Looking for an easier way to manage accounts receivables? Then you need to check out InvoiceSherpa.com. This app first hit my radar a few years ago, when I met the founder, Shaun Clark, at the California Accounting Show. Hands down, I think InvoiceSherpa.com is the easiest way to manage accounts receivables, and I’ll give you 4 examples.
One great feature that I want to point out is the Customer Portal. This is a way for your customers to “view, pay and ask questions about all of their invoices”. One question I get often about QBO is whether customers are able to pay more than one invoice using the QBO Invoice Portal… and the answer is no. InvoiceSherpa.com’s Customer Portal DOES allow for this!
InvoiceSherpa.com’s customer portal
Here are 4 examples of industries that could benefit from using InvoiceSherpa.com to manage accounts receivables.
Consultant – We have a number of clients that do various types of consulting work, and the one thing they all have in common is having to chase down their money. Here’s how they’re using InvoiceSherpa.com to manage accounts receivables.
Before the invoice is due, you can let the client know they have an invoice, as well as schedule reminders a few days before it’s due (using email and/or text). You can also send them an automated thank you when they pay!
Use InvoiceSherpa.com to automate how invoices are sent and reminding your customers about upcoming due dates
With reminders, you can ALSO gently nudge them (as many times as they need it) if their invoice(s) becomes past due, and even schedule reminder phone calls!
Schedule email or text reminders to clients or internal team members, and schedule reminder phone calls too!
InvoiceSherpa.com makes it easy to manage accounts receivables.
Property Management – Automate late fees. As a former landlord, I could set up recurring sales receipts to charge their debit/credit card or draft their bank account, if my tenants agreed to that. If they didn’t, I could still have their invoice automatically sent. What I couldn’t do, however, was automate any late fees once they 10th of the month rolled around. When using InvoiceSherpa.com to manage accounts receivables, late fees are a snap!
The late fees are calculated based on your criteria (you can have multiple late fees, based on percentage or flat fee), and they’re added to the corresponding invoice:
InvoiceSherpa.com adds late fees to the appropriate invoice in QBO
Home Appraiser – I love the customer portal for this industry; whomever has ordered the appraiser (often an appraisal management company) has one central site in which to login, view and pay all of an appraiser’s invoices.
Customers get an invite, and have one central location to view & pay all of their invoices
Medical Provider – We have a couple of medical provider clients at Kildal Services that don’t accept insurance – they’re cash only, and they often get asked by patients for payment plans. While you can do it in QBO with recurring transactions, it’s SO MUCH EASIER with InvoiceSherpa.com.
InvoiceSherpa.com helps you manage accounts receivables with easy to create payment plans
So there you have it – 4 great reasons to use InvoiceSherpa.com to manage accounts receivables. To learn more, you can check out the QBOShow.com interview with founder, Shaun Clark here. Better yet, just go to apps.com and give it a try – free for 30 days!
This is part 3 of 3 in a series by Woody Adams. You can find Part 1 here and Part 2 here.
“QuickBooks Desktop looks old”… Let me end this series with a story that happened to me recently. I set aside 30 minutes to help a sales agent on our team overcome the Open Windows objection, as she sells the current 5 for $25 deal to accountant firms. You know, where you can get 5 QuickBooks Online Plus subs in your QuickBooks Online under wholesale billing for $5 each? Killer deal…Let’s call her “Camille”. Camille recently joined Intuit right out of college, a young millennial, a bright and shining example of the type of person you are wanting to hire or take on as a client.
She wanted to know more about what an accountant means when they complain about QuickBooks Online and how QuickBooks Desktop is so much easier to work in from a workflow standpoint, because of the Open Window list. I showed her in my QBA 2017, opened up a few reports, the register, a check etc, and the Open Windows list. Immediately she realized a benefit of this ole desktop approach. It was quite eye opening to her and she admitted easily that it did look easier in terms of UI, workflow, toggling quickly between windows. I showed her some browser tips in QuickBooks Online, and we both agreed it is not the same thing. Even the multiple tabs felt chunky and took time to get setup etc…Camille could understand the argument. It is not a winnable debate from the QuickBooks Online workaround viewpoint. Then I told her it didn’t matter and was not a battle worth winning…Her gut reaction to my take confirmed the Why…
QuickBooks desktop looks old.
“Camille, what does QuickBooks Desktop look like to you?”
“Exactly. Anything else?”
“I do like the visual open windows and how easy it is to flip back and forth but I wouldn’t ever install such an old application. I mean, QuickBooks desktop looks old…”
I then tell Camille a story of a firm transferring files back and forth with their clients, never having the most current data, or even the correct data, hosting fees, all to support the ability to use the Open Windows feature.
“Oh, well, yeah, I am never using QuickBooks Desktop, I mean it is just really old.”
Quickbooks desktop looks… old
Now I am paraphrasing “Camille’s” thoughts as we sat together at my desk that day, looking at QuickBooks Desktop, then doing the similar work in QuickBooks Online, and even launching the QuickBooks Online Windows app, which she admitted would bridge the gap for someone really struggling with moving to QuickBooks Online. It was some of the better 30 minutes I have spent in my 12 years at Intuit. Why?
“Camille” to me represents consumer progress, the younger generation that will soon take over the market, whether that market be firm employees or firm clients. You cannot take QuickBooks Desktop to them as a viable option, particularly if the client is going to be in the books. You are going to want to be in there with them, collaborating with them in real time, and they are not going to want to send you any file or version of their file. They will want you to login beside them. They will want you to teach them how to automate data entry, how to quickly get to critical data and have you advise them on it. Daily, in the moment. If you are willing to sacrifice all that progress for Open Windows, who are you really solving for? And the said in school I could never end anything with a rhetorical question. Ha!
This is a guest post, authored by friend and QBOShow.com co-host, Woody Adams.
A recent conversation in my Facebook group was all about how to attach bank and credit card statements in QuickBooks Online. I thought it would be a great to show the two methods of doing this.
Using zero dollar transactions to attach bank and credit card statements in QuickBooks Online
The first way to attach bank and credit card statements in QuickBooks Online is a bit more “old school” method, and my preferred way of doing this, because you can create custom reports that make it easy for users to find statements for any account in one place.
Similar to my method of attaching sales tax & payment tax returns and payment confirmations, this method also uses the zero dollar transaction.
First, create a new vendor that corresponds to the account: in this case, we’ll add “Amex 30018 Statements” to our vendor list:
Vendor Center > New Vendor
Next, you’ll navigate to the Amex register and create a transaction that posts to/from the Amex account, and has the same ending date shown on the statement:
Quick Create > Expense
Do the same for all of the accounts that you’d like to attach bank and credit card statements in QuickBooks Online: PNC, Bank of America, even PayPal.
Now you can create a report that will list all transactions to which attach bank and credit card statements in QuickBooks Online. We’ll set the filter to just show transactions for the current year, and selected vendors:
Reports > All reports > Transaction List By Vendor > Customize
Sharing the report for other users makes it very easy for everyone to access the bank statements. They simply open the report (or bookmark it for easy access) and click on each transaction to find the statement attached.
Using the vendor detail page to attach bank and credit card statements in QuickBooks Online.
The second method is much more simple, but doesn’t allow for the ability to see all statements in one list or report.
As in the first method, you create a new vendor.
Next, you simply navigate to the vendor detail page, click on the attachments tab, and drag and drop the statement.
Vendor List > Edit Vendor
Either way works, you just need to decide what method works for user needs, when you attach bank and credit card statements in QuickBooks Online.
Hope this little how-to was helpful!
This is part 2 of 3 in a series by Woody Adams. You can find Part 1 here.
As an Intuit product specialist for the Accountant segment, I get to spend time supporting sales agents and account managers as they work with their customers (accounting firms) and their clients. For the most part, most firms are opening the door and shifting their client base from a desktop platform like QuickBooks Pro to QuickBooks Online Plus. There are some reasons that are perfectly valid to ignore the knocking on the front door. Maybe it is not a good fit for yet, due to finances, consistent internet activity, fear of change, lack of perceived urgency to adopt latest technology, feature set, etc. There are many reasons like this that I totally understand; concerns with which I can empathize.
However, there is one push back from firms adopting QuickBooks Online: it doesn’t have the open windows list like in QuickBooks Desktop. Well, there is a QuickBooks Online utility app you can download on windows or mac machines that renders QuickBooks Online more relatable to long time desktop QB users. And we have the browser tips oft discussed in webinars and trainings to show accountants that they can indeed have a P&L, a Balance Sheet, and other forms or windows open in multiple tabs. It works well, but is not the same thing as the good ole QuickBooks Desktop Open Windows list.
These things aren’t going anywhere
Open Windows list isn’t QuickBooks Online. That’s a desktop thing.
Instead of the open windows list, we can use browser tabs. And move them around, on any monitor.
You can put these bad boys any place!
So I just do not fight that complaint anymore. I don’t put the gloves on and duke it out with some tips and tricks. I demo the QuickBooks Online Windows app, but would never actually use it myself. Why? I grew up on QuickBooks Desktop but also on QuickBooks Online, and when on QuickBooks Online, I am in a browser, mainly Chrome or Firefox.
I will Right click/Duplicate tabs when needed, move a tab to a 2nd monitor if I need a split view, or Tile the tabs vertically when on one screen. Like Stacy, to me, the point of using QuickBooks Online is so that I don’t have to install local apps. But even this does not matter. I am not using QuickBooks Online because of the open windows list. I am using it because QuickBooks Online offers me the best platform for the following WAY MORE CRITICAL business life stuff:
- No file transfer
- No QuickBooks Desktop versioning or installation of a desktop application
- No expensive IT structure
- Better real time collaboration with clients
- Automatic connection to bank and credit card feeds
- Automatic sync to apps that pull in feeds from other vendor sources with attachments, transactions auto created in QuickBooks Online.
- Auto-sending of reports
- Auto sending of transactions
- Auto-creation of invoices from unbilled activity
- Better collaboration within the firm
- Ability to hire better talent that will think desktop installed solutions unacceptable, unimaginable…
- One client list inside of QuickBooks Online
- New features and functionality in product without installing maintenance releases
- Access data from any device
- No re-entry of data after the day is done and I been out on road working with customers
- More time back to spend with family
I am sure there are more.
So I give you your victory regarding QuickBooks Desktop Open windows list. Congrats. Cling to it as long as you can. But how sustainable is your stance? How do you encourage an employee natively powered for the cloud to adopt your QuickBooks Desktop client collaboration process of transferring files back and forth? Or explain the benefit of using the accountant’s copy process? They will just think you are out of touch and apply to a firm down the street that is better adapted.
The desktop platform is not relatable to employees that are embracing technology. These demographic – regardless of their age – is fast becoming your clients and employee base. Is not being able to do a bank feed from an iPhone while on the road so much more viable than having an open windows list in one screen on a computer in an office? Your answer to that question is critical to your own sustainability as a sought after accounting practice. Are you in retirement mode or growth mode? Retirement = QuickBooks Desktop, Growth = QuickBooks Online…
Stay tuned for Part 3: It looks really old
This is a guest post, authored by friend and QBOShow.com co-host, Woody Adams.
“Let them win the QuickBooks Desktop open windows argument, mostly cause it doesn’t matter. Even they know that.”
-Clayton Adams III
Less and less do I hear this refrain, because I am somewhat removed from the phones; yet I know the argument still rages on in sales calls. “QuickBooks Desktop just is better at workflow…QuickBooks Online takes me 15 minutes longer to do the same task…I cannot have multiple windows open like I can in QuickBooks Desktop…Reporting sucks vs. QuickBooks Desktop”…and such. The last complaint is mostly in relation to open windows, “…like in QuickBooks Desktop”.
Core reporting is essentially the same between the two platforms, I mean the main 3 reports accountants run: namely the Balance Sheet, P&L and Trial Balance. I know there are a few gaps remaining in terms of extra header lines, footer on every report page, and date range formation flexibility, etc… but mostly, QuickBooks Online is on par with QuickBooks Desktop where it matters. Even feature set-wise, QuickBooks Online is practically a price-level away from QuickBooks Pro.
What really is the continuing negative noise about?
Tis more of a tired, dwindling tune…
Bank feeds in QuickBooks Online are superior to QuickBooks Desktop.
Bank rule function, direct connection, batch accept to register, batch modify, batch undo and delete – these are all online banking features that QuickBooks Desktop either does not have or does in a way that just cannot compare to QuickBooks Online feeds. Add to this the fact that with QuickBooks Online, it can all be done on mobile. Bank feeds in QuickBooks Online are superior to QuickBooks Desktop.
This is what the bank feed feature looks like in QuickBooks Desktop:
This is what the bank feed feature looks like in QuickBooks Online:
If automation of data entry is at the doorstep, then QuickBooks Desktop is a-slipping out through the back. Yet, there are many desktop champions still clinging to this old solution, and it is not because QuickBooks Premier supports sales orders. Heavy inventory and job costing requirements are seldom needed across a firm’s client base – at least not the firms with whom I’m talking to. If this were not the case, then why do so many of their clients use Pro?
Exactly… robust feature set is not the reason for the QuickBooks Online criticism or pushback on sales calls. These diehards just like the way the windows open in QuickBooks Desktop vs QuickBooks Online. It’s ok. It is cool how open windows work in QuickBooks Desktop. Genius. A genius whose impact and effectiveness is waning against a more important story: Automation of data entry and real time results. Who cares about open windows if you no longer need to enter data, or can set up the data to enter with minimal involvement? Uh, that question was rhetorical. Have I mentioned yet that bank feeds in QuickBooks Online are superior to QuickBooks Desktop?
Check out Part 2: Open Windows List
This is a guest post, authored by friend and QBOShow.com co-host, Woody Adams.
My friend and co-host of The QBO Show, Woody Adams and I have been working out the best way to manage post QuickBooks Desktop to QuickBooks Online Conversion Sales Tax Clean Up.
Yay for you! You’ve made the move from QuickBooks Desktop to QuickBooks Online. All of your reports match, but you’ve noticed some goofy stuff in your Chart of Accounts and Products and Services list, and it all relates to your Sales Tax.
Don’t fret, I’m here to give you the step by step instructions on doing a little bit of Sales Tax clean up in QuickBooks Online after you’ve converted your QuickBooks Desktop file. I mentioned this briefly in my post called StacyK’s Step by Step: QuickBooks Desktop to QuickBooks Online: “After conversion you’ll most likely see multiple sales tax payable accounts on the Chart of Accounts in QuickBooks Online. There will be one account in QuickBooks Online for each Sales Tax Payable account you had in desktop. In addition, QuickBooks Online, by default, will create a Sales Tax Agency Payable account for each sales tax jurisdiction the desktop file had. To clean this up, you’ll need to make the accounts that came from desktop inactive (delete them) and use the new accounts in QuickBooks Online to track sales tax – make sure you make the proper adjustments to zero out the balances in these accounts.”
First thing you’ll notice are some new accounts in your Chart of Accounts. If you’ve recently signed up for a new account, you’ll head to your left nav bar and hit Accounting – this is the most likely situation if you’ve just converted. (For an older QBO account, you’ll want to go to left nav bar and choose Transactions > Chart of Accounts):
There will be one account in QuickBooks Online for each Sales Tax Payable account you had in desktop. In addition, QuickBooks Online, by default, will create a Sales Tax Agency Payable account for each sales tax jurisdiction the desktop file had.
The thing is, you can’t delete/inactivate these accounts just yet. If you try this, you’ll get this message:
Well, FINE. I didn’t really want to anyway. I have other things to do!
Unlike QuickBooks Online, QuickBooks Desktop uses Sales Tax SERVICE ITEMS, and since these new accounts in QBO are connected to those services in our QuickBooks Online account. This means we have to take care of those before we can clean up the chart of Accounts.
Unlike QuickBooks Online, QuickBooks Desktop uses Sales Tax SERVICE ITEMS.
To delete/inactivate these items, you’ll click the Sales tab in your left nav bar, and then the Products and Services tab (for older QBO accounts, hit the Gear Icon then under Lists, choose Products and Services).
I think the easiest way to find the QuickBooks Desktop sales tax service items is to click the Type to sort the list, then scroll until you find the service items you need:
Here are all of our Sales Tax Items, and all we have to do is click the drop down next to Edit and choose Make Inactive for each one:
Now that we have those deleted/inactive, we can go clean up our Chart of Accounts, so let’s head back there.
I generally make the account that came in from QuickBooks Desktop inactive first, but make note of the account number, so that I can add numbers to the accounts that QuickBooks Online created.
Remember, in QuickBooks Online: DELETE = INACTIVE.
Remember, in QuickBooks Online: DELETE = INACTIVE.
Now let’s get rid of those sub accounts with the zero balance. To do this, we have to click the drop down next to Register and choose Edit:
Then we change it from a sub account to a parent account:
Now we make THAT one inactive:
Since I have two of these sub accounts, I’ll do all of this to the other one, but spare you the screen shots.
To clean things up just a bit more, I’ll edit the two Sales Tax Payable accounts that QuickBooks Online needs to track my two sales tax rates and add the account numbers. Now I have a nice clean Chart of Accounts:
The last thing I want to do is make sure that all this clean hasn’t affected my balances, so I need to pull a Balance Sheet in both QuickBooks Desktop (here, I’ve used QuickBooks for Mac) and QuickBooks Online. I want to set the report to Accrual basis and the date range to All:
If the numbers don’t match, please note #5 and especially #6 below, in Woody’s checklist of Post QuickBooks Desktop to QuickBooks Online ConversionSales Tax Clean Up:
- Go to products & services list and delete all unwanted service items that are really the sales tax items from QBD.
- Make all sub Sales Tax Payable accounts as parent accounts
- Delete the sales tax payable accounts
- Merge the sales tax agency accounts into the Sales Tax Agency Payable account, if needed
- Sales tax center may still be jacked up, so make an adjustment.
- Draw line in sand, move on, stop over-analyzing.
Bottom line, the process isn’t too difficult – once you know what to do. However, it can be pretty frustrating if you’ve never done it before, or don’t have someone with whom you can obsess over all of it via email and text, like Woody and I did recently.