Mileage Tracking in QuickBooks Online

Mileage Tracking in QuickBooks Online

UPDATES CAN BE FOUND AT THE BOTTOM OF THIS ARTICLE and you can listen to the QBOShow.com interview with Intuit’s Chantal Evett here: Mileage Tracking in QBO

Yes, you read that correctly: we have milage tracking in QuickBooks Online.

It’s a feature that has been available in QuickBooks Self Employed for a while, and is now here in QBO.

Before I dig in, at the time of this writing (Sep 3, 2019), I did NOT see mileage tracking available in the QBO mobile app, and all of the below is speaking to how the feature works as of the time of writing.

Let’s do it! How do I start using mileage tracking in QuickBooks Online?

First, you have to make sure that you’re logged in as the Master Admin. I was logged as the Accountant User and noticed this when I accessed one of the demo accounts for Intuit training:

mileage 01a

Basically, as the Accountant user, I can SEE that there is mileage tracking, but I just can’t DO anything with it… for now. As with any new feature in QBO, mileage tracking in QuickBooks Online will most likely evolve. Hopefully we can have multiple QBO users entering miles, like Receipt Capture – and Accountant Users will get have the ability to add/edit.

Since it’s one of my demo accounts, I login is as Master Admin and start using the Mileage tracking. The first screen I see is this, so I click on the green action button that says “Add Trip”:

mileage 01

I’m taken to this screen. Where do I start?? For me, the drop down next to “Add Trip” means that there’s more than meets the eye, so let’s start there.

mileage 04

When I click that drop down, I’m given the option to add a vehicle to use with mileage tracking in QuickBooks Online. (This pleases me, because I dearly love my truck!

Screen Shot 2019 09 03 at 9.14.32 PM

I enter my vehicle info, all the while, lamenting the fact that I’m not asked to upload a picture of it:

mileage 03

For the record… here’s a picture of my truck:

f150

Okay, back to mileage tracking in QuickBooks Online.

A couple of comments about adding a vehicle:
1. You don’t HAVE to add a vehicle before you start adding trips.

2. When you do add a vehicle, you’re given the option of tracking miles using odometer start/end for the year

3. When choosing “by entering total miles” the miles you enter for the TOTAL MILES per year is NOT added to the miles entered when adding trips, which I’m hoping will change. Remember, this is BRAND NEW as I’m writing this. My expectation was that I would enter the date I started using the vehicle, and that entering total miles would be the option for adding historical business miles… but that didn’t seem to be the case.

I’ve got the vehicle added, so now I want to start adding trips.

I know I’ve mentioned this already, but this is a brand new feature and functionality may change. At this point, I have the ability to add a starting address and and ending address, but i’m still required to manually enter the miles between them:

Screen Shot 2019 09 03 at 9.33.37 PM

 

Once you’ve saved trips, with mileage tracking in QuickBooks Online, you’re given the current IRS mileage rate, how many miles you’ve tracked and your current mileage deduction:

Screen Shot 2019 09 03 at 9.42.52 PM

UPDATE 9/4/2019:

The QuickBooks Mobile app was updated to include this new feature so that you can auto track mileage:

Click on Mileage in the left nav:

Then you need to turn on auto tracking, or click the + icon and manually enter:

Click “Check mileage settings” and make sure you’re all set:

Just make sure you have everything all set:

You can even set favorite locations:

 

UPDATE 9/12/19:
Since I turned on tracking in the mobile app, QBO Mileage knows when I’m driving! You can see it’s been tracking me – check out this screen shot from computer access (note: you can also see this on the mobile app)

 

From here, I can just use mileage tracking in QuickBooks Online if a trip was business or personal and the purpose, and click save:

 

Note about this: regardless of whether a trip is marked personal or business, the TOTAL MILES DRIVEN won’t change. That only changes if you delete or add a trip. However, the MILEAGE DEDUCTION will be adjusted if you mark a trip as business.

UPDATE 10/3/2019: Mobile apps now let you designate favorite locations!

 

I’m looking forward to seeing this feature evolve, so bookmark this site and I’ll update as this change!

Receipt Capture in QuickBooks Online

Receipt Capture in QuickBooks Online

Released in June 2019, Receipt Capture in QuickBooks Online allows users to directly upload receipts to the QuickBooks online banking center where QBO will read the receipt and either match to an existing transaction or allow users to add a new transaction.

There are two ways to add receipts: drag/drop to the Receipts center or email to a special Receipt Capture email.

The first thing we want to do is add senders, otherwise the only people that will be able to email are the Master Admin and of the QBO account and Accountant Firm users. We’ll need to go to Banking > Receipts > Manage senders.

 

Screen Shot 2019 06 13 at 12.49.19 PM

 

For first use, you’ll be asked to register your email for Receipt Capture in QuickBooks Online. Because I was logged in as the Accountant Firm user, that email address became connected this client QBO account. It is possible to connect to multiple clients; in order to send to a different client, you need to toggle your Accountant user name to off in the active client account, switch to the another client QBO account, then toggle your Accountant user on, then send the email.

In the screenshot below, you see the Master Admin of the QBO account and myself, the Accountant User. To add additional users, just click the “Add new sender” link as needed, choose from the list of current QBO users (Note: At the time of this writing, only current QBO users with at least vendor only access may be added as sender) then “Done” when you’re all set:

 

Screen Shot 2019 06 13 at 12.55.59 PM

 

Before we start adding receipts, let’s take a look at the Receipts center. If you’re familiar with the QBO bank feeds, you’ll feel right at home. We have a “For review” tab and a “Reviewed” tab. Here we have two receipts that have already been uploaded and added. We can click on the “Expense” link in the Linked Record column, or if necessary, we can choose “Undo add” in the Action column:

 

Screen Shot 2019 06 13 at 12.59.22 PM

 

Clicking on the first receipt in the above screenshot, we can see the receipt attached:

 

Screen Shot 2019 06 13 at 1.03.06 PM

 

I want to show you a few things: both ways to add a receipt, as well as how you either manually add an expense and how cool it is when QBO Receipt Capture matches an existing transaction.

We’ll start by emailing a receipt and manually. You can see here that it shows up in the Receipts center immediately, but it does take a few minutes for QBO to read it:

 

email

 

While it’s processing, you can hover your mouse over it for a preview:

 

Screen Shot 2019 06 13 at 1.42.01 PM

 

Once this was processed, I was able to quickly add the expense to QBO:

Again, here’s the expense transaction, showing the receipt attached to it:

 

Screen Shot 2019 06 13 at 3.29.31 PM

 

Now, let’s do the drag/drop to match a transaction that I added specifically to for this fake receipt I created just to write this article!

 

drag and match

 

Here you can see it in the Reviewed tab in the Receipts center:

 

Screen Shot 2019 06 13 at 7.52.11 PM

 

And here’s the original expense, with the receipt attached:

 

Screen Shot 2019 06 13 at 7.53.32 PM

 

Don’t forget – you can even use Receipt Capture in QuickBooks Online with the mobile apps as well:

 

Screen Shot 2019 06 13 at 8.09.56 PM

 

You can check out the QBOShow interview about Receipt Capture in QuickBooks Online with Intuit Product Manager Rebecca Gilbert for more information.

 

 

 

Set up recurring reminder emails in Gmail

Set up recurring reminder emails in Gmail

My last post was about setting up an auto reply to email inquiries, and I thought I would share another tip on how we use Gmail and some cool add ons: setting up recurring reminder emails. I’ll be using Boomerang for Gmail – one of my favorite gmail/chrome extensions – to set up recurring reminder emails.

The use case here is that Kildal Services has a few payroll clients that have employees that get a quarterly commission payout, and we want to remind our clients to send us those totals. (For the record, the body of the email and the dates I use here are just to illustrate this task; they don’t necessarily represent the actual commission payroll cycle our clients use.)

Create a group for your reminder emails in Gmail

The first thing I want to do is head over to my Gmail Contacts to create a label and add it to the clients that will need to get this recurring reminder:

 

contact label

 

Now that I have the clients categorized in my contacts, it will be much easier to add them to the reminder email. I’m going to send this TO MYSELF, and BCC the client group in my contacts.

Creating your reminder email in Gmail

After I create the email, I want to click the Send Later button that Boomerang adds, click Schedule Recurring Message, and edit the start date and time, how often I want it to repeat (monthly, every 3 months), and if I want an end date (for now, no end date, because I’m expecting to have these clients forever ☺)

Once I have all of that set, I’ll click that red Schedule button, and now every three months, this email will go out. Because I’m sending to myself and bcc’ing the clients, no one will forget!

 

If I ever need to edit this, I can click on the Boomerang icon in Gmail to manage any recurring messages:

 

Screen Shot 2019 04 14 at 3.13.56 PM

 

There you go! Easy method for setting up reminder emails in Gmail!

QuickBooks Online Job Costing & Progress Invoicing Workaround

QuickBooks Online Job Costing & Progress Invoicing Workaround

With the new ability to receive partial purchase orders in QuickBooks Online, I thought it was a great time to update my instructions for QuickBooks Online Job Costing & Progress Invoicing workaround. Included in this is how to get budgets vs actuals

Here’s the link, feel free to share: QuickBooks Online Job Costing & Progress Invoicing

Below is a screen shot from QuickBooks Online Job Costing & Progress Invoicing PDF:

Job Costing in QuickBooks Online & Progress Invoicing

Job Costing in QuickBooks Online & Progress Invoicing

 

 

Receive Partial Purchase Orders in QuickBooks Online

Receive Partial Purchase Orders in QuickBooks Online

That’s right, it’s arrived: the ability to receive partial purchase orders in QuickBooks Online. And you won’t need a work around.

After years of having to use a work around to receive partial purchase orders in QuickBooks Online, we finally have it, and it’s really easy to use. There’s no setup, no preferences to set. As long as you have QuickBooks Online Plus and have purchase orders turned on, you can receive partial purchase orders in QuickBooks Online. YAY!

Gear Icon > Account & Settings > Expenses > Use Purchase Orders

Here’s how to receive partial purchase orders in QuickBooks Online.

 

You’ll need to start by creating a Purchase Order.

Create a Purchase Order

Quick Create (aka Spinny Plus) > Purchase Order

 

Now, let’s do some receiving. Here we are entering a direct expense.

Quick Create (aka Spinny Plus) > Expense > Choose Vendor > Add PO from Drawer > Edit Qty

 

Because didn’t enter a quantity of 10 – we edited to receive only 2 –  the original Purchase Order now reflects this.

Quantity Received shows 2 of 10

 

We can receive partial purchase orders in QuickBooks Online using checks:

Quick Create (aka Spinny Plus) > Check > Choose Vendor > Add PO from Drawer > Edit Qty

 

Each time we enter a purchase transactions and choose the appropriate purchase order from the drawer from which we add items, the original purchase order is updated in the quantity received column:

Open Purchase Order v2

Quantity Received shows 5 of 10

 

We can receive partial purchase orders in QuickBooks Online using Vendor Bills as well.

Receive Partial Purchase Order in QuickBooks Online - Vendor Bill

Quick Create (aka Spinny Plus) > Bill > Choose Vendor > Add PO from Drawer 

 

Note the amount of the purchase order in the drawer, after we receive partial purchase orders in QuickBooks Online.

Balance of PO in Drawer

The drawer shows original PO amount and balance remaining

 

 

And once we receive partial purchase orders in QuickBooks Online to reflect the total quantity, QBO will close the PO for us, and we get direct links to the expense transaction with which we were able to receive partial purchase orders in QuickBooks Online!

Closed Purchase Order

Quantity Received shows 10 of 10, status is closed and we have links to all of the related expense transactions

 

As far as I’m concerned, this is one of the biggest updates in QBO that we’ve seen in while. Can’t wait to see what’s coming up!

 

Invoice with Google Calendar App

Invoice with Google Calendar App

Intuit recently revamped their Invoice with Google Calendar app, so as a long time Google Calendar user, I had to write an article to show how easy it is to set up and use.

Here is your step by step on how to connect the app, then start adding line items to your invoices from Google Calendar.

1. Login to the QBO account to which you’ll be adding the app – MAKE SURE YOU ARE LOGGED IN AS MASTER ADMIN BEFORE ADDING THIS APP

2. Find Invoice with Google Calendar in apps.com. To save you time, here’s the link: https://stacyk.site/InvoiceWithGCalApp

3. Click “GET APP NOW” button:

Invoice with Google Calendar GET APP NOW

 

4. If prompted (you may be Master Admin on more than one QBO subscription) select the QBO you to which you want to connect:

Invoice with Google Calendar - Choose QBO Sub

 

5. Click the “Authorize”  button:

Invoice with Google Calendar - Authorize App

 

6. Invoice with Google Calendar will then ask you to what Google account you’d like to use (the app only allows you to connect one Google Calendar account at a time):

Invoice with Google Calendar - Login to Google account

 

7. Tell Google that Invoice with Google Calendar has permission to access information:

Invoice with Google Calendar - Allow Access

 

8. Now you’re ready for setup!

Invoice with Google Calendar - Get Started

 

9. You’ll be asked to choose an item from the Product/Services List from your QBO account. For this, I choose a generic services item. One cool thing is that after you select events using Invoice with Google Calendar, you’ll be able to change the item, but the description and time that were imported will not change.

Invoice with Google Calendar - Choose Product/Service

 

10. You’re almost done! Just click the “Connect” button to complete setup:Invoice with Google Calendar - Connect to QBO

 

11. Invoice with Google Calendar will now ask you to go back into QBO:
Invoice with Google Calendar - Return to QBO

 

12. Invoice with Google Calendar will take you directly to the create invoice page in QBO and give you a little hint on how to add events:

Invoice with Google Calendar - Invoice Guide

 

13. Once you close out the tip, your invoice form will look like this – you’ll click on the Google Calendar icon to add events as line items:

Invoice with Google Calendar - GCal Icon

 

14. After you click the icon, a drawer will open. You’ll see the calendar events connected to the Google account you assigned to the Invoice with Google Calendar. This means that if anyone has shared their calendar with the Google account you’ve connected, you’ll be able to add events from that shared calendar – handy when you’re using GSuite and need to invoice for a team member’s event.

Invoice with Google Calendar - Choose Calendar

15. Now you can start adding events!

 

15. Last thing, and this is just a best practice/pro tip. Once you have the invoice created in QBO, you can copy the URL for the invoice, and then paste it into the description of the calendar event. This way, you can always verify that the client/customer has been invoiced for the appointment, and as long as you’re logged into QBO, you can copy/paste that link into a new tab. (Also, or instead of adding the URL: You can also save the invoice as a PDF, then attach to the event in Google Calendar).

 

Before you leave, I just want to mention a few things about the app.

  1. You cannot add events to line items on Sales Receipts – only invoices.
  2. You also cannot restrict user access to this; any user that can create Invoices can add calendar events.
  3. Calendar events can be added more than once – so you may want to edit the title of the event to include **Invoiced** at the beginning, so that is easily visible when choosing events.
  4. This app does not work with the QBO Mobile apps, but I did test it with Chrome on my ipad and it worked BEAUTIFULLY.
  5. It’s FREE!

Don’t forget to check out some of the other QBO How-To articles on StacyK.net!

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