There is one major question we ask ourselves before investing time to set up a new software application and implement processes that involve the application - How is this going to make our business more efficient?
One common denominator among businesses, no matter the industry, is the need to go paperless. Imagine having one central location to keep all your business receipts, meeting notes and forms you regularly send to clients and being able to share those with team members or clients.
In this article, we will review four apps we believe small business owners and entrepreneurs would benefit from using Receipt Bank, Right Networks, Evernote and Genius Scan.
Are you tired of holding onto and possibly losing receipts and invoices? Receipt Bank may be the answer to the problems you are facing. Receipt Bank is an automated bookkeeping system for businesses designed to make going paperless easy by eliminating the need for data entry and allowing for integration using cloud-based accounting software. You no longer have to hold onto receipts or invoices. Instead, with a few simple steps, you can have a record of your expenses.
Before you start using the application, we recommend you customize the settings to meet your unique needs. The setup process only takes about 10 to 15 minutes, but it helps to reduce mistakes once you start using the app. You can choose customizations, such as auto-publishing transactions and where and how to publish them. When updating your system settings, you can also choose defaults like the payment status of items, due dates for invoices, and whether to auto-categorize transactions.
How does it work exactly?
- Take a picture of the receipt or invoice with the app.
- Receipt Bank’s technology will extract the key information from your document, including supplier, data, and amount.
- Review the extracted data and publish to your cloud software.
Now, you are able to share the data with your accountant or export it to a spreadsheet. Receipt Bank integrates with QuickBooks Online, Bill.com, XERO, Gusto, and many more programs. The company offers a 14-day trial that allows you to use the app just as you would if you subscribed to one of their packages.
While many people have moved to using QuickBooks Online, there are still many who are using QuickBooks Desktop. This version requires clients to take the time to drop off a copy or upload QuickBooks backups, neither of which are updated in real time. Luckily, technology is moving to cloud-based options. One solution we have found is Right Networks
, which supports over 150 applications, along with QuickBooks Desktop hosting.
The application allows for multiple QuickBooks versions and enables users to access their client’s data in real time. Right Networks is a good fit for accountants, small and medium-sized businesses, and franchises that are interested in having QuickBooks and other applications hosted on the cloud. Right Networks has a user management portal that can help users manage their accounts and self-manage all system users, including user permissions and client onboarding. Users can also manage billing and invoicing.
As an entrepreneur or small business owner, you want to be able to focus on your business. Sometimes you are on the go and do not necessarily have time to write down your great ideas or have the ability to share with your team members a document they may need to access. With Evernote
you can create documents, write notes, record voice memos, and take photos that you can share with team members.
Evernote has sample templates including to-do lists, planners, goal tracking, staff onboarding documents, strategic planning,
and many more that you can customize instead of starting from scratch, saving you time and enhancing your creativity. For entrepreneurs, it is a great tool for brainstorming and executing ideas in the implementation process.
Evernote keeps all your notes in the cloud. Users can access notes on the go when the internet connection is unavailable or unreliable, and your updates will sync and show up on all your devices when you re-connect to the internet. You can use Evernote for business and personal use by selecting which notes to share among users and eliminating the need for multiple apps.
Sometimes, you will get a request from someone to send them certain documents, like copies of driver’s licenses, receipts, or letters from tax agencies, but you don’t have scanners or fax machines. In those instances, there is an app called Genius Scanner
, which is essentially a secure scanner that fits in your pocket.
Genius Scanner is a free app that quickly scans your document on the go and exports it as a PDF file, which is easier to work with than a JPG picture file. Genius Scan algorithms automatically detect your document, apply perspective correction, and enhance the colors making the document easier to read. You can also add more pages, move pages around, and merge documents together. Genius Scan integrates with Dropbox, Evernote, Google Drive or any other cloud service app making it easy to export your documents.
Keep in mind that many of these apps work best when you take the time to customize the settings to meet your specific needs. As technology evolves, we want to make sure that our clients and colleagues know what they have available at their fingertips to help increase business efficiency and strategic vision.
Ryan Skuce joined Earney & Company, L.L.P. in 2003, and became a partner in November 2013. He works extensively with physicians, medical practices, and large medical groups. Ryan has experience in accounting and tax services including financial reporting and analysis, technical support, cash flow planning, physician compensation strategies, and medical practice strategic planning. He also has experience in the areas of accounting and tax for a variety of for profit and nonprofit clients. Ryan is currently a member of the American Institute of Certified Public Accountants (AICPA) and the North Carolina Association of Certified Public Accountants (NCACPA). Ryan works with his clients on evaluating operational and technical issues. He provides back-office accounting support, and recommends and assists in the implementation of ideas to cut overhead costs and streamline operations. With an in-depth knowledge of existing and proposed tax laws, Ryan often advises companies on tax deferment or savings through proactive structuring of transactions. He also assists his clients with Internal Revenue Service audits. He received his Masters of Science in Accountancy from UNC-Wilmington and resides in Wilmington, where he enjoys playing hockey with a local team.