Archives For accountants

The Push for Inbox0

Puneet Lath —  March 17, 2017 — Leave a comment

People download the Expensify app for all kinds of reasons: accountants looking for a better (read: less shoebox-shaped) way to collect receipts from clients, employees sick of submitting taped receipts to their boss, and even individuals who just want an easy way to track how often they’re eating Taco Bell (me; too often). One of the major challenges we’ve faced is how to ensure that Expensify works for everyone without requiring tedious configuration. Enter Inbox.

WelcomeBirth of the Inbox

Because users don’t fall into a single bucket, the Inbox feature started as a way for users to define their own use case. Inbox prompted users to complete “tasks” they found relevant, dismiss ones they didn’t, or “reshow” tasks when goals changed; it was a way for users  to mold Expensify into the product that made expenses work for them. The fact that Inbox was asking users to answer questions about themselves (rather than asking them to configure settings) made setting up Expensify easier and more fun.  

Needles sans Haystack

In the meantime, we’d built a ton of automation around the expense reporting process so that doing expenses took very little manual effort. Our patented SmartScan technology, for example, reads expense data off of receipts so employees can just snap a photo as they make a purchase, and have the money in their bank account the next day. So while the automation features made expenses easier for of 95% of use cases, the reality was that rules differed from company to company and some expenses just need more detail.  

Rather than forcing employees to go looking for out of policy expenses, we realized that we could proactively surface those problem expenses by creating specific tasks in Inbox. The employee could fix the problems with a few taps and Expensify would submit the employee’s report for them on-schedule, ensuring that they don’t ever have to think about more than what’s necessary.

Approve.pngApproval Magic

Given the incredible feedback we received from employees, we quickly decided to replicate the experience for managers. Approving reports feels like work when it involves hunting down errors that might not even exist. But with Guided Review, we apply rules based on the company’s T&E policy, highlight unusual expenses, flag potential duplicates, casually throw in some artificial intelligence to encourage thrifty spending, and more, all to ensure that approving expenses never feels like a judgement call.

Inbox0

So, how does Inbox make your life easier? The purpose of all of this is to help our users (including you!) spend less time on expenses and more time doing the things they enjoy. By presenting you with a finite list of tasks that we know you need to do, we make it easier for you to complete those tasks and be on your way. Having this functionality on our mobile app means that, no matter where you are, Inbox0 is achievable. It means that task by task, we’re one step closer to making expense reports disappear.

As always, give us a shout and let us know what you think!

 

Hey there, it’s Matt from the Success Coach team in Expensify. Straight off the success from our Real Time Expense Report feature launch, you can now import Items from QuickBooks Online and use these Items in place of categories for expenses on your policies. Items are an excellent way to allow for greater reporting in QBO.

To quote Deborah Defer, Senior Director of Accounting Services at BDO:

“Small businesses may have the need for additional reporting.  Utilizing multiple feature sets of QuickBooks Online with invoicing customers, classing, items, locations, and items on vendor bills provides the ability to create customized  reports.  This is huge!” 

import QBO items to categories Continue Reading…

This guest post is written by Dave Anderson, Inbound Marketing Specialist at Xero.

When You need to hire an accountant for your small business

Running a business often requires making some tough decisions. And the decisions only get tougher when they impact your bottom line.

Fortunately an accountant will help during these times. Many people believe they are limited to doing the books and preparing tax returns, but an accountant can help you with so much more.

They can advise you on the best course of action of your business, based on their expertise and a deep understanding of your finances. Here are some common situations small businesses face where it makes sense to hire an accountant:  Continue Reading…

Receipts-1

When I was a child, my mom collected shoeboxes. Big boxes, tall boxes, small boxes, etc. Their varying sizes made them a great storage option.

My parents own a slew of vending machines in and around my hometown and keeping track of their expenses during the year was never a huge priority. As a result, my mom finds the best-priced soda at one store then travels to the next, even if it’s only because she has a coupon for potato chips. She had receipts from Sam’s Club (a retail warehouse), gas stations, grocery stores, and more. It’s a lot of driving and even more receipts.

Continue Reading…

If you’ve ever done an expense report on Microsoft Excel, then you probably know how much it sucks. Like bottom-of-the-barrel, I-need-a-drink-to-get-through-this type of suck.

Why? Why do you do this to yourself over and over, time and time again?

  • Is it because you’re a contractor who only does expense reports once every few months?
  • Is it because you’re a startup of 10 and don’t want to pay to ease your pain?
  • Is it because you’re a company of 30 that is not quite ready to scale, so you’ll hold out until you do?
  • Is it because you’re actually masochistic and kind of enjoy a monthly dose of pain?

Continue Reading…

A little over a year ago we did a post entitled, How to Sell it to the Man. (The Man = your boss, their boss, your accountant, your colleagues, etc.) Since we didn’t spend the last year just twiddling our thumbs, selling Expensify to the Man is even easier for you and we thought we’d give you some updated ammo for the good fight.

Expensify is easier on your wallet.

Expensify vs. our Competitors 

Expensify bills $5/$10 (depending on plan) per active submitter per month, plus the first two for free. What’s the difference? The “active submitter” part. We only charge you for a user if they actually used the product that month – that is, if they submitted an expense report. At the end of the month, no matter how many employees you have signed up, you will only be billed for your active submitters. Each active submitter can submit an unlimited number of expense reports at no extra charge.

Compare this to your current expense reporting costs and you’ll find that in the overwhelming majority of cases our price is simply unbeatable.

Expensify vs. your wasted time

Don’t have an expense reporting software? Using Excel or cut/paste documents? Let’s do the math. Your salesperson earns 50K per year, which translates to roughly $20/hour. It takes them 4 hours and a lot of frustration to fill out expense reports each month.  That’s $20/hour x 4 hours = $80. If it takes them 20 minutes to submit a report with Expensify, that’s $20/hour x 0.3hrs + $5 or $10 for Expensify = $11 or $16, frustration-free.

Expensify is easier on your employees.

Stop making your employees dread that envelope stuffed with receipts that just sits on their desks. No more endless papercuts as they scramble to find that one report your accountant wants to review, NOW.

  • Accessibility: Submit, access, edit, and submit all of your expense information to your Expensify account from anywhere with an internet connection (mobile or web).

  • Organization: Filter your expenses, receipts, and reports by date, type, category, and a multitude of other parameters for quick lookup.
  • Security: We use bank-level security to keep your sensitive financial data safe.

Expensify is easier on your accountants.

Does your accounting department use NetSuite, Microsoft Dynamics, Oracle, Sage, another accounting package? Not a problem, Expensify allows you to export expenses and reports into custom CSV formats, acceptable by your accounting package. Perhaps they use QuickBooks? Awesome, because Expensify connects to your QB account to sync everything back and forth. Save your accountants hours of manual input, save your company money.

Bonus: We also integrate with your payroll solution!

We’re happier to provide you support

You will also have email access to one of the best support teams in the business. With a 24 hour turn around time on emails (and usually quicker), we can get any issues you have sorted out quickly.

Care for a second opinion?

Check out our Twitter feed some time. I don’t know about you, but this is the first company I have worked at and been comfortable saying THAT to a potential user. Our users can’t seem to stop showering us with love! With the usual state of public discourse towards companies being rather negative this is something we are quite proud of.

Do you have a complex, outrageous expense reporting setup?

Not only can Expensify manage it, we can make it simpler and more intuitive for you, your employees, and your accountants. Email our support team and tell us about your current setup. We’ll tell you how we can make expense reporting a quicker, easier necessary evil.