WSW New Invoice Experience 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. And whew, Rachel, I'm glad to see you. I'm
[00:00:50] Rachel Dauchy: here. I'm here. I was on a client call and I was just talking and talking. And then I got your text. I'm very sorry, but I'm here.[00:01:00]
[00:01:00] Dan DeLong: I was like, well, uh, I hate talking to myself. So I appreciate you making time for us here because
[00:01:09] Rachel Dauchy: yeah,
[00:01:13] Dan DeLong: I'm, uh, I'm, I'm very interested in your opinion, uh, of, of this because, um, what we're talking about today is the new invoice. Experience and I'm using the air quotes there because that's the term [00:01:30] that they're that into it has bantered about that, uh, that this is all a new experience and, uh, some of the things that you're supposed to be experiencing, uh, with this new experience and you as an accountant, uh, bookkeeping professional may be experiencing some of the things that Uh, you didn't, uh, intend to experience, and that's what we're going to kind of unpack here, uh, today.
So, initial thoughts, uh, [00:02:00] from, from what you've, from what you have experienced with this new experience. What, uh, what is your initial, uh, takeaway? I know you, you're not going to mince words.
[00:02:10] Rachel Dauchy: Well, okay, if I had to rate it on a grading scale, I would give it a D. Thank you. So, not just
[00:02:18] Dan DeLong: because that's your last, last name initial.
Yeah, there's a couple reasons
[00:02:23] Rachel Dauchy: why and I don't know if I want to get into it because I don't know if you're [00:02:30] going to demo it and show it, but there's a couple different reasons why and maybe I can chime in when you get to those things.
[00:02:41] Dan DeLong: Yeah, we're the way we're going to kind of go through is we'll talk about, you know, what, what's changing and kind of give an overview of the high level changes, uh, and, uh, speak to what we can, uh, what we feel the direction of this and why.
You know, because that's, that's [00:03:00] typically the, the question that immediately comes up. Why are you changing this
[00:03:03] Rachel Dauchy: for a while there back and forth between the old and the new? And I kept going old, old, old, and now you can't, and it's driving me insane, but no, for now I'm giving it a D. And I'll explain why it's fine.
[00:03:20] Dan DeLong: Well, maybe I might, might be able to upgrade to at least to a D plus, maybe a C minus by the end of this workshop. Um, because I have to say, I, you know, [00:03:30] in my initial thought was like with you, it was like, Oh my gosh, they took away more than what they They're adding so that the puts and takes when it comes to these types of things doesn't seem to be making sense.
I see the rumblings on social media about, you know, how this is how challenging this is because it's a core function of. Of QuickBooks, right? Is making money, the sales. So when you are, um, potentially impacting [00:04:00] people's methods of, of making money, uh, and revenue producing activities, that is going to get a lot of notice, right?
So, um, so let me just share my screen here real quick, and we'll talk a little bit about. Um, what, what's, what's happening here. So I've got to turn the right one. Oh, Oh, there we go. So what we're talking about here is this. There's a new estimate and invoice, um, layout and, and, [00:04:30] and they're calling it an experience.
Um, and what, what it, what it's available, uh, uh, what you're able to do. Right. And so I wrote a blog about it. I love this picture. Cause. Should you do
[00:04:47] Rachel Dauchy: that?
[00:04:50] Dan DeLong: What's that?
[00:04:52] Rachel Dauchy: I said, she's filled with fear and dread.
[00:04:54] Dan DeLong: Right. Exactly. So I'm going to put this in the comments here so you can [00:05:00] check it out later. We'll put this workshop on this, uh, on this blog article as well.
So you can review it all at the same time. But the, the, the big thing is, you know, why the change, right? And, um, The typically, uh, from my experience working at Intuit when, when changes roll out, especially in QuickBooks online, you know, the, it's not like QuickBooks desktop where you have a whole year to kind of [00:05:30] develop these new features and, and make them available, uh, with an online product, it's kind of a launch and learn, right.
Um, and, uh, in, in Intuit is, is. typically going to, you know, launch a new feature and gather some feedback about it and, um, and make, make adjustments and changes based off of that. So as near as I can tell, I have no, you know, insider knowledge or anything about that, [00:06:00] uh, with regards to, to this. This initiative and this, this change there, it's always been, you know, even when I work there, it's always been a complaint about the sales form customization, being able to adjust and make the invoice and the sales forms look like you want them to look, whatever that might may be.
You want these columns to look such and such a way you want them positioned in a certain way. Um, [00:06:30] And QuickBooks Online has been always kind of behind the curve, especially when you place it up against desktop, right? Because desktop has the layout designer. You can be very descriptive when it comes to where do you want your bill to field to actually look at?
Cause it's going to show up in that envelope. When you mail out your invoices, all of these things, you can get very granular. You can decide what you see on the screen versus what [00:07:00] you see printed out. Yeah, you can, you can do a lot of things with, with the designing of your templates inside of desktop.
And QuickBooks Online has always been kind of like the, the, the light version of that, right? Where you have some functionality, you can change your columns, but you don't really have the, the ability to turn things on the screen and not on the printout. So that I think is where. What is [00:07:30] driving the, this whole change, right?
And, you know, in that, in that regard, the new invoice, uh, look, uh, is, is, it's kind of neat where you have it all in one place, right? You don't have to go to different places to, to, to change and see what, what it will look like for your customer versus. What, what shows up in an email and what, what do they see when they go to pay?
Right? So that is what's [00:08:00] driving this, this whole change. And when they do something very fundamental like that, because they did this before with sales forms is that. They. Pretty much removed any, any options that you did have in order to rebuild that foundation and then build upon it. Right.
[00:08:17] No One: Right.
[00:08:17] Dan DeLong: So this is what's causing the friction when it comes to this new estimate and invoice.
Experience is that there's been some things removed that [00:08:30] people were using, which of course now they're realizing how much people use these features when they're removed. So let's take a look here. So this is the old layout, right? This is the way things looked. Prior to all of these changes where you're able to, you know, create your, your sales forms on the screen, um, with, let me go ahead and close this.
If I, if I temptingly click on [00:09:00] update layout here in
[00:09:04] Rachel Dauchy: your, is this new? I mean, did it. It lets you open it up in the old form.
[00:09:10] Dan DeLong: This, um, this just happened to be a company that I tested a, a data conversion on, and, uh, they, it just didn't get the, the new and improved experience yet. Right. So I have this option to click on.
Update layout. Look at that. Zoom. Ooh.
[00:09:28] No One: [00:09:30] I
[00:09:32] Dan DeLong: can click on that, but it's a one way ticket to the new experience. There's no, there's no flipping back and forth because after may 6th, even if you have this option, uh, you, um, you, you, if you click it, you're, you're done. And it doesn't tell you that you can't flip back and forth.
It just, It is what it is and, and you're not going to do that. So I'm going to go over to another company that is in, uh, there's just a demo. Uh, let me pop [00:10:00] back over here.
And coincidentally, since this has been going on, uh, QuickBooks seems to be running really slow. That's that. All right. So I go into an invoice, uh, here, this is the new, Right. So first thing is here, you have this, uh, edit email view, PDF view and pay or view at the top, right? So kind of [00:10:30] looking, if I bring up a previous,
[00:10:31] Rachel Dauchy: yeah, this is, this is,
[00:10:35] Dan DeLong: this is kind of a neat thing, right?
Like where you can create the invoice here, uh, you, and then you can see. Oops. I got to choose the right template so I can actually see it.
You can see what it looks like when it's emailed. You can see what the customer will see when they, [00:11:00] when they open it. And then when they, if you have QuickBooks payments enabled, uh, it'll be what, what they'll see when, when they get the email, right?
[00:11:09] Rachel Dauchy: Yeah. But I don't understand when it, when you first open it up and then you want to see the PDF view and, or the email view, and then it says You have to change to the modern view in order, you got to tick that box.
Why, why are, why is that even a thing? Why do you have to do that step in [00:11:30] order to see it?
[00:11:31] Dan DeLong: Because, um, your templates are still there, right? So your old templates. Uh, if I go to the gear here and over to custom form styles, these, these older templates are still here to choose from, right? And those older invoice templates that have been customized, uh, in the old, the old experience, older experience don't have that.
That view where you could look at it all in [00:12:00] one.
[00:12:01] Rachel Dauchy: Technically, I could use one of my older templates.
[00:12:05] Dan DeLong: Exactly.
[00:12:06] Rachel Dauchy: You can still use
[00:12:07] Dan DeLong: your old templates. Um, and, and some features will be able to be, um, added into that, into that sidebar that we'll talk about. But, um. Email PDF view and payor view is, won't, won't be visible, right?
So I still have all of these templates to use from before. It's just, [00:12:30] I don't have the neat polished features of seeing it all in one place. Right. So speaking of all in one place, I went and grabbed her away from my one place. Let me go back there. Um, so obviously. The other thing that is a big change is some of the things that are were on the bottom.
[00:12:55] Rachel Dauchy: Okay, now you're getting to my gripe.
[00:12:58] Dan DeLong: They [00:13:00] were on the bottom, now where'd they go, right? So when you're looking at a pre recorded invoice, you're going to see this actions drop down here, uh, where you're going to
[00:13:10] Rachel Dauchy: be. Oh, that's where it is. I was like, if I cannot see the transaction journal under here, I am going to throw a chair out my window.
[00:13:20] Dan DeLong: Yes, . So they're in here in the actions, which used to be under more. They're
[00:13:25] Rachel Dauchy: in there. Okay, well that's fine. I, but it caused me confusion and [00:13:30] Right here's why, because I'm sure you do this too. I'm talking about for cleanups a lot of times. Um, you know, if they're, and ideal for a lot of inventory. I know you do too.
And a lot of times if I'm doing cleanups and I wanna look at the transaction journal and what's been going on with older invoices. I was like, where the heck is the transaction journal? And so we, Amy and I were having to like go in through the P& L and were these posting cons? I don't know. And we were having [00:14:00] to like go in from all over the place to try and Determine if these were posting cogs or if they weren't.
And I was like, did they do away with this? Like that's why I gave it a D. But if that's still there now D plus up, I'm now coming up to a B. It was a, that was a big.
[00:14:21] Dan DeLong: That was a big red, red mark on the, on the, on the, the essay. Yeah, well, I thought
[00:14:27] Rachel Dauchy: totally, I thought they completely did away with it. So I [00:14:30] was like, Oh, that can't be.
[00:14:32] Dan DeLong: Incidentally, even if they didn't have it there, there's a keyboard shortcut, uh, which is a control option. Why? Okay. Okay. That didn't work.
[00:14:45] Rachel Dauchy: Really? Oh, I never knew that either. Okay.
[00:14:49] Dan DeLong: Control alt Y. If you're on a window. Okay. It was. Working a second ago. Maybe it's command. Yes. [00:15:00] Control command Y. I don't have command but I do
[00:15:03] Rachel Dauchy: have the little windows.
It's a little apple key. Yeah, well I have, you know what, even though I have a Mac, I have a Windows keyboard. Cause my Mac broke. So I have the little like Windows thingy and that acts as my command.
[00:15:18] Dan DeLong: Yes.
[00:15:20] Rachel Dauchy: Okay. There we
[00:15:21] Dan DeLong: go. But it's basically, it's basically what you get, uh, oh gosh, why is this not working?
There we go. Uh, so [00:15:30] bringing up this, this window gives you, gives you all of the command or the, uh, the keyboard shortcuts, but this is control command or control, On a windows machine control, uh, alt Y. I want to understand why this is posting where it is. That's what, that's what brings up the journal. You also have the right tool extension.
You can program that, you know, in your, in your right tool extension as well. [00:16:00] Any who.
[00:16:00] Rachel Dauchy: Can you program in right tool? Can you do bring up transaction journal as a, as a favorite? I
[00:16:07] Dan DeLong: was talking to Hector about it and he was, he was thinking that you, you He was saying something that you could, but either way, there's the keyboard shortcut, um, any, but that does that.
Okay. So anything that you're needing to do as far as changes to the invoice itself that you see on the screen is going to be from this manage gear. Because there aren't [00:16:30] enough gears inside of QuickBooks, there's another gear here, right? So you've got your default settings, which will take you to sales settings.
So that if you need to turn on shipping or if you need to turn on discounts globally, that will take you to your settings. You've got your actions here, which can make a copy, delete, void. You see your audit history. As well as that transaction journal, uh, your status, uh, so what is that activity? [00:17:00] Um, so you can see whether it's viewed, whether it's paid, deposited, those types of things will show in the status dropdown.
Customization is where you're going to be adding or taking away columns. Now the, um, the new invoice, uh, actually will tell you What's hidden from customers. So in this case, the business or the location tracking that I had turned on uh, is hidden. Uh, class is hidden. So, which will give you an idea when [00:17:30] you look at it in the email view um, or the PDF view that they won't see that, but you can see it on the screen whether it's hidden or not.
But you can add columns to the header at the top. So if it's a ship to the invoice number, the date, uh, terms, but if you want on the line item level, if you want to show the skew or the service date, you can add those there as well as your custom fields that might be at the top. Whoops, I didn't mean to click on it [00:18:00] back
and there we go. Okay. And then the, um, This is what I think that this payment options, uh, this is what was driving, not just in the sales form customization, but this is probably what was driving the, the, the, the main force driving behind the, the change here, um, payment options, you're able to. I don't have [00:18:30] payments turned on here, but you can, um, activate your, how, how they're, how they're paid, which you could do before, but now you're going to be at an, there's an additional option, which is being able to accept through Venmo and PayPal.
Um, now people would say, well, why don't I just accept payment through Venmo and PayPal outside of the invoice? Well, this is doing it all under the umbrella of QuickBooks payments. So just [00:19:00] like American express and discover that fancy themselves as unique and different and charge different rates, um, transaction fees for accepting those cards, which, you know, was always the thing.
It was like, Oh, We don't take American Express because those fees are higher with American Express. When you take American Express cards or Discover cards and they're handled, batched differently, QuickBooks Payments puts us all under one umbrella. So what [00:19:30] this allows you to do is to take those, those payment methods, but the fees are homogenized.
Uh, so they'll all be the same fees and the experience of what happens to those payments will be Homogenize as well, and, and be under the QuickBooks payments experience. Right. So we love QuickBooks payments here, so I
[00:19:53] No One: loved it.
[00:19:54] Dan DeLong: So it's, it, this is, this is a, this is a nice feature to, to have [00:20:00] and to, to offer because, uh, we'll, we're gonna talk next week about PayPal , right?
Oh.
[00:20:08] No One: Some
[00:20:10] Dan DeLong: of the challenges that you end up having with with PayPal, but when you mix, you know, um, PayPal expenses, paying for things as a business owner and receiving funds, it gets infinitesimally more complicated to reconcile and keep track of that sort of [00:20:30] thing.
It's a revenue source for Rachel and her team, right?
[00:20:39] Rachel Dauchy: Dan, let me ask you a question. Um, so I actually really do like the placing of this in this kind of right hand window because it used to be right in the middle of At the top. And a lot of times, I don't have a lot of clients that are invoicing because I do a lot of e commerce, but actually that's not true because I have a lot of clients that are e commerce, but they're still [00:21:00] invoicing, even if it's a little out of QuickBooks.
And a lot of times I would set them up on invoicing and I would say, okay, at the middle of the screen of the very top, and they'd be like, where? And so I like that this is, um, easier to find, but my question about
[00:21:15] Dan DeLong: collapsible.
[00:21:17] Rachel Dauchy: Yeah, collapsible, which is nice. Now the Venmo fee and the PayPal fee, because now we're getting into like stuff I like, so you're saying this is now under the [00:21:30] umbrella of QuickBooks payments is our, they're not double dinging you on a Venmo fee if you're a vendor business or PayPal business.
You're only going to see one fee now and it's going to be through here
[00:21:43] Dan DeLong: and you'll see the, you'll see the payment in your merchant center for, for QuickBooks payments. It'll be batched, uh, you know, and, and funded through the, the whole QuickBooks payments process, which means. The payment will be recorded.
The deposit will be recorded. The fee will be recorded and [00:22:00] recorded in the, in the deposit will be reconciled.
[00:22:03] Rachel Dauchy: Yeah. Right.
[00:22:05] Dan DeLong: So, so those, so you, you aren't necessarily needing to reconcile a Venmo. You know, it's not a Venmo account, but part of
[00:22:16] Rachel Dauchy: the trouble is when you're dealing with Venmo, when you have people that are collecting payments through Venmo, you're in the bank feed, you're saying Venmo, right?
That's it. So you don't know what invoice it's associated with. So the fact that it's [00:22:30] It's
[00:22:31] Dan DeLong: like trying to, um, you know, itemize your Amazon purchases.
[00:22:34] Rachel Dauchy: Yeah, and we have a lot of people that, that do it this way with them. Oh, so, um, so I, I love this that now it'll auto match it with the appropriate invoice.
That is huge, but I guess what I'm still not sure about is. Now this is what you're saying is because Venmo just the transaction fee in PayPal and Venmo [00:23:00] is what it is So are you saying that that it's not an additional fee? This is not an
[00:23:06] Dan DeLong: additional fee. You don't get charged by PayPal at all PayPal charges QuickBooks payments and then they get their money they get their funds from from PayPal and then QuickBooks payments charges you, right?
But you know what you're getting charged. So whatever your rates are for all credit card charges, [00:23:30] that will be the same thing for Venn.
[00:23:31] Rachel Dauchy: Yeah.
[00:23:32] Dan DeLong: Oh,
[00:23:34] Rachel Dauchy: that's great.
[00:23:35] Dan DeLong: Yeah. So it, again, it's homogenized. The fees are homogenized. The experience is homogenized. It's consistent. I don't want to say homogenized because I'm thinking milk now.
But
[00:23:48] Rachel Dauchy: I can't express to you how convoluted PayPal can be in the bank feeds. And this is so huge.
[00:23:58] Dan DeLong: Um, again, [00:24:00] you know, this only works, right? If you're, if you're invoicing and accepting the payment from, from the invoice. Right? So if you're collecting payments through PayPal somewhere else and you know, that not using an invoice, then you won't be able to, to utilize it.
Something new as well is the ability to take a deposit. Uh, this is also on. Estimates. So you'll be able to, um, send an estimate and request a [00:24:30] deposit on the estimate, and then they can pay through QuickBooks payments, take that deposit. I don't know what the accounting side of it is. You know, if it actually goes to unearned revenue or just shows up as a payment waiting to be deposit, you know, waiting to be applied when you get a billing, haven't seen that yet, but that will allow you to, this will allow you to do this right from the, right from the transaction itself,
[00:24:55] Rachel Dauchy: right?
Is there, have you not seen something in settings that, you know, you can map [00:25:00] that?
[00:25:00] Dan DeLong: I mean, there is a setting, uh, and I assume it will use the same, you know, the same setting mapping. Uh, this just will allow them to put in what the deposit should be, and it will fill in, um, you can, you know, On the estimate side of things, you can, um, suggest what the deposit should be, right.
And, you know, ask what that make it make a suggestion for the deposit. [00:25:30] Um, and then you can, um, again, do your things at the footer. So you've got your invoice, total discounts, and then whether or not there's shipping fee or not, all of those things will be added to or not. So same functionality as it had before is just where, uh, where you see it.
You don't have that little, um, I think it was a double headed arrow to switch the, uh, the sales tax before, before, after the discount, the global discount on the, on the bottom. Then we [00:26:00] have design, which as we saw, you can choose your, your previous designs, but they will not have this. Email, PDF, pay, or view option, uh, or you have your one choice of modern.
Now it's not always, I don't think it's going to be the only choice for very long. Uh, you'll probably get the other choices that are there. The airy, fresh, whatever, uh, the styles that are there, this is typical, this is typical [00:26:30] of a, of a change like this is all right. Let's just give you the core functionality of what you need.
And then we'll add on. As we, uh, as we launch and learn, right.
[00:26:40] Rachel Dauchy: Which I'm fine with personally. I'm one of those weirdos. I don't care what it looks like. I know a lot of people do.
[00:26:47] Dan DeLong: You know, you stating that you're.
[00:26:49] Rachel Dauchy: Yeah. I mean, I only care about the functionality. I'm like, whatever, like slop, whatever you want on it.
[00:26:59] Dan DeLong: [00:27:00] Scheduling. Now, this is where you would go to make this a recurring transaction. This is,
[00:27:04] No One: Oh, that's where that goes.
[00:27:06] Dan DeLong: And that's part of the, the, the grudge about these, these changes, because, you know, when you get used to having it down here in the bottom to make recurring, uh, this takes now some extra clicks to, to make it a recurring invoice.
And then, um, and then it will show up with here probably is just some adding to the learning curve of, of doing these, these sorts of [00:27:30] things. And you can change.
[00:27:33] Rachel Dauchy: I'll add a little thing. And I'll tell you why that can be. I think a lot of pro advisors are not complaining just for the sake of complaining.
Although I know a lot of them do. Um, I think here's, here's, this is always my take is my take is a lot of times I'm, I'll explain to my client, I make a lot of videos for them or whatever. And, or even just over email, I'll explain to them, okay, at the very bottom, if you want to make this [00:28:00] recurring, you know, you'll find it at the bottom and I'm telling them the wrong thing.
And That's where I don't like that. I don't want to look bad. And so Now, I know it's on me that, you know, if they roll out something, I'm expected to learn it and understand it, and that's all fine and great, and I will, but there's usually some type of in between fit time where I'm always telling them the wrong thing.
Always! And so that's where I'm like, thanks guys.
[00:28:28] Dan DeLong: Yeah, I mean, [00:28:30] um. When I, when I worked at Intuit, it was typically the first call of the day I learned what changes took place because the first person would tell me, Oh, okay. Oh, that changed. Okay, well, let's just,
[00:28:44] Rachel Dauchy: Or there's, or, or I'm like, Oh man, they just changed this.
And it looks like I'm making some excuse. Right? Like that's, I don't love
[00:28:53] Dan DeLong: that. Yeah. So Jamie's asking this question about where's the, where's the audit trail? It's not in the bottom anymore. [00:29:00] It's in the actions, right? So you won't see that audit
[00:29:04] Rachel Dauchy: history. I said the same thing. You
[00:29:07] Dan DeLong: won't see the audit history on a brand new transaction because it's not been recorded yet.
Uh, so you. On a on a previously recorded transaction that will be there that and then down at the bottom. So we got the scheduling piece. Let's go. Uh, you have the print later. Uh, and then and then you can also schedule [00:29:30] automatic payment reminders. I forgot to turn off Jamie's question. Um, you have the automatic payment reminders, which if you don't know, it's turned on.
Um, You may want to make sure that, um, that you check this out, uh, because it will invoice them three days, you know, potentially three days before on the due date and three days after it's due. So if you don't have those, uh, if you don't have those turned on, it's not automatically going to send that, but, [00:30:00] um, it will, it will send those
[00:30:04] Rachel Dauchy: to them being off.
[00:30:07] Dan DeLong: I don't know what the default is because I've played around with it so many times. I, I don't know
[00:30:14] No One: what the default
[00:30:14] Dan DeLong: is, but, um, you may want to look at it, you know, especially the first time that you click on the update now, if, um, because you won't, you won't have a choice, right? Because this will ultimately be, uh, rolled out to everybody.
Even if you have the old. Uh, [00:30:30] old view. And then once you have a customer on there, you also have access to the customer reports of open invoices and all transactions for that customer. So it's a nice launching point, um, for, you know, an all in one place, which is, I think the intention of all of this, uh, is to, you know, put all of your invoicing.
Actions and things that would be customer related on one screen and use that as a, as a launch pad, you [00:31:00] know,
[00:31:00] No One: so I like that.
[00:31:02] Dan DeLong: So after all of that, uh, where, where do we sit now with your grading scale?
[00:31:10] Rachel Dauchy: I think we've come up to a solid A and the only reason I'll tell you why it's an A is because, um, the print is too small.
But other than that, other than that, I know, I'm like, I'm like an elderly lady, I can't see anything.
[00:31:29] Dan DeLong: Wait, you [00:31:30] mean you can't read
[00:31:30] Rachel Dauchy: that?
[00:31:33] Dan DeLong: What's wrong with you?
[00:31:34] Rachel Dauchy: But I don't mind it. And, and, and that's the thing is actually when I was, um, you know, it kept, you kind of were toggling back and forth between the old and the new before, I mean, not, yeah, before, and I, the, the newer one was fine.
I didn't really have a problem with the design. Um, but the first few things I noticed was like, Dang, this print is small, and where's all my things at the bottom? And that was my [00:32:00] original gripe with it. But, um, now I know they just moved them around. As long as They don't take that ability away.
[00:32:09] Dan DeLong: Let's, let's talk about some of the things that are, are not possible that were possible.
[00:32:14] No One: Yeah.
[00:32:15] Dan DeLong: Right. So, um, price rules, if you didn't know they even existed, it's not a huge thing. But if you were using price rules, they aren't available on this new experience. Doesn't mean they will. [00:32:30] Always never be available. It just means that today as of May 15th, uh, 2024 at 1 35 Eastern time, it's not available, right?
Um, other features that are missing the reference links, displaying match transactions, like the old experience had the, you know, connected transaction of, you know, This has been, there's too many estimate that two estimates or two payments, [00:33:00] uh, the, that kind of, um, history that is, isn't currently there. If it was matched to an online banking transaction, that link, that reference link isn't, isn't there.
We'll talk about price rules because I did come up with a workaround, uh, adding previous attachments. I'm not sure what that means. Um, as, as far as attachments, you can. You know, attach things, um, and the attachments will be there. So I don't know if, if they were [00:33:30] previously attached, if they come along for the ride, what, what, what exactly that means.
Anything if you
[00:33:34] Rachel Dauchy: copy the invoice? Or you know how sometimes, um, you know how sometimes you, you change an invoice or something and it'll ask, do you, do you want, like, if you change it, you'll lose your attachment or something. Wasn't there some kind of alert like that? Yeah, that's not gonna be there. I don't [00:34:00] use, I don't use
[00:34:01] Dan DeLong: enough attachments to, to, to really understand what it is that they're, they're, they're doing there or what, what, what is gained or lost.
The attachments I'm sure are still in the attachment list. Uh, and you can, you may have to reattach. You know, if, if something gets, it's lost there, which, which of course is wasting valuable seconds, uh, you know, of your day to be able to do that. Um, and, and it is a nuisance for sure. Uh, billable [00:34:30] mileage tracking.
Uh, so if you're using the mileage tracker and you're billing it back to the customer, the, the mileage tracking doesn't show up on the. sidebar that shows up. Uh, but this other big one here is copying estimates to purchase orders. Um, that functionality is if again, if you were using it, uh, it was It was definitely, uh, a nice option.
I haven't gone into too much detail to see if you just [00:35:00] start a purchase order and estimates show up on the sidebar like they used to, or if that is even an option.
[00:35:08] Rachel Dauchy: Would it not be in the perch and the bill section? Why would this, that be associated with an invoice?
[00:35:15] Dan DeLong: If you're, if you're creating an estimate and you're purchasing it directly, if you're, if you're making the order specific for the customer, uh, you, you could in the, in prior as you know, prior
[00:35:28] No One: experience,
[00:35:28] Dan DeLong: you could, you could [00:35:30] copy the entire estimate to, uh, items to
[00:35:35] No One: a purchase
[00:35:35] Dan DeLong: order, which makes it a pain.
Uh, so now after, after the workshop, I'm going to, I'm going to play around with seeing it from the purchase order side of things, see if that, that works or not, because I want to get back to. This price rules thing. Uh, so here, I should be in the right company. Without saving. [00:36:00] I should have shown it first.
Let's go back to an invoice. Brand new.
Put a customer in here. Alright. Then I go and add this. Where did it go? My rate is here. I only have one option. Um, I have [00:36:30] set up a price rule for that particular item. So I'll just show that to you here. Price rules. I set it up so that it's just this one item, right? So it's a, it's a 10 percent discount. I can take a look at it.
It is just, it's for all customers. Um, Oh, actually it's for a variety of, of items. Uh, but all that gives them a, a 10 percent or Yeah, 10 [00:37:00] percent discount, which this is more, no, that's right. Um, 10 percent discount on sales price, uh, for all clients, uh, all inventory items, right? So, when I add this item onto an invoice, I don't see that, that option.
So, the way to get around this, is if you are using price rules, You can use an [00:37:30] ununknown feature because I know nobody, nobody knew about this, uh, when I was working with them, it's like this delayed charge and delayed credit, uh, they still are in the old format. So if I wanted to, uh, use,
[00:37:46] Rachel Dauchy: I'd never even use this,
[00:37:48] Dan DeLong: right, exactly.
You are not alone in, in this, in this process. So what, uh, what a delayed charge in a delayed credit is, is there non posting transactions, [00:38:00] uh, that, that. Look like that feed into, uh, invoices or, or credits, right?
[00:38:07] Rachel Dauchy: So,
[00:38:08] Dan DeLong: so, um, so you can set up these, uh, delayed charges ahead of time. Right. And then just, I'm going to put a bunch of them in here.
They still have the dropdown here for the price rules, right? So I can choose, like, And, and what this is, is it's choosing the, the 10 percent discount price, right? So I'm [00:38:30] going to save this. That was one, two, three schedules,
[00:38:33] Rachel Dauchy: man. Damn. You are good
[00:38:36] Dan DeLong: where there is a will, there's a workaround.
[00:38:40] Rachel Dauchy: Yeah, that's really cool.
[00:38:41] Dan DeLong: Now I'm going to go into the invoice. I'm going to choose one, two, three schedules. And lo and behold, here's that delayed charge that I could just add to the invoice. And now those, now those items are there with the right price. So that is one way to get around [00:39:00] this, you know, uh, because the challenge is you can't use price rules at all, right on an invoice.
You, you, you would have to go through and modify the price. You know, all, all the time, or use a discount line item or, you know, global discount, um, you know, various other things, but you're probably never exactly as precise as the work you've already done to set up your price rule. [00:39:30] So using it to lead.
[00:39:31] Rachel Dauchy: I feel like it.
[00:39:33] Dan DeLong: I'm sure it'll be back.
[00:39:35] Rachel Dauchy: Yeah, I'm sure it feels like maybe something when they engineered this new format, maybe it just didn't work right with it. Maybe they're still working on it and we'll see it.
[00:39:47] Dan DeLong: Yeah, it's, um, it's usually one of those things that, well, uh, you know, this is because the way, the way it was best described to me, uh, when talking about, you know, the.[00:40:00]
The coating of all of this is imagine a ball of rubber bands. Right? And that's, that's the QuickBooks online code, right? Or any, any software is a ball, you know, the code is a ball of rubber bands and they all have, uh, and they work the way they work today as that, as that ball of rubber bands. Now, if there's a, uh, a defect, a breakage, [00:40:30] And it's on the inside of the rubber band.
They got to pull back every rubber band and, and fix the, the underlying source and put all the rubber bands back in the exact same way.
[00:40:43] Rachel Dauchy: You sound like you're describing a cleanup that I'm working on. I wish people could understand that definition of what is going on in a very complex cleanup.
[00:40:57] Dan DeLong: Um, so the, you know, it's this Humpty Dumpty, right?
You [00:41:00] know, it's, it's, uh, had a great fall and, you know, trying to put it all back together again in the exact same method. Sometimes those rubber bands don't get Aligned. Maybe we've got a different thickness, uh, when you try to put things back together of the, of the different rubber bands. And, you know, this is, this is one of the outcomes of, of that sort of thing.
It's like, okay, well, we're not going to be able to use price rules. With all of this stuff, with all the rubber bands that we put back [00:41:30] together. Right. And then it's going to be another project to figure out, okay, what exactly did we do wrong here? Um, and it's, and it's far easier sometimes to just turn off a feature than try to, you know, cause there, cause there could be, you know, Unintended consequences of the feature being in there, right?
[00:41:52] Rachel Dauchy: You could exactly but I was going to say more like If I am like putting [00:42:00] an ikea piece of furniture together and then there's a whole pile of screws And my husband's like the
[00:42:07] No One: extra part come
[00:42:08] Rachel Dauchy: yeah, my husband's like I don't think it's supposed to be like And i'm like, don't worry. It's fine Fine.
[00:42:14] Dan DeLong: That, that's where you get, uh, the spouse to sit on the chair first.
[00:42:21] Rachel Dauchy: Now they just, now I don't put things together.
[00:42:24] Dan DeLong: Yeah, exactly. So, um, [00:42:30] exactly. So we have, you know, this, this whole thing of, okay, well, we just had to remove some rubber bands, uh, so that, you know, we, we get the, the, the, the initiatives that, that, that we want to see happen and the foundation is there and we'll add those things, uh, back on.
Right. So, uh, the, The thing in the, um, in the mobile app, right? There's a couple of things in there. Like you can't support multi currency, uh, on this in the [00:43:00] mobile app, but you can on the web. So, uh, you know, so these are some of those things that, you know, we need to provide feedback, uh, constantly in the, you know, in the, um, upper right here, we have this whole control scroll.
There we go. The feedback button, which actually does go somewhere, but. You know, QuickBooks has millions of users, and if everyone's putting in feedback about this, [00:43:30] um, I think the best way I could describe it is that it's not a griping place, right? It's not a place to gripe. It is a place to put in actionable feedback, right?
Um, uh, one of the guys I, uh, data analysts I used to work with, he says, In God we trust, all others bring actionable data.
[00:43:54] Rachel Dauchy: Right. Well, you never know, I mean, it might be something that they hadn't thought of. Exactly. [00:44:00] And, you know, I'm sure they probably, um, You know, haven't thought of everything. And so I'm sure from time to time, there is something that somebody suggests in feedback that they're like, Oh yeah,
[00:44:12] Dan DeLong: yeah.
I mean, but this is just not the place to put in. This sucks. And that's your feedback because that does, that's not actionable. Like, well, what would make it? Exactly. [00:44:30] So, you know, what would make it suck less is, is what they're looking for and give them, you know, steps to duplicate if you can like here on this screen or provide screenshots or things of that nature so that if it's duplicatable, it's fixable.
And that's, that's what they would need. Hey, Matthew. Good to see you. And we're just about done.
[00:44:53] Rachel Dauchy: Yeah, Matthew.
[00:44:57] Dan DeLong: Uh, so that, uh, let me just make sure I covered [00:45:00] everything we did. Uh, yeah. Feedback. Um, so Matthew, we
[00:45:04] Rachel Dauchy: will have to show you this cool workaround that Dan described with price rules because it is very cool.
It's
[00:45:14] Dan DeLong: extra, it's extra seconds, uh, but it is, uh, it is definitely, um, a, a viable option, um, and some extra steps. So watch, we'll watch the recording. We'll re, uh, purpose just that portion, because I think as [00:45:30] this is, this is something that people who are using price rules need to know, uh, that, you know, that, It's way less time than going through every line item and changing the price.
[00:45:43] Rachel Dauchy: Yeah, definitely. Love language. It's really cool. Oh, and by the way, I originally assigned a grade of D minus. To the new invoice layout, but with all of Dan's demoing and explaining, I have now raised my [00:46:00] grade to an A
[00:46:02] Dan DeLong: All right. Well, that's, that's, that's passing. Yeah. And, and, uh,
[00:46:06] Rachel Dauchy: A is still a 4.
[00:46:08] Dan DeLong: 0 in, uh, you know, on your transcripts.
[00:46:12] Rachel Dauchy: Yeah. Um, no, an A isn't. Unfortunately, um, nope. Um, but what I was gonna say is, I chose my age
[00:46:23] Dan DeLong: now.
[00:46:25] Rachel Dauchy: I thought, well, I'm dealing with transcripts right now, but that's why I don't [00:46:30] accept an A minus because I'm really anal retentive. But, um, now, I was gonna say that I thought they took away This will be available in the recording, and, um, Dan had mentioned that, you know, you can, you know, certain things that, that changed, and there are some things that they did take away that are relevant, and you can see that in the recording, but the fact that they really only moved the things that I thought they took away [00:47:00] made my grade go up to an A now it's an A but still, I still don't like that it's got, Small print.
It's, I can't see it. And wait, what was the other reason?
[00:47:12] Dan DeLong: I don't know. I have to watch the video to get your I forgot the
[00:47:16] Rachel Dauchy: other reason that I was still, that I gave it an A minus. I took off some points. Um, for, I think it was because it's got small print and, um, Oh, and the fact that they moved the, the, the, um, [00:47:30] transaction journal and things like that.
That caused me confusion. So knocked off a couple of grades for that too.
[00:47:36] Dan DeLong: Yes. Well, those people who use QuickBooks on a daily basis on a regular basis, uh, love change,
everybody moves the cheese.
[00:47:53] No One: And as Matthew is
[00:47:54] Dan DeLong: saying, it is jacking up the default, uh, default templates. Yes. [00:48:00] So, um, so that's, that's kind of an overview of that. We will put this on the, on the blog article as well. Um, and repurpose, uh, some of these, uh, some of these demos for, for later use. Uh, we appreciate you joining us tomorrow, not tomorrow, next week.
We're not having the workshop next week. Uh, we are, we're having the next, next week we're having, uh, and we're going to be starting to talk about, uh, PayPal and Square and, and all of those funky app connections. Uh, see how, see how [00:48:30] excited, uh, you need help.
[00:48:34] Rachel Dauchy: I love that. You have that kind of reaction. Jamie does too.
[00:48:39] Dan DeLong: Well, we will see you next week on the workshop. We appreciate you joining us today. Have a great week, everyone.
