Many businesses unknowingly spend a lot of time manually entering data to QuickBooks and QuickBooks Online. This is often times the result of being too busy to evaluate current processes and a fear of having to learn something new. Below are three quick steps that any business can quickly undertake to determine if they can free up valuable resources to do tasks other than manual data entry.
Step 1: Identify Where Manual Data Entry is Being Done
Meet with all QuickBooks users and have them identify what they manually enter into QuickBooks. Then have them estimate how much time every month that they spend doing each data entry task. Tackle those with the largest number of man hours first. Below are some ideas of how Transaction Pro Importer users use our tools to save time so it will help give you some ideas:
- Website Sales
- Point of Sale Systems
- Time Activities
- EDI and Fulfillment Activities
- Calculations done in Excel and then manually entered as Journal Entries
- Bank and Credit Card Statements
- Receipts from a Lockbox
Step 2: Identify Where the Data is Coming From and See What All Options are to Receive the Data
After identifying a process then see how the data is currently being received and any other options that you have to receive the data. Ideally look to see if you can download a flat file that is in Excel, CSV or txt format. Also do not hesitate to pick up the phone and call this other party and see all the formats that this data can be sent in.
Step 3: Request a Free Trial of our Transaction Pro Importer products
We offer free trials of our software so you can test them out pre-purchase with no financial commitments. Our software is a simple mapping exercise and you do not need to be an IT person in order to use our software.
Free trials can be found at:
As or tools work with industry standard formats often times it is just a simple matter of mapping the import file columns to the QuickBooks fields on the Transaction Pro mapping screen. However, if your file does not contain all the data required by QuickBooks we offer many options that will work around this which include but are not limited to:
- Setting a Default Value: An Example of where this can be helpful is if the Customer or Vendor Name does not exist in the file but the file is all from the same customer or vendor.
- E-commerce Options: When selling products on line additional fields can be added for things like Shipping, Discounts and Taxes.
- Cross Reference Options: QuickBooks uses names as the primary list identifier. Often times most other software will use account numbers. We have cross reference features available on customer, vendors, employees, items and accounts to assist in linking these list items between the two systems.
Also because our tools work with Excel, formulas or macros can be written to reformat any files. If you are unsure if your file will work with Transaction Pro Importer feel free to send them to us at firstname.lastname@example.org. Be sure to indicate if you are using QuickBooks Desktop or QuickBooks Online and the transaction or list type that you want to import to QuickBooks as.
In future blog posts we will showcase businesses that use our Transaction Pro tools in their business. If you would like your business to be featured please send an email to us at email@example.com