WSW QBO Mobile App Expenses (Podcast)
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[00:00:00] [00:00:30]
[00:00:38] Dan DeLong: Welcome to another workshop Wednesday brought to you by schoolbookkeeping. com where it's casual conversations for serious workflows. This is great. It actually worked.
[00:00:49] Rachel Dauchy: Oh yeah, that's right. Last week you said there was something wrong with it.
[00:00:52] Dan DeLong: Yes. Yes. I actually, we're still not going into private groups.
Automatically, which now that reminds me, I should have done [00:01:00] that while I was waiting for the video role to come in. But I'll do that when when I can here, but but you can also, you always check us out, on, YouTube or Facebook or Twitch or Twitter or LinkedIn.
Hey, we're everywhere.
[00:01:14] Rachel Dauchy: Yeah, I connected mine to my Twitter.
[00:01:17] Dan DeLong: Nice.
Or X, right? You can't call it Twitter. It's like the prince of social media.
[00:01:23] none: That's
[00:01:28] Dan DeLong: right. So last [00:01:30] week we were going to be talking about entering in expenses in the QuickBooks online mobile app and ended up derailing the entire conversation with the QuickBooks Live Assisted announcement.
So we want to talk about that today. So I wanted to share my screen here. Now this should be showing up over here because we had shared this before where it's a really nice. article created by by Intuit, which lists out, it allows you to compare the mobile app [00:02:00] features with QuickBooks online on the various different mobile devices, right?
iPhone, iPad, Android phone, and Android tablet. And you can just see what you can do in those apps, because that's ultimately what things boil down to when it comes to Using the app versus using QuickBooks online natively in the web browser. The things that you can do and those things that you can't do in [00:02:30] those in that particular app.
And I think we had talked to Rachel. You don't have a lot of Clients that actually do use the app. Is that because they don't know it's there or they don't know What they can and can't do or is it? you just
[00:02:46] Rachel Dauchy: we do Yeah, we do a lot of this kind of stuff with our clients but As a firm that uses a lot of external apps, we use something [00:03:00] else.
But but no, I actually do still have a couple of clients that do prefer to use the mobile app. And so they do. And and I'm actually glad we're talking about this today. Cause I have a couple of questions for you on what would you do type of thing when what would
[00:03:16] Dan DeLong: Dan do?
[00:03:17] Rachel Dauchy: Yeah, what would Dan do with a couple different scenarios? So we can get to that. But I'll let you keep
[00:03:23] Dan DeLong: going. Got it. Looking at this article here and I'll put it in the comments as well so that we, you can access [00:03:30] it as well if you're watching this now or later. But with that With regards to expenses, we're going to be talking about things that, you know, entering in expense type transactions and what you can do on the app.
So as far as expenses you're going to be dealing with vendors, obviously. So you can create and manage vendors, import vendors from contacts, which is nice because if you have, a vendor already set up in your phone, in your mobile device, as a contact, you can add your vendors into.
Into the [00:04:00] mobile app, which ultimately goes into your QuickBooks, right? So it's a way to bring in. contact information for your vendors right from your mobile device, if they're already there. And then you can see a vendor on a map. So if you need to get to the vendor or, show up somewhere, you can use, See them on the map.
Okay. So that's a nice to have thing. But as far as expenses, the transactions that you can enter, it really boils down to, you can create expenses [00:04:30] and attach a receipt, a photo, right? So that's really what it boils down to. So I have my mobile app open. I think I got to turn this one off.
And then for some reason I get hewed.
[00:04:46] Rachel Dauchy: Oh. Oh no.
[00:04:48] Dan DeLong: There we go. I turned it off. Sorry. And then we'll move this over here. There we go. Okay. So I've got my mobile device inside of QuickBooks and I went [00:05:00] into Where did I go? Just the menu here. This is today. And then I go to the menu down here in the bottom, which gives you these shortcuts, things that you can do, you know, larger icons.
And I just wanted to show in all, when it comes to expenses, you have two options. You're going to
[00:05:19] Rachel Dauchy: ask you that
[00:05:22] Dan DeLong: you have expenses, right? Which allows you to see your previous expenses and create new ones. Whoops. [00:05:30] Hold on a second. I need to go back or your vendors, right? Which go into the creating those set expenses.
And then of course you also have products and services like you, items, if you're going to be putting them on there. But if we go in and create an expense from scratch you have your three options here at the top. How did you pay? Credit check or other. Your account as far as which account you're actually going to be charging that from.
You'll notice that if you choose [00:06:00] credit and then go on to account, you only see those accounts that are credit card accounts. If you choose check or other. You're going to have your bank accounts, right? So that's that's more importante, right?
[00:06:16] Rachel Dauchy: Exactly.
[00:06:20] Dan DeLong: Yes. You definitely want to have your business bank account.
Now as this little phone not phone camera icon would indicate you can just snap a receipt right from the [00:06:30] screen. And if I do, I've got a huge Costco
[00:06:37] Rachel Dauchy: those costco receipts? Th that. Then you can't
[00:06:42] Dan DeLong: writ part of the problem. Is
[00:06:45] Rachel Dauchy: t
[00:06:46] Dan DeLong: That's right. That's right my house with it, but I c a picture of it.
[00:06:53] Rachel Dauchy: I was go also don't forget on the can also rather than just [00:07:00] Or through a vendor, you can just simply snap a receipt with the snap receipt function in the front, and then that can prompt you to add the next step.
[00:07:08] Dan DeLong: I was going to get to that. Oh, okay. Sorry. Sorry.
So from your shortcuts, you've got receipt snap, which then you could you've got your photo icon there, and then take another picture of the receipt.
And of course, it's weird looking and you can choose to whether Oh, it's telling [00:07:30] me keep the entire document in the frame. So I'm going to, yeah,
[00:07:33] Rachel Dauchy: see, I would think you'd have a hard time with that one. Cause I wouldn't be able to read that.
[00:07:38] Dan DeLong: And that's part of the challenge. What
[00:07:40] Rachel Dauchy: about cut, like ripping it in half and doing it side by side?
[00:07:44] Dan DeLong: You might need to do that.
[00:07:46] Rachel Dauchy: Yeah, because just a little FYI, one thing I learned in just doing a deep dive, is when you actually snap this receipt, this becomes the legal document so what the [00:08:00] IRS code says is if you're taking pictures of receipts, They have to be reproducible. So you can then go ahead and, throw the paper copy away and you can keep this and this becomes the legal document.
But if they, you can't reprint it back out in a non blurry legible way, then the IRS can say, this is not a source document.
[00:08:23] Dan DeLong: We're gonna.
[00:08:24] Rachel Dauchy: Oh, what are you doing there? Wow.
[00:08:28] Dan DeLong: I am crapping [00:08:30] because you. I don't know if you saw that while I was trying to take the photo. The automatic photo. or rectangle recognizer was freaking out
because of this, this document and whatever's in the background, obviously you don't want to be doing this on your floor with some kind of lines and things like that, that the camera would might particularly might pick up best practices, right?
You don't necessarily want to do that. There we go. Okay. I wanted to [00:09:00] get rid of the other. Yeah,
[00:09:02] Rachel Dauchy: there you go. That's much better.
[00:09:03] Dan DeLong: Upload it. And now it's going to be processing that information. Now, when you do that, it's going to start to extract the information so that you can actually associate something with it.
So there's, yeah, Costco e wholesale is what it figured it was out. It was out, but it didn't know how I paid it. Because that wasn't there. So now I got to go in [00:09:30] and choose, what credit card that I used. The date and then category was assumptive that it was job supplies for the whole thing.
If I wanted to split it out, split out the dollar amount, I could do that and add the split in here. Your other. Other fields. So you've got an additional payee, there's the description. So that's not Costco e wholesale. It's just [00:10:00] Costco, right? And then if you have a Costco in your vendors, then you can just find them.
Hopefully I've done this before, but I didn't.
So then I would add them. Here. Whoops. No, not Bosco. Not Bosco, . All right. My thumb is a little . Too big. All right, so Costco, I save it. I could put that [00:10:30] information if the, if Costco was a contact, like I had a personal relationship with contact with vendors with that vendor. I could add it from there.
The additional ones of, the, maybe this is billable back to the customer. Class actually I can't associate class here, but I can, I could put location, which is odd that one, but not the other.
[00:10:50] Rachel Dauchy: Maybe you don't have an original account tied to this doesn't have classes turned on because if you got location, you'd think that [00:11:00] you'd have class.
Yes, .
[00:11:02] Dan DeLong: It's wouldn't be the first time that I have been accused of not having
[00:11:06] Rachel Dauchy: cl. What did you do, Dan . That was a really funny one by the way. That the first, that wasn't the first time that you're accused of not having cl . I caught that. That was really funny. Thank
[00:11:17] Dan DeLong: you. Thank you.
[00:11:18] Rachel Dauchy: Yes.
[00:11:18] Dan DeLong: That'll hit you on the way home,
Oh, but you're already home. And then you can save the receipt. And now that I've extracted that information. I can create an expense from the receipt [00:11:30] and voila, it's now in my book. So I could do all that from the app. I've now created a transaction from a picture assuming that it had all the, I didn't even verify if the amount was right, I should have looked at that.
[00:11:46] Rachel Dauchy: Wait, I have a question.
[00:11:49] Dan DeLong: $800. Wait a minute,
That is, oh, I, that's exactly what I did try[00:12:00]
[00:12:00] Rachel Dauchy: known as a classy guy. But I have a question. I have a question. What if this person is entering the Costco receipt a little bit later, like maybe two weeks down the road? And the Costco charge has already come through the bank feed and now you're adding it as an expense. What do you do then?
[00:12:21] Dan DeLong: So at that point you're going to see the option there in the for review. So here's my New Jersey transit receipt from last [00:12:30] month. I have it'll give if the expense is already posted, then I'll be able to choose I'll be able to choose an expense that already exists to attach it to, right?
[00:12:43] Rachel Dauchy: Yeah. So now I would say is this kind of something that you're going to train your clients to do? Or guess what? Maybe this is something that the new QuickBooks Live assistant can train them. Look for matches. Be careful. It could be a false match. [00:13:00] blah, blah, blah. Because I usually, when I have my, I'm in, in in all in all truthfulness, most of my clients don't really understand the accounting.
And so that I usually don't want them doing too many things in QuickBooks. And so I have them snap the receipt. And then they just let it come through and then we match it on the back side because it's almost like when you're dealing with a lot of clients you're dealing with just a lot of duplications.
It's a lot of work. But if [00:13:30] I, was able to sit down with my client and go, okay, here are the ins and outs. You're gonna add things into the app and, be careful of duplication, snap your receipts, when you go to Home Depot, it's going to be a cost of goods sold or it's gonna be a job supply, like preload them with some of the Pertinent information so that way they have what they need to succeed instead of causing a lot of problems.
[00:13:57] Dan DeLong: . Yeah. If I was in, if that was my [00:14:00] role right. Is doing something with their receipts. If it's, if they're just, giving me a shoebox or something like that. This is something that I would start to teach them on. It's hey, rather than
[00:14:12] none: yes, send
[00:14:13] Dan DeLong: me in, sending me a shoebox full of receipts.
You could just snap a picture and attach it, right? And then now that's that's in your QuickBooks. So
[00:14:22] Rachel Dauchy: that's, and I do love that, what, if you've already reconciled, the expenses are already in there and then you just upload them all. And then [00:14:30] it's just match.
That's super easy peasy. Are you ready for my question though? And, or do you want to keep going and then I can ask you in a bit? Because this is a big one.
[00:14:39] Dan DeLong: I just wanted to show now here it is in QuickBooks. And here is the, Here's the receipt, right? So I've already got that information in my QuickBooks.
I didn't have to enter that as a transaction because I've done that on the app. It's done everything the exact same way that I entered it on the app. [00:15:00] And here's the receipt that's now attached to it. So I can see that picture already in, inside the QuickBooks. Now, this is not a real transaction, so I'm going to delete it.
That's a personal trip to Costco, by the way. And as per usual with Costco, you can't get out of there with the spending less, I can't get out of
[00:15:21] Rachel Dauchy: there without buying bean bags, goggles. I, it's just like never ending.
[00:15:27] Dan DeLong: Exactly. And I don't know, every time I stopped [00:15:30] sharing, it decides to.
Not make us the same size, even though I told anyway. Okay. So those are the things that you can do inside of the mobile app with regards to expenses. It is useful. If you do have a use for it. Just because again, the main thing of the mobile app and a QuickBooks The online is the seamless integration.
There we just thought it was pretty seamless, except for the fact that I [00:16:00] didn't have any class,
which I do have class tracking turned off, right? So I know that. So I didn't understand why that wasn't there, but. Surprise. That's one less one thing to to, if that's the only thing to worry about in that particular workflow, you can go back and use your accounting tools and reclassify be and that sort of thing.
Do you a question, hold on a second here. Yeah. Dunno if I missed this.
[00:16:28] Rachel Dauchy: Go ahead. Sorry. Go ahead. But a
[00:16:29] Dan DeLong: [00:16:30] client, but can a client just send the receipt and let us categorize it? Yeah. If they just snap a. A picture of it and upload it. That will show in for review
[00:16:40] Rachel Dauchy: in
[00:16:41] Dan DeLong: the banking section or the transaction section.
Now, sorry, I'm showing
[00:16:47] Rachel Dauchy: section. If you go into receipts, you'll see them for review. And that's what we do, Jamie. So we, I usually tell them snap the picture. Don't worry about assigning, don't assign just don't because [00:17:00] a lot of times. That was my first question with Dan is what if we have already put it on the books, they're causing a duplication, then we'll find that in the reconciliation.
I almost would rather have them just snap it, call it a day and go. And then for them, it's simple. Then they know oh, all I'm doing is snapping it. That's my job. Great. And, makes them feel that they're being very helpful. But my question is this.
[00:17:24] none: Okay.
[00:17:24] Rachel Dauchy: What if, and this happens all the time.
What if they are [00:17:30] taking a picture of a purse, something out of pocket, they have paid out of pocket, not with a connected checking or credit card account? How do you do that?
[00:17:43] Dan DeLong: What do I do for personal, if they do it, they're doing it out of their pocket. Like in that particular case, I used my own.
Visa card, right? But it's for business expenses. How do I add that as a business expense?
[00:17:58] Rachel Dauchy: If it's not a connected [00:18:00] account.
[00:18:01] Dan DeLong: So there's a couple a couple schools of thought with that. We
[00:18:04] Rachel Dauchy: have our way, we do it, but I'm curious to know how you do, cause this is something that.
And all the training I've taken with QuickBooks, I never really had anybody address this. And I've just done it the way that makes the most sense to me, but curious to know how you do.
[00:18:18] Dan DeLong: Yeah. So obviously it wouldn't be connected, so it's not going to bring in the bank feed and nor would you want it to, because then you would be sorting out all of these personal expenses or personal charges and [00:18:30] deposits and whatnot.
So what I typically do is I'll create, A personal checking account or a personal credit card account and put the transactions to that because it has to come to you.
[00:18:42] Rachel Dauchy: You have to deposit it to something. You
[00:18:44] Dan DeLong: have to put it somewhere.
[00:18:45] Rachel Dauchy: You have to put it to something.
[00:18:47] Dan DeLong: And over time, that's going to increase the balance of that or decrease the balance, depending on, which side of the accounting equation you're on here.
It's going to be a non zero transact balance. And then [00:19:00] periodically. You're just going to zero that out and that could be monthly, quarterly, annually to do that, to zero that out. And then offsetting that to wherever the accountant says that you go. But typically that would be like a district, a contribution to the accountant.
Now, if they're going to get reimbursed for that's another story. And that's how you would zero that out is by, paying out of that account to get it to zero.
[00:19:25] Rachel Dauchy: That's exactly how we do it. I just, we call it personal clearing and [00:19:30] we set up a personal clearing for all of our clients cause they all do it, even if it's just on occasion.
But and then we, and that's a part of our month end close as we clear out personal clearing. Anyway, I was curious to know, I was like, what, how does anybody else do that? Cause that's the only way it makes sense to me to do it.
[00:19:47] Dan DeLong: Yeah. If you have another way that you do it that maybe you better put, put it in the, put it in the comments.
We'll talk about that different options now. So that's our summarization of what you can do on the expense side of the mobile [00:20:00] app next week we're going to be talking about I think. I think we're due to talk about this account called unapplied cash payment.
It's I just had a quick answers. Question about it. So it stands to, I'm clearly not doing a good enough job of explaining what this is. If if if we're still getting questions on it, but yeah,
[00:20:23] Rachel Dauchy: that's a tricky one. That's really tricky.
[00:20:27] Dan DeLong: We do have a blog on it in our on our [00:20:30] blog about what it is, but it's stands to be revisited because it does have a lot of questions and certainly is one of those things that is.
Desktop doesn't work this way. So it's for those desktop migrators it, it stands repeating especially now that we're in discontinuation season which is which is coming up to May 31st is the service discontinuation of 2021. So a lot of people are going to be surprised, especially if they're running their books on a [00:21:00] cash basis.
We're
[00:21:01] Rachel Dauchy: going to see that a lot on a cash basis. By the way, that's a good name of a movie. Desktop migrators.
[00:21:09] Dan DeLong: All right. Is that a horror movie?
[00:21:14] Rachel Dauchy: Yeah. Post apocalyptic. I don't even know the word.
I'm imagining like roaming, roaming like some, they're [00:21:30] migrators.
[00:21:30] Dan DeLong: They're hanging out with the Canadian geese in Florida during the summer months, and then they come back.
[00:21:37] Rachel Dauchy: Oh no. What if it's their they're like. Either in the matrix somehow, like desktop, they're like stuck in some kind of like computer system and they're just, they need to
[00:21:46] Dan DeLong: be freed.
[00:21:50] Rachel Dauchy: Oh my gosh. Yeah, we're a lot done over here.
[00:21:55] Dan DeLong: Talk about your casual conversation. So we're post apocalyptic [00:22:00] desktop migrators movie coming soon to a theater near you.
Maybe after May 31st,
so we appreciate you joining us on the workshop Wednesday. I hope you had as much fun as we did doing this and we'll see you next time on the workshop. Have a great day, everyone.
