingertips a comprehensive analysis of where expenses were going?

Instead of starting out with a ledger, why not start at the receipt? It’s a different mindset and work flow for reporting expenses. A template uses the idea of a ledger and converts that into a software version. It still required tedious data entry and typing.

Use an Expense Management App. This is a smart application that starts either with your smart phone camera to gather up receipts and eliminate the old paper trail. Or if desired, you can use a desktop scanner to scan images and immediately import into the App, and automatically OCR the receipt, categorize it, and quickly create an expense report. The idea is to STOP all the unneeded data entry. Of course you can still enter data manually and use a an Expense Report Template if you insist, but that’s silly right?

expense management

Expense Management

expense management
expense management
expense-management

Expense Management

Certified Public Accounts or CPA’s have a huge need for Expense Management Software to help with tracking, reporting, and approving expenses. Also of prime consideration is expense categories, employee reimbursement, and integrating various software packages including bill.com, QuickBooks, Intacct, etc.

There are a number of small and large Expense Management software suites available to individuals and companies that will modernize the workflow, and allow for automated tasks such as importing credit card transactions, recording, archiving and submitting receipts for reimbursement while on the road with mobile expense apps.

Expense Management
Software and accounting workflow systems used by business and corporations to gather, process, pay, create reports and audit employee expenses. Expenses can include airfare, travel, dining, entertainment, gifts, office, postage, services, etc. Expense Management will determine the policies, procedures and workflow to control such disbursement. It will also determine the technologies and services used to gather, process, report and analyze the data associated with it.

Efficient gathering and process of expense receipts can save companies money. The old methods of getting a receipt, folding it and placing it in your wallet for later processing is fraught with possible problems. Receipts are easy to lose, and if they were created using a thermal printer it is extremely easy for them to be become difficult or impossible to read. Instead, try using a modern mobile app to photograph the receipt, archive it and automatically categorize and submit it for reimbursement.

Expense Report Workflow

Expense Report Workflow
Expense Report Workflow

How a business keeps track of employee’s expenses, how it reports on these expenses, analyzes them, and approves and reimburses the employee can define a process that is easy and effective to use. However the opposite can be true. Many accounting systems are old fashioned, and employees often get stuck on doing things the slow and inefficient way due to their methodology and antiquated tools. A cliche image of a bookkeeper hunched over a stack of receipts and toiling over manually writing in a ledger comes to mind. Why use these old tools when easy to use modern, and efficient expense reports management software is available?

Companies must define an expense report workflow that makes sense from a technology point of view, but most importantly from a human point of view.

If the process is easy to understand, and is fast and powerful, then employees are more likely to keep better expense records, and feel good about submitting their expense reports in a timely and accurate manner.

Likewise if the accounting department has the tools to streamline and automate the expense workflow and to use as many modern mobile and desktop automated expense software tools then they too will find the expense report workflow easy to understand, and implement.

Expense Reports Automation

In a modern accounting office employees get bogged down in the mundane tasks of inputting data. A manager or employee goes to the bookkeeper, and drops off an envelope, or a box of receipts gathered on a business trip. The bookkeeper now gets to sit and type, and categorize all of these receipts, create reports and submit them for approval. That’s a silly waste of time when the tools are available to simply have that manager or employee take out their smart phone, snap a picture of their receipts as they dine, pay for books or other legitimate expenses, click the submit button and automatically categorize, add the total, and send the accounting department the receipts. The process can take a few seconds, and getting an expense can take but a few minutes. If the bookkeeper, or employee or manager needs to add a note, or change a total, or the category that takes but a second using a desktop version of the expense management software.

After an expense is approved it is a simple and fast task to reimburse the employee and deposit money directly into the employee’s bank account or credit their credit card.

Expense Reports Automation

Tallie Expense Report Automation
Tallie Expense Report Automation

In the old days, not so very long ago, accountants and business owners would have to keep impossible to keep up to date ledgers of their everyday business expenses. Corporations needed large accounting departments full of people manually inputing expenses from stacks of cash register receipts, bills and invoices. Data entry is the bane of every accounting office employee. Writing in these expenses or typing over and over again is time consuming and prone to errors. Modern software promises to make the chore of Expense Reporting easy and less of a manual labor chore. But, almost all software solutions tend to require more or less manual data entry.

Expense Reports Automation
Expense Reports Automation

The holy grail of expense reports automation is a system or a software suite that truly automates the process of gathering, inputting, categorizing, submitting, approving and finally getting reimbursed for your business expenses.

The new expense report app promises to be the holy grail of expense reports automation. Starting with their Mobile Expense App for the iPhone and Android smart phones, you can photograph a receipt as you get it, automatically have it scanned, and using sophisticated optical character recognition software, automatically categorize it, and send it to your accounting department for adding to your expense reports, and then automatically sending it for authorization or approval and then get reimbursed quickly and automatically have funds sent to your account.

expense management

Expense Reports Management

Expense Reports Management

Expense Reports Management is easy with the right tools. Tallie by Springahead is an integrated software suite that includes mobile expense reports management tools for the iPhone and Android, as well as a sophisticated desktop expense software solution.

Some of the better Expense Reports Management software tools are actually a suite of apps that include a Mobile Solution that lets you snap a photo of your receipts while you are at a store or a restaurant, then seamlessly let you click on a single button to automatically categorize, and submit the receipt for approval so you can get paid faster. Then when you get to the office your book keeper has the Desktop Solution that keeps track of you and other’s business expenses and lets them make any corrections or add any additional notes or combine other receipts, save them and give powerful reports and analytics. You know where money has been spent, on what and when, and at glance understand the big picture of your expenses.

Up next, Expense Approval Chain, and Automated Credit Card Transaction Management

Managing business and travel expenses can be a pain in the neck for administrators and staff, but with the right tools, you’ll improve the work flow for your employee expense reporting process. An improved Workflow begins with an Expense Approval Chain that is specifically designed to reduce data entry for admins, and thus speed up the process. You can approve expenses in a matter of minutes, by clicking on a button, and avoiding typing out details. Approve, and export to files your accounting system requires, or print to PDF or a hard copy. An Expense Approval Chain Configuration or setup allows admins to determine their path for employee filed expenses and reports. Speed up your time, your employee’s time, and greatly speed up employee reimbursement. Everyone is happier, and more productive.