App PowerPack Post

Unless you’ve been under a rock the past 5 years, I’m sure you’ve noticed the era of cloud-based apps has far outpaced its desktop counterparts.  We like cloud-based apps a lot—for good reasons that are too many to go into here.  You can check out this BLOG POST  to see a previous post about cloud-based apps. We like them so much that we’ve completely transitioned our business to using cloud apps for us and our clients.  We spend lots of time vetting out the ever growing list of cloud-based apps, and have come to rely on 3 core apps.  These apps are our top pick to make our “PowerPack” of apps that we set up with each client.

  xeroXero – Accounting

Xero touts itself as “beautiful accounting software”, and we agree.  From the first time you log in, you can tell right away that Xero has taken design pretty serious.  But that doesn’t mean that it lacks in power and functionality.  Features include: invoicing, quotes, purchase orders, A/P (bills), document management, real-time cash flow tools, contact management, powerful reporting, and much more.  Perhaps one of it’s best features is the eco-system of software add-on’s that integrate with Xero.

hubdoc_logo_full  Hubdoc – Receipt and Statement Management

Trust us, we know how daunting it is to manage all the paper for running a business!  Hubdoc solves this issue with automation and storage.  The idea behind the system is:

  1. To be a repository for your bank and utility statements by connecting to your online accounts and pulling the statements automatically
  2. To serve as an easy way to get the information from receipts, into your accounting system.  Simply snap a pic of any receipt using the mobile app on your device, and Hubdoc will read the date, amount, and vendor.

 

By integrating with Xero, Bill.com, and Google Drive, you can have a completely paperless system that allows you to automatically keep bank, utility statements, and store digital copies of your receipts.

 

 

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Expensify – Expense Reports and Mileage Tracking

Expensify has revolutionized the way you track and submit expenses for reimbursement.  From single to a team of several employees, expense reports for mileage, personal expenses, and travel can easily be imported into Xero and even reimbursed via ACH straight from within the app.  For most of our single-owner businesses, it works perfectly for keeping track of money you spend on personal accounts.  Enabling GPS on their mobile app makes it a breeze to track your auto mileage as well.

 

 

Want to know more about these “Power Hitter” apps?  Leave a comment or reach out to see how they can benefit your business and even get them for free as part of one of our monthly service plans.

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Xero claims to be “Beautiful” cloud accounting software, and here at iAccounting Solutions, we agree with them!

We have chosen to use Xero almost exclusively for all our small business clients.  It’s clean, it’s fast, and most importantly, it’s easy for any small business owner to use.  We like this approach because it fits right in with how we serve our clients.  We’re fast, easy to use and talk with our clients like they’re lifelong friends.

Go ahead, reach out to us, and let us help you discover Xero and how it can help your business!



Although Intuit did a great job of giving QuickBooks’ home page a fresher, more “open” look in its 2013 versions, maybe some of your screens have become unnecessarily cluttered. Perhaps your QuickBooks company file needs some attention as well. By taking a few minutes to do some “spring cleaning” you’ll have a tidier workspace, and you’ll save time and frustration. The following suggestions will help you to do just that.

Make a Clean Start

One simple way to take care of cluttered screens is to do the following:

  • Minimize icons. That pretty graphical process map on the home page is great for quick access to frequently-used actions. Some of them must remain there if they’re related to activities you do (i.e., Invoices has to stay if you use Estimates), but you can remove some of the ones you don’t use. Go to Preferences | Desktop View | Company Preferences. You’ll see this:


Figure 1: You can turn off some of the feature icons on your home page.

Some of the options have been grayed out because they support other processes. To remove an active feature icon like Inventory, click on it. In the window that opens, uncheck the box next to Inventory and purchase orders are active (you can also modify options here).


Figure 2: Clicking the checkbox next to Inventory and purchase orders are active grays out the other options and removed related feature icons from the home page.

To reduce the number of feature icons even more, go to the Finance Charge, Jobs & Estimates, Payroll & Employees, Sales & Customers, Sales Tax and Time & Expenses. QuickBooks removes the related icons and reroutes the process map on the home page.

More Time-Saving Tweaks

  • Don’t allow multiple windows to open in your work area. Tired of seeing all of those overlapping open windows on your desktop? Open the View menu and select One Window. All of your open windows remain active in the background. To return to one of them, open the Window menu and select the one you want to move to the front (Window | Close All returns you to a blank work area).


Figure 3: Your Icon bar can be your fastest route to often needed screens–if you modify it to only contain the functions you use, in order of importance. You can also change the labels to make them more meaningful to you.

    • Trim down your icon bar. Seems like a minimal change, but it’s one of those things that can add unnecessary moments of frustration throughout the day (“Where’s the Calendar!”). Click View | Customize Icon Bar.

 

  • Customize columns in Lists. You probably work in QuickBooks’ Lists often, but are you spending too much time tracking down the right information? Customize their columns so your registers contain only what you usually need (and add additional ones if it’s helpful). Open a list, right-click anywhere within it and select Customize Columns to modify the display (re-size column widths by placing your cursor on the vertical set of dots between labels and dragging).


Figure 4: When you customize your columns in Lists, you’ll find what you’re looking for faster. 

  • Hide inactive items. Highlight an item, right-click and select Make Item Inactive. Open the Item menu in the lower left and click Hide Inactive Items (this action won’t delete them).

Internal Cleaning

These may all seem like cosmetic changes, but you will save time and frustration over the long run.

The most critical spring cleaning task is company file analysis and maintenance. We can handle this for you. QuickBooks can slow down and start generating error messages when the data file becomes unwieldy and sloppy. Preventing file corruption before it crashes your system is a lot faster and less expensive than a reconstruction project.

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