Becoming a Firm Of The Future with Michelle Long: Part 2 of 4 - Streamline The Workflows


Welcome, everybody to the Firm of the Future with Michelle Long. This is Part 2 of Getting on the Cloud. We're going to talk about streamlining the workflow today. Again, my name is Michelle Long. I am a CPA and the owner of Long for Success located in Kansas City, Missouri. I'm thrilled to say I'm an international speaker for Intuit. I've had the privilege of talking to accountants and bookkeepers across the US and other countries to have them learn more about QuickBooks online. I'm also co-host of the QB Power Hour webinar series. I'd hope you join me for that and then the LinkedIn group has about 160,000 members now. It's a great resource when you have some questions about QuickBooks online or anything else. I'd encourage you to check that out and join us in the LinkedIn group or the Facebook group for QB Power Hour. I'm really glad to have you guys here today joining me.


This is a part of the Firm of the Future webinar series. On Monday, we talked about getting on the Cloud and where to start, learning about QuickBooks online, the different versions of QuickBooks online and how to convert from desktop to online. Now today, we're going to be talking about Part 2: Streamlining the Workflow. Things that can help you automate and streamline the process for you and your clients to do things faster and more efficiently in QuickBooks online. Plus, we'll talk about some of the third party apps that can help you with some of that as well. Then on December 30th, I hope you'll register. You have to register separately for each one of these webinars. I hope you'll register for the Become a Trusted Adviser webinar. On that one, we're going to be talking about things that will help you to add value to your client.


Today, you're going to see how these automation features really help you save tons of time when you're working with QuickBooks online. As we're saving lots of time, more and more accounting professionals are moving to value pricing. If you're billing hourly, you're going to be making less money. Accountants are moving to value pricing. We're going to talk about how to do that in Part 3 on December 30th. Again, you need to register for that one separately. Then Part 4, we're going to do that one in January on the 15th. We're going to talk about some of the social media outback and the Find a ProAdvisor website ways that you can get additional clients and do networking and use social media that help you get referrals and stuff. I hope you'll join me for these other webinars as well. I'm really glad to have you guys joining me today.


This webinar is eligible for one hour of CPE for each one of these live webinars. If you attend to all 4 live, you could earn up to 4 hours of CPE. During the webinar, I will provide you with a CPE keyword. I will say it 3 or 4 or 5 times and it'll be on the screen for about a minute, maybe two while I look at a couple of questions and try to answer those. You really need to be paying attention so you don't miss this CPE keyword. Then somewhere towards the end of the webinar, I will have a poll question. You don't type it in. Write it down and keep that CPE keyword handy for the poll and I'll ask you at that time to answer the poll question and enter the CPE keyword. Then your certificates will be emailed to you within about 3 weeks to the same email address that you used to register for this webinar. Keep a copy for your record.


This webinar today is scheduled for about an hour and a half. Ideally, I'm going to cover most of the material during the first hour, maybe a little over and then I'm going to allot the times for questions as well. I've got Woody helping to answer questions today. Woody works for Intuit. Thank you so much, Woody. He's going to be answering questions throughout the webinar and then periodically, I'll try to look at some of the questions and answer some of them verbally as well and saving time for questions towards the end of the webinar today. I do want to direct you to some additional resources and I'll show you this in a little while where you can access it as well. Under the, if you go to Accountant Learn & Support under Accountants tab, that's where you can find a lot more information. I'm going to go in there and show you that in just a second.


I wanted to make sure that you had access to the links here. Also, the Firm of the Future website has a ton of great resources in it for value pricing, getting connected in social media as well as QuickBooks online and more resources there. I'd encourage you to check both of those out. Let's actually get in there and let me show you real quickly how you could access all of that. You go to and you click on the Accountants tab. First of all, a couple of things that you probably want to do if you haven't already. I'm going to mention this in just a second on the slide is to sign up for QuickBooks online Accountant. That is free for accounting professionals. If you haven't signed up yet for QuickBooks online Accountant and QuickBooks ProAdvisor program, that is free for QuickBooks online. I will encourage you guys to sign up for both of those. It is free.


It's a great benefit to you. Down here also, I wanted to point out the Accountant Learn and Support. If you click on Accountants Learn and Support, there's really great resources available for it for you. Under the Accountant University tab right here in the middle, this will take you into training and resources that are free that you can register for online webinars or some live training events. For example, today I'm in Irvine, California representing QuickBooks online certification prep. The 1st week of January, I'll be in Florida, down in Miami, Orlando and Jacksonville. Love to have you join us there but there's also online webinars. You can register for those under Accountant University. Under Accountant Resources, I wanted to make sure to point out to you this link here for Moving Clients Online.


If you click the link for Moving Clients Online, you're going to find some great resources in there. As you scroll down, you'll see here's a 3-part dive through moving your clients online. I pointed this out last week or on the last webinar. Why choose online? How to convert and then resources to help your clients move online. Later today, we're going to be talking about third party apps and how those can help your clients streamline their processes. I wanted to point out for you how you could find here specifically how QuickBooks online can help some of your appointments with these clients. Maybe plumbers who have appointments to book various customers out in the field. With retail and eCommerce clients, with professional and field services. There's PDFs here to help you to learn more about how to set QuickBooks online up as well as have some third party apps for these specific types of industries.


We'll get more in and talk about those third party apps a little bit later. I did want to let you know about some of that and where that's available for right now. Some of our learning objectives for this webinar today is first of all, we're going to talk about streamlining the workflow within QuickBooks online with downloaded transactions and the bank rules, recurring transactions and automated reports. All of these can save you lots of time. Now if you've already gotten certified in QuickBooks online, you may already know some of these but hopefully, I'll share some tips or tricks or hopefully you'll learn something new. It always doesn't hurt to hear it again. It helps you to sink in. Then we'll also talk about QuickBooks Online Accountant and the document request feature that's available there and how that can help you streamline your process for getting documents from your clients.


We'll talk about the QBO mobile app for smartphones and tablets and how it is very helpful again for streamlining our workflow. Then we're going to talk about some third party apps that are available. Again, today's webinar is all about ways for us to streamline the workflow for us and for our clients to save time. Help us be more efficient when we're working with clients and also, in turn it helps us to be more profitable. Some preliminary things like I mentioned just a while ago. If you haven't already, please sign up for QuickBooks for the ProAdvisor Program and QuickBooks Online Accountant. You can do those under the Accountant menu like I just showed you at Then also, really I encourage people to get certified in QuickBooks Online. Once you sign up for the free ProAdvisor Program, it's free to get certified in QuickBooks online.


If we're not coming to a city near you, you can do the online webinars. I've got again, another point on that in just a second. Once you get certified, consider the Advanced Certification for QuickBooks Online. Just like there's an Advanced Certification for the desktop, there's now an Advanced Certification for QuickBooks Online. After you get certified in QuickBooks Online, you'll have access to those training materials and the training resources to help you learn a lot more about QuickBooks Online. Even if you can't do the Advanced Cert right now, you've got access to those training materials that are going to help you learning more about QuickBooks Online.


Again, if you are not certified yet, there's online webinars and resources under Accountant University where you can sign up for an online prep course, certification preparation that will help you learn what you need to know and get certified. Check those out. Again, it's all free resources. First of all, let's talk about how everything is changing from data management to data entry. We talked last webinar about how the industry has changed, how technology is changing our workflow. We are no longer as accountants and bookkeepers, most of us are no longer doing data entry. There's no need to sit there and enter all the credit card charges for the month or all the bank transactions. We now are able to download these transactions and we're able to set up bank rules. These save us a ton of time.


I actually want to go into QuickBooks Online here and let's show you how to download the transactions and bank rules work and how they can save you lots and lots of time. I am in QuickBooks Online in this sample company, Craig's Design and Landscaping. Under Transactions, let's go and look at the banking area for the downloaded transactions and workflow. Right in here, you'll see you could set up multiple accounts. When we talk about bank feeds and bank rules, it applies to credit cards like MasterCard and Visa and AmEx just like it does with your checking account and your savings account. You can set up all the accounts that you need and then it'll download transactions for you every night while you're sleeping. The transactions that cleared will come through and be waiting for you to process them here under the New Transactions tab.


You can see on this checking account, we have 25 transactions that have been downloaded. They're all listed under the New Transactions tab. Right now, I don't have anything in QuickBooks because I haven't posted or added or matched anything yet. In a little bit, I'll show you how they move over there. We don't have any excluded transactions. Right now, everything's under New Transactions. One of the first things you want to do is you'll see there's all transactions. There's 25 and there's 14 recognized transactions. One of the first things I always do is going and look at all the recognized transactions. You'll notice on here, we've got the deposits that have matched check, bill payments, a regular payment. We've also got sales receipts that have matched. QuickBooks will look and try to see if the amount is the same and it will also look to see if the date is a close date.


Based on the amount and the date, it will try to suggest, "Hey. We think these things are matched." You can review all of those. If they are a match, I could go ahead and select all of them, Batch Accept all in one fell swoop. Then I had a couple that were on the second page. I can accept those, Batch Accept the Selected. You can see how quickly I just processed and went from 25 transactions down to 9 remaining transactions because think about it, a lot of your clients' transactions, they're the same thing every month. The same rent, the same utilities, the same bills for the website hosting. They use the thing vendors and suppliers so being able to process them quickly and efficiently really saves you a lot of time. It will look for those matches and try to say, "Hey. This is a match." Now in this instance, the squeaky clean car here, the car wash is a grey one.


It says Matched Under Grey. It's saying here that it thinks this is a match. Again, transactions that are already in QuickBooks, it will recognize and say, "This is a match." You're not adding in new. You're not doing a duplicate. You're matching it to an existing transaction in QuickBooks and then it's marking it as clear. When you go to do the bank recs, it's basically done. On this one, the reason it's a grey match instead of a green, when I select that, it says, "There are 2 transactions for the same exact amount close to the same date. We're not sure which one of these we should match it to." Okay. You're not sure which one to match it to. In here, it's saying, "You decide which one should be a match." I could choose to put this to the cash purchase instead of a check debit. I could go ahead and match.


Again, I'm not adding new. I'm matching it to a transaction that's already in QuickBooks. These other ones that are left now, we've got 8 remaining. These are not in QuickBooks yet and it didn't find a match. They haven't been posted. It's not recognizing it as a transaction that's already in QuickBooks. Maybe though, you think it is a transaction that's in QuickBooks. You could go look for it. On this A Rental here that we've received $200, if I think that should be in there and this is especially true when you have a partial payment or a partial receipt. For example, I have $200 that was a deposit here. If I click find match, it will show me open invoices, open payments, or payments that I could match it to. If I had a sales receipt, it could show me that because maybe this invoice here for $750, maybe they made a partial payment of just $200.


I could come out here and select to match it to that payment out there or to that invoice out there. You can choose to match it to something differently if you want. Now, I'm going to go and cancel that. I also wanted to show you on money that was spent. Let's look at this Mahoney mugs where we spent money if it's money that was going out. When I click Find Match, it will show me transactions that are in QuickBooks that I could match it to, like a bill or an expense or a check or if I had bill payments, I might be able to match it to that. Let's say you'd already written a check and you entered it in QuickBooks, when it's clearing the bank, you can match it to that transaction. You've got the option to match existing transactions or we can add new transactions.


One of the things I always do when I have lots of them to work with, I sort by description instead of date because I want all the ones that are the same to be together. You can see I spent $800 on a rental and I spent $1200 on a rental. Let's say I work with them a lot. I buy a lot of stuff from them. I spend a lot of money there. It's one of these things that I have every single month, I can then set a rule up for these things so that it could automatically apply a rule. Now I want you to notice, one is 800 and one is 1200. We're going to keep that in mind as we set up this rule. I can scroll up to the top right next to where it says, Update. I can click on Manage Rules.


Again, you want to set rules up for things that you have every single month. Like your rent expense, like your telephone bill, the gas bill, the electric bill, your vendors that you buy from all the time like A Rental or maybe Staples because you go there all the time. You set up rules for things that you use frequently so that you're automating that process. Let's go ahead and click on New Rule here to create a rule for A Rental. I'm going to give it a name, A Rental. You give it a name. You want this to be for money out or money in. You want it to be for one bank account or all of your bank account. I'm going to say when the bank text contains the name, A Rental, I don't want to say when it is exactly because sometimes, you have things like 7-11 Store Number 92, 7-11 Store 189. You want to say when it contains A Rental, not matched exactly, so Contain.


I also could add an additional line and say, "When the amount is less than a certain dollar amount." In this example, I'm going to say $1,000 because we have 800 and 1200. A good example of where you might use that would be let's say Staples. I could say when the bank text contains Staples and the amount is less than $300, I want you to put it to Staples for the pay e-name and assign it to office supplies. If it's more than $300, I don't want the rule to apply because I want to look at that transaction. It could be a fixed asset. You can say, if the amount is less than a certain dollar amount, go ahead and apply this rule and assign a pay e-name and a category or an expense account but otherwise, I want to look at that. You need to keep in mind you wanted the transactions to meet any of these criteria or all of these criteria.


In this example, I want it to be all. I want it to be a specific vendor name or pay e-name and less than or equal to a certain amount. I'm going to say if I meet both of these or all of these criteria, then down here is where you can find a pay e-name. I want it to go to Ellis Equipment Rental and I want it to go to Equipment Rental Expense Account. You're setting the criteria up here and then you're telling it what pay e-name to use and what account you want it to post to. You actually could split this if you wanted to, to have it go to more than one account. Let's say for example, it's Meals and Entertainment and you want 50% to be deductible, 50% non-deductible. You could set that up as well. Now when you go ahead and save this rule, I now have a rule that's going to apply to my transactions.


When I go back to my bank and credit card activity, you can see it applied the rule for the first transaction because it was less than $1,000. It did not apply that rule to the second one because it was over that. Now, your rules are going to be green. Just like it suggested things that were a match, you can set up rules to automatically control the pay e-name and the account. You're automating probably 89 or 90% of the transactions that your clients have every month. Most of the time, it's the same stuff every single month. That makes things a lot faster. Then I could go ahead and click Add. This is going to add that as a new transaction. Particularly for debit card purchases, for credit card charges, you don't have to enter these things automatically. You can from this bank rule, add those transactions. You don't have to enter them into QuickBooks manually.


You don't have to go through and enter credit card charges. You download them and add them and it will post them. Once you've added or matched things, it's going to show it on its in QuickBooks tab. That means you added or matched. See how this first one here was added and the others were matched because the other ones were already in there. We were matching it or you could add it. It's really great to be able to go through and do these things very quick and very easy. Now on this next one, if I wanted to change that, I click on that drop down list. I can choose my pay e-name. Maybe I didn't want to go to Equipment Rental. Maybe I wanted that to go to an Asset or something like that because it was over a certain dollar amount. I could come up here and put it to the truck. Maybe I actually bought a truck or something.


You can now choose whether it's billable or not and you can apply it to a particular customer or job. You can set the billable and customer job out here as well. Then I could go ahead and add that transaction. You would go through and continue working with these transactions here. Continue them and get them into QuickBooks or set up bank rules. Your first month or so that you're working with this, you're going to spend more time because you're setting these bank rules up. It's going to take a little bit of time but after the first month, you're going to come in here and lots and lots of the transaction, probably 80, 90% of them will be recognized. You can review them. Like I showed you earlier, quickly select them all and do a batch accept and get all of those posted. Then you're only dealing with a handful that you need to take a look at and determine what to do.


Again, we're not doing data entry anymore. We're doing data management. I absolutely just love how much time to save this. Instead of taking 20, 30 hours a month to do stuff, you now can get this done in 2 or 3 hours. It's going to save you huge amounts of time. That's one of the reasons why people are moving to value pricing. That's a big reason why people are moving to value pricing is because things are saving us so much time. Somebody had a question what about sales tax? I'm guessing that question came from somebody in Canada. We're very glad to have you joining us. From Canada, UK, Australia or other countries, we have GST, HST, PST, VAT tax, you've got to separate the tax on purchases. It is very important to you that you have a tax column. You can set up the tax code in the rules just like you need to. In the US though, we don't break ours out separately.


You're not seeing that field because I'm in the US version of QuickBooks Online. Okay. Keep that in mind. Bank rules work like the accounts tracking from the desktop under vendor preferences. A little bit, Rebecca, you're right. In the desktop, you can set up vendor preferences where you specify what account you want it to go to. That still you have to enter the vendor name to have that pull up. QuickBooks Online, the downloaded transactions are way better than the desktop. I worked with the desktop for years. I started teaching desktop in 1999. I very rarely use the desktop anymore. In the downloaded transactions in the desktop, I don't like and I don't think there is user friendly and it's powerful as in QuickBooks Online. I really love the stuff here in QuickBooks Online. Somebody said can they category the auto field based on the payee that is input?


You can have it auto recall thing and it can auto recall based on what you did last time. The problem with that is, your clients, if they're doing it wrong, it's going to keep coming up wrong. I like to use the rules because I think the rules provide more control and they're more powerful. You can always edit the rule and change the rule if you need to. What I usually do with my client is I will do the downloaded transactions the first month so that we'll get things set up correctly. If you've got an auto recalling and they do it wrong in the first month, they're going to keep doing it wrong and continue doing it wrong. That's a good one there. Somebody says, but what about the bills? Okay. If you have entered a bill into QuickBooks, the question is whether you then enter the bill payments or how did you pay it? Did you write a check?


If you enter the bill payment, it will match just like some of those that we had over here. Some of these match. It matched it to a bill payment right here. It will match things based on the amount and based on the date if you've already entered it into QuickBooks. Again, we could match existing transactions of we could add new transactions if they're not in there already. There's really a lot of flexibility depending on your client and how they're using QuickBooks and how they're entering things. Keep some of that stuff in mind. Now, another thing that's really cool. Let's say your client went through here, matched a whole bunch of these, I'm going to say they did it all wrong. It's like, "Oh, my goodness. Look at what my client did. All of these are wrong." The really cool thing, in QuickBooks means that it's been added or matched.


I can click and select all of these Batch Undo. Now when I do that, watch because right now, there's 6 transactions that are new waiting for me to deal with them. As soon as I do Batch Undo, it moves them all back over here to my New Transactions. I now have 25 of those again. You can undo them if you need to. Now let's say your client converted from desktop to online and they already downloaded lots of transactions and they already have them in QuickBooks, we don't need all of these transactions here. That's an example where I suggest you sort by date and then I could say all of these October through maybe November 15th, we already got it. I don't need these transactions. They're duplicates. I could click Batch Exclude and it will move them over here to the excluded tab because those are things that we already have in QuickBooks. They were already reconciled.


I don't need these. These are duplicates. I could select all of them and do a Batch Delete to get rid of them now. I encourage you to work with the downloaded transactions. Come in here and play with them. Get a better understanding of how they work. Again, this is covered in the certification materials as well. If this is all new to you, go in there. Play with it in the sample company to test drive. Go through the certification and you'll learn a lot more about that because it's a huge way to automate and streamline your workflow saving you tons of hours every single month. Then the other thing, let me give you this CPE keyword. Okay, the CPE keyword is wreath. Do you have a wreath up for the holidays? Wreath. This looks like a wreath made out of pine trees or needles or evergreen stuff. Wreath, wreath, wreath, okay? Answer the question on wreath. All right. Write down wreath.


Later you'll answer the poll question with the word wreath. Okay. Wreath, wreath, wreath. All right. Make sure you write down wreath. I've said it at least 3 to 5 times. I'm looking on here to see if there's any questions I need to answer. Woody said that he flagged one for me. Thank you, Woody. Any suggestion on methodology to track used tax? If you purchase an out of state product, tax free. Then you have to report the purchase on your monthly sales and accredit tax return. One of the things that you could do, let's say you always order your office supplies out of state. You could set up 2 accounts, one for office supply in state and one for office supply out of state. Let's say you always order them online and have them shipped and you don't pay sales tax. You could set up a separate account.


You pose those expenses to that account and then you would know what you need to include on your sales or excise tax return for your used taxes. That's one method that would allow you to do that. Hopefully that helped. Thank you for flagging that. Somebody said, "That's the methodology I've used." Well, good. We're on the same thought there. Very good. Okay. If you change a rule, does it change previously matches? Woody's answered that no. If you've already added a match to transaction and you create a rule, it does know that fact things that have already been added or matched. If you create a rule like I just did with the A Rental, it will apply that rule to those things sitting in new transactions for you. Hopefully, that will help a little bit. All right. Last call to write down wreath. W-R-E-A-T-H, wreath. Okay. One more thing, what was I just going to show you and tell you? Now I just forget.


The other thing I was going to show you real quickly and I'll do it when I get into there is I'm going to show you how when you go in to reconcile the bank account, all those things that already marked as reconciled. Although I undid them all, I'd have to redo them all. I'll just go show you that really quickly. I also want to show you some other things that are helping you automate the process through QuickBooks Online. Some of these are just links in the desktop but you cannot do in the desktop but yet it can save lots of time. We'll talk about reclaim transactions and then a sales receipt and how to set up a recurring credit card charge and then some automated reports. I'm going to go in and show you all that. First let me show you. Let me go ahead and select all these recognized and add a whole bunch of these, Batch Accept. Then I want to just show you.


When I go into Reconcile My Bank Account and I'm going to close on my shortcut here or my bookmark bar. I'm going to click on Reconcile. When you go into Reconcile the Bank Account, all of those transactions that you have downloaded and added on matched, I'm going to put an H for the statement ending date. Put in a quick balance. All those things that you've added or matched from downloaded transactions, they're already going to be marked up as having clear. Once you've got things all set up, it'll mark all of those as being cleared already. Really, the bank rec is reconciling throughout the month as you add, match transactions. Then you come in here and you review. Most of the time, everything's already marked dot as having been matched and the difference will be zero. Reconciling is a breeze, saving you lots and lots of time.


Now let's go in and talk about recurring transactions. I'm going to look at some recent transactions. See if I can find an invoice. I don't see one there really quickly. Let me go into my customers and let's find some overdue invoices. I'm going to open up an invoice here. You can make several transactions recurring. I could make an invoice recurring. I could make a check if I have the rent payment every single month. I could set up a rent check and have it being recurring or an expense could be recurring. You can set up things to be recurring transactions. This is similar to memorize transactions in the desktop with one big exception. I'm going to show you that in just a second. Under Make Recurring. I'm going to click on Make Recurring at the bottom of that transaction. In the middle of the bottom, you click on Make Recurring.


For Amy's Bird Sanctuary, do I want this to be Scheduled or Unscheduled or do I want it to Remind Me? I want this to be a scheduled invoice. This is great for clients that let's say a fitness center where they have monthly membership dues. A day care center where they have weekly tuition, anything worth the same thing every certain period. Every month, every week, every day, whatever it is you could specify your period here. I'm going to choose every month on the 10th day of the month. Do I have a start date or an end date? I can choose that as well. This is where the magic really happens. If they're working with unbilled charges, like they're entering delayed charges and credits, you want to automatically invoice those unbilled charges every month like you specified.


That can save a ton of time. Also, this is a really big difference between recurring transactions and QuickBooks Online and memorize transactions in the desktop. In QuickBooks desktop, when you create a memorize transaction, you actually have to open the QuickBooks file for it to create that transaction. With QuickBooks Online, when I create a recurring invoice, and I tell it to automatically send the email, not only will it automatically create that invoice, it will also email the invoice to the customer or the client for you and you don't ever have to log in to QuickBooks to do anything. You don't log in at all. You could be sitting on the beach in Hawaii like I was last week. That was great. I love sitting in Honolulu. It was awesome but I could be on the beach with a little break in your little umbrella in it.


It will automatically send these things out just like you scheduled them to do. You don't have to log in and do anything. Again, this can be a huge time saver for us and for our clients. You can set up recurring invoices. I'm going to go and save that template. You can set up those recurring transactions. You can see a list of them under the Gear and under Your List, you'll see Recurring Transactions. Now, what is not a legit one when it send them an email or an invoice every month, I want to actually charge their credit card every month. What you can do in that situation is go in and you're going to create a sales receipt because we're going to be getting paid at the time of the sale. We'll create the sales receipt. You choose your customer, whoever it is. Put it in the details. Under the payment method, you can choose Visa or MasterCard.


Now this is assuming that you got QuickBooks payments turned on so you can get paid online. Again, that's another great way to save time and get paid faster is using QuickBooks Payment. It's like Intuit Merchant Service in the desktop but it's QuickBooks Payment for QuickBooks Online. I would put in here either Visa or MasterCard. Unfortunately, you cannot set it up to debit their bank account or do an automatic ACH. You can only do an automatic credit card charge. You can set up recurring credit card charges. I would need to enter the credit card details right here and indicate where do you want the money to go to. If you want it to go to Undeposited Funds. You can set up recurring sales receipts automatically charge their credit card every month, every week, whatever it is. Obviously, you need to get the client to sign an authorization form for that.


Once you sign up for QuickBooks Payment in the merchant service area in there, there's a form for you to download, authorizing you to charge that account on an ongoing basis. This is where a lot of accounting professionals are doing this now. Why should we invoice our clients and then wait for them to pay us if officially, you're doing the same bookkeeping the payroll every month? Let's say it's a thousand dollars a month, set up a recurring sales receipt automatically charge their account every month. You pay for everything at the time of service. When you go get your oil change, you pay it at the time of service. We go to the dentist or the doctor, you got to pay at the time of service. We should be automatically charging our clients at the time of service. Go through, get your clients to sign the authorization form and you can set this up to be a recurring charge.


Again, saving lots of time and we can use this as well as our clients as well. Another really cool feature that saves a lot of time is when it comes to report, let's say I go in and I create a monthly profit loss for my client. I forgot to turn off Doug on it. Okay. What that did to me, I'm going to log in back into the sample company over here. What happens is in the sample company right now, there is a little glitch with the report. You have to turn off the redesign report under the QuickBooks lab to get that to work. Guess who forgot to do that. Me. Let me go in here. Go under QuickBooks Lab, let me scroll down to redesign report and turn it off and click done and yes. There we go. I didn't want to give a feedback. Sorry. Not this time. Click done to close that. Now let's go back over to my report. Let's create a profit and loss report.


Let's say I want to do a monthly profit and loss for my client. I can come out here and customize it. Let's change the date to this year. Let's change my columns to monthly because I want a monthly profit and loss for my client. Let's run the report. You can create a report that you want to send to your client on a regular basis. I customized one. You may just say it's the collections report that you want to send to your client on a regular basis. What you need to do is actually save the customization of that report. Change it for what you need. Save it and so under here, profit and loss under column monthly and I could add this report to a group. I'm going to call it monthly. I could also share this with other users if I wanted to. I actually want to send this to my client every month or maybe you want to send something to your client every week.


Maybe they'll log in to QuickBooks like they should. Once you've created the report and customized it, now you'll find it under My Custom Report. Out here is where you can then schedule these to be automatically emailed to your client. You could have some monthly reports that you email to them every month. You could have some weekly reports. Maybe send them a sales report and the collections report to stay on top of their overdue invoices and stuff. Maybe you're sending them some things weekly. You can have various group and then what you want to do is schedule it. I'm going to come over here to the end where it says, Edit on the far right. I'm going to go in here and say set the email schedule for this group. You check the box and the click the blue Edit Scheduled. I wanted to edit the schedule. How often do I want this to go out to my client?


Daily, weekly, monthly, maybe twice a month? Maybe I want this to go not on the first day of the month because I need to reconcile the account and make sure all the transactions were downloaded and added or matched. Maybe I want to do it by the 10th day of the month just to make sure everything's done. How often do you want to send it? You could say and after a certain number of occurrences. Let's say you're sending reports automatically to the Board of Directors for a non-profit organization. I could say and after 12 occurrences. Maybe they're on a 12-month term. I could say stop after a certain date. You can control the date range there. When do you want to send it? When do you want to end or is there no end date? Then you put in there the email address and that's how you spell it right. Monthly reports and what do you want the note to say, please call with questions.


You can set this up. If you wanted to attach the report as an Excel file, you can do that as well. Once I set this up and tell it to email these reports every month or every week or whatever and I say save, not only does it automatically create them, it will automatically email them. Your client gets them in their email so that they can quickly look at it especially a collections report. They can quickly look at that report in their email. They don't have to log in to QBO and go create these reports. Huge time saver and they usually go out in the middle of the night. Let's say your client gets that report at 2 or 3 in the morning and they're like, "Man, Michelle. You sent that in the middle of the night. You are really working hard." I'm like, "Hey. Anything for you. I work hard for you." You don't need to let the clients know how quick it was to do that.


These are some of the ways that you can add value for your client. Some of these we're going to talk about next week on Adding Value for Your Clients. This is something that takes very little to do but it really is adding value for your client, streamlining the workflow, saving us lots of time and saving your client's from logging in to look at these reports. Again, a great way to streamline the workflow for you. Now I see a question that we had come in here. Thank you, Woody for flagging them and answering lots of them. It says credit charges not a bank fee. How do you record those? One of the things, Steven that I recommend is that you sign up for QuickBooks Payment because when you're using QuickBooks Payment, they can pay you online. They'll click the Pay Now button and it will automatically record the payment, apply it to the invoice and it will automatically record those fees as well.


If you're not using QuickBooks Payment, then you've got to enter that manually. You would receive payments for the full amount and then on another line, you need to put it like credit card service fees as a negative amount so the net amount comes out to the right amount. You're going to have to do a lot more work especially if you have a lot of credit card transactions that can be more cumbersome. You might want to talk to whoever your card provider is. See if they can take the fees out monthly instead about with every single transaction or consider switching to QuickBooks Payment where everything's fully integrated and those fees will be automatically recording. Again, saving you lots of time and you and your clients lots of time. Okay. Very good. Let's see. Can you set up recurring transactions annually? Yes, Christine. You could do that.


If there's not an option for annual, you could just do as monthly every 12 months. Just like quarterly, you could do monthly every 3 months so that you can do that as well. Okay. Woody's answering questions again. Great, Woody. Thank you so much for your help there. I'm going to go ahead and get back in here. We're going to talk about a couple of other things now on some streamlining of the workflow when it comes to attach documents as well as document requests. First we're going to talk about the document requests and how we can request certain things from our clients. I need to get back over into QBOA over here. I'm going to have to sign in again. When you sign in to the sample company from QBOA, it will log you out. I'm logging back in here real quickly to my QuickBooks Online Accountant area.


That is your dashboard where you have access to all of your clients and you've got alerts and things like that on your QBOA dashboard. Again, if you haven't signed up for this yet, you really should sign up for QBOA, QuickBooks Online Accountant. For example, we're talking about documents and how we can save time working with documents and stuff. I love the document request feature that's available in QuickBooks Online Accountant. Over here to the far right column, see where it says, Other and Request? I've got 10 open requests for class collaboration. I've only received 2 of the 22 documents that I've requested. You can monitor the status of things right here but best of all, you don't have to go out to your email and say, "Hey. Can you send me this?" Then it comes back in your email and you got to worry about getting it to the team members and all that.


Right here, I can see requests that I've sent out to my clients, what has come back, when is it due. I can manage all of these right here rather than going out to your email and everything. I can quickly see things that are in green that the client has returned, things that are in red that have not received yet. To send a new request to a client, up here in the top where it says, New Request, I click on that New Request and I'm going to choose a user. I'm going to send this to MB Raimondi. She's down there presenting for me and taking care foreign the group while I'm up here in this webinar today. Thanks, MB. Under the due date, you always got to give your client the due date because if you don't, it probably just won't send it back. Let's say I want it by next Tuesday. I'll put a due date in there. Give it a subject. Need stuff.


Obviously, you'll be a little nicer and type up something better. Please send me this info. Then you can indicate what you need from them, like a bank statement or a credit card statement, maybe a signed engagement letter. Maybe it's a purchase agreement. What documents do you need from your client? You can add more documents on here as needed. Over here is an example on the right side of what the email is going to look like. Then when I click Send A Request, your client gets an email from you and they can click on attachment which allows them to quickly and easily upload those documents that you've requested from them. When they upload those, they're going to be available in QBOA. Again, it's not going out to your email and trying to track and monitor things over there. You're monitoring all of this from within QuickBooks Online Accountant.


Once the documents come in, if you click on documents, you can see here's documents that have been uploaded. This will be shared with all of your team members in your firm who have access to that client. In this example, Cloud collaboration has 20 team members that have access to this client. Those clients that are working on this client will have access to the document that they need to do their job and to get the work done. You can set up those team members in QBOA giving people access to only the clients that they are working on. Again, love some of these features. Again, on your client dashboard, you would be able to monitor. Now you can see it went from 10 requests. I've got 11 open requests. Now I've got 2 out of 25 documents that I haven't gone back to. It'll ask you to monitor things that is all in one convenient location.


Again, helping us to work faster and more efficiently rather than going out to your email and all that stuff. These are just some things that I love that Intuit has built for us. Now a couple of other things for streamlining the workflow. When it comes to documents, because you can attach documents to transactions. You can attach a picture of a receipt. You can attach an Excel, expense report to an invoice. You can attach documents to transactions within QuickBooks. The other thing that's really, really cool and you've got to teach your clients how to do this is attaching documents on their cellphone, on their mobile device. Let's say your client went out and sent $50 cash then went to the hardware store or in this example, they paid Bridget Delivery $50. They paid Bridget $50. They can click on expenses. This is a screenshot of their mobile app.


Here on the left, they would click on Expenses then click the plus there to add a new expense. They can come over here. They can indicate that I paid $50. How did you pay for it? Check credit or other. Maybe I paid cash. Which account do you want it to come out of, who is the vendor or the payee, Bridget's Delivery. The date and location that you want to do it with, which account do you want it to go to? Was it a particular client? A certain class that you needed to go to so they can provide all of these details right there in that QBO app on their phone. Then they also can click to take a picture. Take a picture of that receipt. Once they click save up here, it's now going to be loaded into QuickBooks Online under Recent Transactions. You'll see it along with the attachment of that receipt, that picture that they took.


As they go to the hardware store and they buy job materials or supplies, he can use this little app to take a picture of it and it's automatically going to be syncing and reporting the transaction and the attached receipt in QuickBooks Online. That is fabulous. Again, huge time saver and way to streamline the workflow. Wait. That's not all. There's more and it gets better. The QBO app is one option. That's included free with your subscription. All you have to do is download the QBO mobile app to your iPhone or Android device, your Samsung, your tablet, whatever. You download the QBO mobile app to be able to use that. It's included in your subscription. However, it gets even better. We've got all kinds of third party apps out there. There's over 1400 third party apps that are now available that's integrated with QuickBooks Online.


You can go find app not just for recording expenses. I've got a good one I'm going to share with you on that in just a second. You can record this. You have things for recording expenses. You have apps to help when it comes to time tracking. You have got to have established sales taxes if you need that. You've got scheduling things. If you've got plumbers out in the field and you want to schedule them, there's a job or app. There's all kinds of apps for every kind of function. Anywhere your client is having a pain point, where they're doing things manually out in the field or they're entering it in Excel or they're writing it down. Then they're going to come back into the office. Somebody has to enter it in QuickBooks. Any of those are perfect opportunities for you to amplify the processes.


Get a third party app that's going to help them streamline their workflow, reduce duplicate data entry and automatically integrate with QuickBooks. Once you start looking for third party apps, you're going to want to check the reviews, go look the reviews that are recent reviews for that app. Use the free trial. All the apps that are at do have some free trial. It might be 7 days, 14 days. It might be a month. Check out the free trials. They're all webinars out there. I know it's QB Power Hour. We do webinars on various third party apps. On my YouTube channel, there's webinars on third party apps. There's videos with the third party apps we'll put out there. They do webinars as well. Go ask in the QB Power Hour Facebook group or the LinkedIn group. Have you used TSheets? What do you think of it? TSheets work for a client like this.


Post your questions out there and your peers will be very happy to share and be able to help answer those questions for you and stuff like that. Let's talk about some of the apps that have special offers if you're a ProAdvisor. A lot of the apps do have special offers for ProAdvisors but these 4 in particular have harder weapons to it, have specials for ProAdvisors. Fathom, which is a reporting app is relatively new here in the US. Fathom has been around down in Australia and New Zealand for several years now. Receipt Bank. Receipt Bank is really cool. It also has been around for a while but just recently in the US. Well, not just recently but it's been longer in other countries. You know how I told you the QBO mobile app, you can take a picture of your receipt and enter the transaction?


With Receipt Bank, you can take a picture of your receipt and it scans and reads it. It says OCR. You don't have to put in the date, the payee name. You don't have to put in the sales tax amount. Those of you in Canada and other countries, it will scan and read things and allocate the purchase, the sales tax. You could set up which accounts you want things to post to. It's really streamlining and automating that process. That's even easier, the QBO mobile app that I showed you. Again, check our Receipt Bank. They have some special offers. I believe they offer us a free subscription as ProAdvisors., great way to manage your accounts payable especially if you have clients that want you to do accounts payable and you want the client to approve the payment. They're able to log in to or use the app to look at the bills, to approve the payment.


You can route them to different people for approval processes. It really helps with internal controls. Lots of non-profit organizations like to use Check it out. Again, we can get a free subscription with and TSheets is awesome for time tracking. If you got employees and workers out in the field and out and about, TSheets is an awesome mobile app to let them enter their time. It even can do GPS tracking and all kinds of really amazing stuff. Again, you can get free account with TSheets as a ProAdvisor. With TSheets,, some of these third party apps will offer certification programs. You could be a certified TSheet adviser, certified on various programs out there. Check some of those out because there are really amazing third party apps that are out there and great offers for us. A lot of them do offer some things that may not be listed here.


A lot of them do offer special discounts, promotions, partnership agreements with ProAdvisors. You just have to check all of them out. A few of them that I wanted to mention specifically but I think you guys will love. I mentioned Receipt Bank already. There's also Expensify. I'll show you that in just a minute. With Expensify, you can do the same thing where you take a picture of that receipt and it will smart scan it for you. It reads it with OCR. HubDoc is something really cool as well. You know how I showed you how you could do a document request in QuickBooks Online Accountant? Well, that's cumbersome where you have to send a request to the client. "Please send me the bank and credit card statements every month. I'll send you a request and I'll wait for you to send them back to me."


HubDoc in addition to doing other document management can actually fetch and download the bank and credit card statement for you. Every month, when that bank statement, credit card statement is available, it's going to pull it in and be available for you there so you don't have to log in with the bank or credit card account to get it. You don't have to ask for it from your client. It's pretty cool and a big time saver especially if you're doing this for lots of clients. Let's say you got 30 clients each and they each have 2 accounts. That takes a lot of time to go get all the statements that you need for reconciling versus HubDoc pulling that for you automatically. ShareFile is a great secure client portal. Again, it also has document management stuff if you do need to send things back and forth.


If you want to make things available to your client where they can log in and get access to things as well, ShareFile is great. Take a look at that. We already mentioned as well. Again, Expensify is for recording expenses. It's one of those that will do that OCR where you're able to take that picture of it. You could also enter things manually out there if you need to. See how using those rule and you can assign categories or tags to things so you can indicate every time I go to Rock Bottom, that should go to meals and entertainment. You can see how you can specify your categories out there and things like that. Again, it can read those receipts so you don't have to rely on your client to enter the vendor name or enter the amount and get the right category and stuff like you do when they enter it in their mobile app.


Check out Expensify and then also HubDoc that I mentioned. You can set up your bank account. In there is where it's going to start downloading all of these transactions automatically for you and downloading those bank statements automatically for you. You also can have it upload a receipt. Let's say you purchased Delta. I get airfare airline tickets from Delta all the time. I could upload my Delta receipts from there. You could also use a mobile app. Again, it's document management that will integrate with QuickBooks Online. It can also integrate with You can back it up to ShareFile. There's lots of really cool third party apps over and above what you can do with QuickBooks by itself. That's why I want to show you here's things you can do in QuickBooks or QuickBooks Online Accountant. Those things are all included in free.


These third party apps, some of them you pay for. Some of them will give you a free account as a ProAdvisor. Even if you do pay for the subscription, the amount of time that it's going to save you and your clients can be really huge. A lot of times, it might be worse than 10 bucks a month because it's going to save you way more than that in time when it comes to working with some of these. Okay. See if there's any questions in there. Which is a good app to log into a client's account? I'm not sure if you want to log into their bank account. You don't need an app. When they're using QuickBooks Online, you log in with your user name and password. They log in with their username and password and you're both working in the same file. If you're talking about getting to the client's bank account, I usually set up the bank fees with them during remote access.


I want to watch them set the bank feed up. When I do the bank feed, I will watch them set it up using something like Go-To Meeting, LogMeIn, Join.Me is a free remote access feature there. You can use some of those things for remote access. Now, I'm going to go ahead. I'm going to do the poll question actually because I see we're at the top of the hour. Even though we've set this to be an hour and a half webinar, I know some people have to leave at the top of the hour. Answer this poll question with the CPE keyword and I will continue answering questions for up to the next half an hour if we need that long to answer questions. If you can stay, I would encourage you to stay and I will continue answering questions verbally and remind you if you are going to log off, please join me for the other upcoming webinars.


December 30th, we're going to talk about adding value to our clients as well as talk about switching over to value pricing. I'd encourage you to do that. Again, I will hang around for up to about a half an hour answering some of your additional questions that you've been typing in for Woody. Woody, if you want to flag things to answer verbally, we can do that as well. Those of you that need to answer those CPE poll question, please do that right now. We've only got about 82% of you voted. If you need CPE credit, now is the time to answer the poll question. Even if you're not getting off right now, even if you're going to hang around for another half an hour for questions, do not think I'm going to do this poll question again. I'm only doing it one time so if you need CPE credits, answer this CPE poll question now. That way, you will get your CPE credit emailed to you within about 3 weeks. Keep that in mind.


Okay. Woody's flagged some questions for me. Thank you, Woody. If this client CPA is not familiar with QuickBooks Online and they don't want to use it, is there a way around for creating a backup for QBO that he/she can open in desktop? Lynette, yes, no, maybe, sort of. How do you like that answer? Theoretically in the US, not in other countries, you can click on the Big Gear icon and go export data. Export that data to QuickBooks desktop. However, it's not seamless. If it's online it has phyto inventory. QuickBooks desktop has average cost. QuickBooks Online has class and location tracking. QuickBooks desktop only has class tracking. It may not convert seamlessly. Maybe you could send it back to them but what I suggest you do instead, use the new trial balance feature that's available under the Accountant tool. Map all your accounts. Do all your things.


Export that trial balance to Excel. Let them import it if they're using something for the tractors or the wider board. Export that file and provide them that or encourage them to log in. They can at least learn how to run reports in QuickBooks Online. They don't have to learn how to use it but they should at least be able to log in and access the reports that they need. Good question. Would you know if I can further restrict a client's bookkeeper who enter sales and deposits but I don't want them to see payroll or bank registers? Richard, it is more difficult to restrict user permissions in QuickBooks Online versus say QuickBooks Enterprise. Enterprise gives you a lot of opportunities to restrict access and not quite so many in QuickBooks Enterprise does. QuickBooks Online does not. What a lot of people will do, it's very important for you to make sure they don't see certain things.


They will use a third party app to be able to enter sales and things like that. They might use a third party billing app to those employees only have access to what's available in that app. They can't see anything else. That's one of the things that you might want to consider. The other thing is to test out the user permissions what they can see. If you set them up as a user and say that they only have access to accounts receivable and you want to see what else they might be able to see, set yourself up as that user. Go in and test it out just to see if that might work for you. Using third party apps is a way that you can also restrict access to only certain features and functionality. Okay. I'm going to look and see how we're doing on that poll question. 90% of you voted. It's been open for over 4 minutes. I'm going to go ahead and close that poll question.


All right. You guys should be back to my screen now, which I'm not really going off the screen right at this moment. I'm looking at questions here. Let me see if I can look at some more of these questions. Woody, thank you for flagging them. Please explain again how I can streamline posting an employee that goes to the client site, how to monitor their time of work that may have been done. Okay. You've got employees that are going out doing computer work on a client. You could use something like TSheets. They can also use the time tracking app in QuickBooks Online to enter their time. They could set them up as a time tracking only user. They can enter their time and then you could invoice your customers for that. You can use something like TSheets where they can enter their time as well and that will import into QuickBooks.


There's couple of things there that you could do for a couple of options. Somebody said how do I purge the free account to use for new client for demo? Gloria, for your free account, I don't recommend that you use that for demo purposes because in your book, that will be syncing to your client dashboard in QBOA. What I suggest you use for demos for your client is the sample company, the test drive that's available out there. If you just Google QuickBooks Test Drive. Just Google QuickBooks Test Drive, you will find the sample company and you can use that to plan, let the clients plan, do whatever it is you want to do. You can use that for demo purposes as well. Is QBOA available in Canada? Yes, Glen. It's available in Canada and other countries as well. You can do that. Is there a way to save a customized report to be last month's near to date? That's a good question, Frank.


I believe there is under your options. Let me just double check that though. Let me go into my sample company. Also, speaking of a sample company, I told you how to Google QuickBooks Test Drive. From QBOA, you can get into the sample company by clicking the Big Gear up here in the right and sample company. That will open the QuickBooks Test Drive for you and you'll have access to your QBOA school, your accountant tool when you open it through QBO Accountant. It does log you out of QBOA when you do that however. I'm back here in my sample company. Under report, let's say I want to do the profit and loss. I forgot to turn off. What did I forget to do everybody? QuickBooks Lab, I forgot to turn off the redesign reports again. Turn them off. It's not cooperating. It's not cooperating. Okay. For some reason, it's not liking that now.


You could go in there and set the report for last month. The other thing that you could do and I love this feature is when you are in a company, let's go back into the sample company here. Under your accountant tool box, there's something called report tools. Under the accountant tool box, we've got report tools, which will allow you to set the default dates for your reports. For example, under report tools, if I only always want to see last month or maybe I want to see this month, this year to date, which is what I usually like to see. This year to date, any time I create a report, I will do the PNL, it's now going to be this year to date. If I do detail transaction account, their dates will be this year to date. That's a big time saver for us when we're creating reports as well. Okay. Let me get back into my question. I seem to have lost my questions box.


Let me pull that back up, see the rest of your questions here. All right. Just one second. It's hard. I'm handicapped. I'm on one monitor today instead of two. Apologize for that. Can you repeat the remote access apps again? There's lots of them. If you just Google remote access, you'll find lots of them but some of the names are like I use Go-To Meeting quite a bit. You can use LogMeIn. There's also Join.Me as well. Keifer says, is there any Windows 10 issues to be aware of? Keifer, since you're logging in through a browser, there's really no issue with Windows 10 at all because you're logging in through Chrome usually. That's the one we recommend is you using Chrome. By the way, you're doing a great job. Thank you very much. I appreciate that. It's always nice to have good feedback. Thank you, Richard, I appreciate that.


I have a question on setting up paralegal services clients on QBO, can you suggest a nice resort? How can we customize the layout of the statement with QBO? You can customize your invoices, your sales receipts and your estimates. You cannot customize the statement. If you're setting up a paralegal service client, remember back a while ago at the very beginning under and I showed you under the accountants learn and stuff resources? Let me just show you because that is a good resource. Let me just show you. Back over here under, I clicked on the accountants tab. I clicked on accountants learn and support. From there, you're going to click on moving clients online. Moving clients online, scroll down to the very bottom and you're going to see 3 PDFs here. Professional and field services, so paralegal services.


I will go in and download this PDF and take a look at that. It's going to give you good ideas on how that's going to help you with that client that you were just asking about, the paralegal services. Good job. Somebody says can you briefly explain dual form again to set up a different Chrome account? What I'm going to do is I'm going to give you a link. I encourage everybody to copy and paste this and go watch it later. What this link is, it is a link to a quick YouTube video that I created. I think it went out there. I didn't see it now because there's navigating tips and tricks when you're working on QuickBooks. How do I create this one click icon bar up here? Once I click the icon bar, how do I create multiple users? I have multiple users in Chrome because I like to have my normal web browsing as my company dog user.


I have a QBO user so when I clear my cache and cookies, it does not affect my normal web browsing. I also have a QBO A user because often when I'm presenting, I'm logged into QBOA over here and I'm logged into the sample company on QBO. I can be logged on to multiple QuickBooks companies as different Chrome users. In that video, I just posted the link. It's and the capitalization is important. That video goes over various navigating tips and tricks, how to do tab browsing, how to do the bookmark bar, the Chrome users, it's all in that video. You can share that with your clients as well. Hopefully, that will help you. Feel free to do that. Share it with your clients as well. Let me see some of these other questions in here. Okay. Here's another good question. Does ProAdvisors receive a special listing or priority on a Google search finding?


Richard, the great thing is once you get certified as a ProAdvisor, again, it's free for QuickBooks Online. Once you're a certified ProAdvisor, you would be listed in the Find A ProAdvisor website. You need to click a little link that says Make It Public. In there, make sure you click on Profile. Update your Profile and click to make it public so you're listed on the Find A ProAdvisor website. If someone goes to Google and they Google your name, that ProAdvisor profile often shows up on the first page of the search results because Intuit has a very popular website. It gets 700,000 plus hits a year. It's getting a lot of activity and so it usually does show up there. Make sure you fill out your Find A ProAdvisor profile and make sure you make it public. You can do that in your ProAdvisor account. Great questions, you guys.


You guys are asking lots of great ones and I'm glad to see a lot of you are still joining me for this. The QuickBooks app seem to crash intermittently. Are there any fixes in the works for the issue? Mike, I'm going to assume you're talking about the QuickBooks desktop app for Windows. What I would suggest you do is uninstall it. Reboot your computer and then reinstall it, re-download and reinstall it because they have done updates over the last few weeks or something. I would suggest you uninstall it and download it so you've got the latest release of that and hopefully that will be working better for you. Somebody says I'm using QBOA. I have my free account for my business. However, starting at 2015, I'm changing from a corporation to a sole prop when Intuit allowed me to backup my old books for the desktop for audit purposes and then create a new account for my corporation with the new name and new EIN.


Rebecca, that's a really good question. Basically what you're asking is can you replace and get another new free account? I really don't know, Rebecca. I would ask you contact support and ask them what they could do or how you might be able to do that to help you out with that aspect. Very good question. Is there a way to document your activities done on behalf of clients? Okay. Timothy is saying, is there a way to document your activity? Here's a really great thing about QuickBooks Online Accountant, the audit log. When you go into QuickBooks Audit Log, you will see every little thing that was done. When you log in, when you log out, when you edit a product or service, when you add a new report, when you add a new account, when you add transactions, when you change transactions. It will show everything. Did you create a new budget?


Did you set up recurring templates? Change settings? Do a reconciliation? Any transactions, any data exchange from third party app, any of these things will show up. You could come in here and show everything that I did this month and you're going to have a huge audit log of all of the activity out there. There's all of these activities documenting every little thing you've done. One of the things that many accounting professionals are doing now is we're getting away from billing hourly. We're not billing hourly. We're saying these are the results that we will give you. Every month, we're going to do your bookkeeping. We're going to do your payroll. We're going to do this and that. All the details of the benefits that you're providing them, what are you doing for them? They don't necessarily care about how you did it. What did you accomplish?


When I go in and get my oil change, I don't care how long that took them or what they did or how many cords or what kind of oil or what tools or wrenches. Did you change my oil? Is it ready to go now? A lot of times, our clients don't necessarily need to see all of that. Join me on December 30th for Webinar Number 3 on Firm of the Future Series. We'll go over some more of that stuff. Also, somebody else has asked here. What's the link for that video again? I'm putting that link, send to all. All right. It's There's also one QBO Intro that gives you a 15-minute intro and overview to QuickBooks Online. If somebody's brand new, check that one out as well. You could share that with your clients again as well. Where do clients access the ProAdvisor listing on QBO?


If your client's doing QuickBooks Online and this home activity on the home page and activities feed in the lower right corner, a lot of times, it will say, "Do you need help?" They can click and have a link that takes them into the find a ProAdvisor website. Are you going to be sending any copy of the training? Yes. You'll get a follow up email with the link to the reporting of the lead as well as a link to the Power Point. Somebody says I'm getting more Spam from the ProAdvisor website than any other place. Unfortunately, these spammers and these fishers are sending emails saying it's the ProAdvisor website, saying it's Intuit payroll, saying it's Intuit merchant services, saying it's your QuickBooks account. They're saying they're lots of different things telling you you've got to go sign in. They are fishing for your email information.


Whenever you get those, forward them to There's really nothing that Intuit can do that. I see them all the time for things like Adobe and other things as well. Just be careful about that. This is a great question. How hard is it to be ProAdvisor certified or to get certified as a ProAdvisor? It's not very difficult. It's a price part test. Each part has 15 multiple choice questions. It's not overly long. You can take the training materials in an online webinar. You also can log into your ProAdvisor account and access recording there as well as manual, PDF manual that you can refer to as supplemental guide. It is open book. You can refer to your guides while you're working on it. You can open up QuickBooks in another tab or another browser. Go in and double check.


If you say I think it's received but I can't remember exactly how to do it in QuickBooks, you can go and double check yourself. It's not overly difficult to get certified as a ProAdvisor. Now the advanced certification, that thing's a booger. It's hard. It's not easy and it's not going to be fast but it's very well worth it. You can expect to send probably 4 to 6 hours per module on the advanced certification. It's by module. It's going to take 20, 30, maybe 40 hours for the advanced certification. It's definitely passable and it's worthwhile because once you get advanced certified, you'll be listed as a top, not at the top but near the top of the Find A ProAdvisor search results. It helps you get more referrals and more new clients. It helps differentiate yourself. We'll talk some more about that again in becoming the trusted adviser webinar, the 30th.


I don't want to work with desktop anymore. Can I still be a ProAdvisor if I cancel that? I work constant on QBO. Yes, you can. There's lots of people who are doing that now. I don't accept anymore desktop clients either. There is a ProAdvisor program that is free for QuickBooks Online only. You can get the online certification and training and things like that but not desktop. You've got to pay if you want the desktop certification and all that stuff. Let's see. Somebody keeps saying they don't see the link for the YouTube. It's a link. It's not a YouTube link. I'm going to post it again. Look in the questions. Let me go again and copy this. Look into the questions. It's Let me see if I can get I the chat and send that to everyone just to be safe. It's not a YouTube link though. It's a link so maybe that's why some of you aren't seeing it there.


All right. We still have time for about 10 more questions. Let's see. Somebody said, let's see. I've decided to download a new browser to use. Where did that go? I just scrolled and I lost it. I'm sorry. Hold on just a second. It sent me all the way to the top. I didn't want to do that. Are there any study materials for the advanced exam? I only see K exam. Click on the advanced exam and it will open and you'll see the study and training materials below that. You'll see that there. Somebody said I'm a ProAdvisor but I want to take the same training again. Can you take it again? Yes, you can. Ken, if you want to take it again. You can ask us a recording and do the self-pace training module or you can sign up for a webinar. This is the webinar again if you'd like to do that. Do I have to get certified each year? Yes, you do.


You need to get certified every year and renew that certification every 365 days. Just keep that in mind. Someone did enter and review some data and advice. Richard, there's lots of other ProAdvisors that you could reach out to if you need some help with specific clients or specific situations. Don't forget that as a ProAdvisor, you get ProAdvisor support. Maybe there's something that they could help you with out there. Is there any QBO sample company for an HBAC contractor? There's just one sample company. It's not for individual types of industries or types of clients. Very good. Somebody says how do I switch my client from desktop to online? I'm going to encourage you to watch the Webinar Number 1 from this series because that was recorded.


That's available for you to check that out. Again, under additional resources, you've got accountants university, which has those training resources that I mentioned earlier. It also has the webinars and things like that. Also you can ask questions in the LinkedIn group or in the QB Power Hour Facebook group. Both of those are good resources for questions as well as the webinar series with the Power Hour. We cover additional topics on desktop and online every other Thursday. Last week, we did Part 1 where I talked about how to get on the Cloud, how to convert your clients to QuickBooks Online. That was recorded. You should be able to find those on the Intuit Academy YouTube channel. I'll try to get that posted on my YouTube channel as well. Michelle Long, CPA. You can watch that one on converting your clients. Again, today we talked about streamlining workflows.


Next week, we're going to talk about becoming a trusted adviser. We're going to talk more about the ProAdvisor program, the certification and some of those things. How to add value for your clients and move to value pricing. Then on Part 4, January 15th, we're going to talk about social media. Tips and tools to help manage social media, get out there and maximize some of these things online. Make sure that you know how to network and create referrals online as well, as well as connecting with your clients as well. Make sure you sign up. If you have not registered for the others, you do need to register for each one of them individually. I'm going to encourage you to register for Webinars 3 and 4 as well. Somebody says can you post the link for the QBOA desktop app?


Mike, if you go to, go to and then just search desktop and you should be able to find that quick and easy there. Somebody says where, where to register? Go to Scroll down to the bottom., scroll to the bottom and you'll see it talk about a webinar series. Go ahead down there and register. Choose the date for December 30th and January 15th. You'll need to do it twice and register for both of those upcoming webinars. Love to have you guys joining me for that. That would be fabulous. Somebody says do you receive an email to get certified again? Just remember when your 12 months are up? You do need to remember when your 12 months are up. I usually set a calendar reminder a month prior so that I'll go ahead and put it on my calendar so that when that comes around, I will remember that. Okay. You guys have been fabulous.


One last question and then I'm going to go ahead and cut us off here. Is there an advanced certification in Canada? Yes, there is. There is an advanced certification in Canada now. You can get advanced certified as well. I want to thank you guys for joining me. There's still hundreds of you on this webinar. Thank you for hanging in to the bitter end. I'm going to get back down there for this LA crew. I got to relive MB and cover some stuff for them. Thank you, guys for joining us. I hope to see you in a week or two, December 30th and January 15th. Thanks so much for joining me. Thanks, Woody for earlier answering questions and Wendy and Intuit. Thank you all everybody. Talk to you all later. Bye.