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5 posts from January 2015

The Magic Key to Unlock QuickBooks Details

Were you aware of the secret key in your copy of QuickBooks Pro, Premier or Enterprise?

Tap the F2 key (or the CTRL + 1 combination if tapping F2 doesn't do anything) to unlock a wealth of details about your QuickBooks setup.

My video below gives you an overview of the important nuggets of knowledge buried in this secret place:





Advanced Inventory for QuickBooks Enterprise - Features Overview

When it comes to QuickBooks, there is inventory. And then there is Advanced Inventory. Be sure you understand the differences.

The Pro, Premier and Enterprise editions of QuickBooks have inventory functionality. For more information on that, snag your copy of my "Can QuickBooks Handle My Inventory" publication.


If you are looking into the Advanced Inventory module, keep your focus on the Enterprise edition of QuickBooks - that is the only place you'll find it.

And - if you are new to Enterprise, the only place Advanced Inventory can be found is in the Platinum subscription level. Current users of Enterprise with an up-to-date full service plan can still purchase Advanced Inventory separately (I am a reseller, so let me know if you need it).


Based on e-mails and calls I have been receiving, there seems to be a lot of confusion about just what features and functionality are wrapped inside the QuickBooks Advanced Inventory package.

To help reduce the confusion, I have put together this short video that will help you see what is (and is not) included in QuickBooks Advanced Inventory (click here to view the video)



Looking for other advanced inventory solutions that integrate with QuickBooks? There are a number of them available to you. Some are rather basic (but still very functional), and others have a lot more horsepower than the Advanced Inventory for QuickBooks package (and a price tag to go with it).

Feel free to contact me so we can arrange a consultation to help you make the right decisions when it comes to tracking the inventory needs of your business. I have been helping businesses with their QuickBooks and inventory for over 15 years.





17 Things You Should Be Doing to Reduce Accounts Receivable

My friends at Anytime Collect have put together a terrific resource guide titled "17 Things You Should be Doing Right Now to Reduce Outstanding Accounts Receivable."

Bookkeeper - July 2014As you think about your accounts receivable (you are thinking about them, right?) and the systems you have in place to monitor them, one key fact stands out:

  • Every dollar outstanding in your receivables is a dollar that is NOT sitting in your bank account to fund your operations!


Having an effective credit and collections strategy and related applications has been shown to have the following benefits:


To get you started, here is a short list of ideas:

  1. Create a plan - this becomes your road map to success in managing your receivables
  2. Provide accurate and timely information - this step covers not just those internally that are managing receivables but also to your customers as well
  3. Set up Key Performance Indicators (KPI) - your favorite NFL team is evaluated by their won-loss record and and other statistics, right? So should your credit and collections systems.

Here are 14 more ideas on how to reduce your accounts receivable.


QuickBooks can provide you with some of the core reports to begin the process of managing your receivables such as:

  • The A/R Aging Summary
  • The Collections Report


QuickBooks is really not so hot at handling the automation many businesses need to see real improvements in reducing the money they are owed.

Enter Anytime Collect.

Anytime Collect is a budget friendly and rich suite of tools you can rapidly implement to start putting a dent in your receivables and keeping them under control.

Anytime Collect has full integration with your QuickBooks as well, so put your worries about double-data entry to rest.

Get more information on Anytime Collect for QuickBooks today or contact me with questions.



Work Smarter in 2015: Less Clicks = More Money?

I interrupt your work in QuickBooks to ask you the following...

As you forge ahead with your goals and plans in this new year, are you looking for ways to:

  • Manage contacts?
  • Automate some of your marketing?
  • Sell online?
  • Process payments?
  • Analyze and improve performance?
  • Integrate systems?

If so, you will want to take a look at this interactive demo from Infusionsoft, the leading sales and marketing software for small business. Click the graphic below to get started:

Infusionsoft has been a big part of my sales and marketing system for nearly two years - I hope you take the opportunity to check it out for your business as well...



Stop Messing with Accountants' Copies of QuickBooks

  • Tired of messing with accountants copies of QuickBooks files?
  • Don't want to hassle with transporting flash drives with backup copies of QuickBooks between computers?
  • Trying to find a replacement for the QuickBooks remote access that has been discontinued?

QBox can be your solution...


QBox software allows you to setup and share QuickBooks files with any number of other users (but only one person can use the file at a time - this is perfect for outside accountants!).

It deploys a locking technology so that is no file corruption or possiblity of conflicted copies. Only one person can enter data at a time. All others can read the data, but they can't make changes until the file is "unlocked".

Here is a quick overview of how QBox works:



Scenario 1: A small business uses QuickBooks and wants their accountant to be able to access the file to run reports, post entries, etc.

They could mess around with making an accountants' copy of their file and getting it to their accountant, or they could make a backup of their file and shuffle it to them too.

A better solution - simply set up a QBox account and share the QuickBooks file with the accountant (or anyone else as desired). Problem solved.

Scenario 2: You use QuickBooks in the office, but also use it on a laptop when out of the office.

Traditionally, many businesses copy their QuickBooks file between the computers via a flash drive, by using DropBox, or some other method that has a high risk of messing up critical accounting data.

A better solution - set up a QBox account and access the QuickBooks file from there. All updates are automatically synced and you work with the most updated information each time with no hassles.


Absolutely not. Plans start at just $9 per month, with a discount offered when you sign up for an annual plan.

If you work for an accounting firm, this cost is nothing compared to the cost of time and frustration when working with backups or accountants copies that don't work properly.

If you're a small business trying to work across multiple machines, QBox will pay for itself in short order.


If you're excited by the thought of simplifying QuickBooks, you will want to take a closer look at QBox today!