QuickBooks users: Save hours on data entry by syncing your expense management solution

If your company is still managing expense reports manually, staying on top of it all can be frustrating and time consuming. 

This is especially true when trying to keep your manual expense management spreadsheets synced with a modern accounting system like QuickBooks.

If you’re a QuickBooks user (for QuickBooks Online, Desktop, or Enterprise), then you have an opportunity to save hours on data entry. You can do so by integrating QuickBooks with Tallie. 

Tallie gives you hours of your time back. It’s a turnkey expense management solution that integrates seamlessly with QuickBooks, giving you an end-to-end expense workflow that’s easy and automated. 

Tallie and QuickBooks integration

Source: https://www.techvalidate.com/tvid/53E-F71-345

You can watch this 60-second overview or keep reading to learn how Tallie’s accounting integrations will save you time. 

How Tallie’s QuickBooks integration saves you time

Activity-based syncs

Your accounting data is always updated in Tallie and QuickBooks, right after a change is made. That means your data transfers are instant and automatic when you make a change in Tallie (or a change in QuickBooks). These automated syncs are called activity-based syncs. 

How this saves you time: Say goodbye to manually syncing your data between your expense management spreadsheets and QuickBooks. 

General Ledger (GL) Mapping

Employees can easily submit expenses by snapping a photo of receipts on their mobile device. From there, Tallie automatically matches the captured expense with previously mapped GL accounts imported or synced from your accounting system. 

You can also dynamically generate invoices in QuickBooks based on billable expenses that are mapped to your expense accounts or items. 

How this saves you time: There’s no more human error to double check for in your GL mapping. 

Data delivery

Fully coded expense data is delivered directly to QuickBooks in the right format for your company — including bills, checks, and credit card transactions. The full line item detail is provided, along with original source documentation and the ability to map expenses to accounts or items. 

What’s more, you can trust that expenses from Tallie will meet the requirements of your corporate expense policies when they arrive in QuickBooks. Tallie users can set up automated flags and rules to help ensure submitted expenses are all compliant.

How this saves you time: You can rely on accurate accounting and expense data, removing the need for manual audits. 

How Tallie’s integration with QuickBooks compares

Here’s a full run-down of the integration quality of the Tallie and QuickBooks integration, as compared to integrations with expense management tools Concur or Expensify.

Tallie integration with Quickbooks - features

Learn more about how Tallie’s integration with QuickBooks works here. Ready to start saving time with the Tallie and QuickBooks integration? You can get started with our 14-day trial — no credit card required.

ROI on expense management in less than a month? Yes, it’s possible

Many small- and medium-sized businesses know they’re wasting time with manual and paper expense solutions, but finding the right expense management software may feel daunting.

How can you be sure it won’t be a big waste of money and time? We’ve taken a look at three different organizations that made the switch from spreadsheets to expense software and achieved a full return on investment in less than one month.

Below, take a look at the problems these organizations faced and the solutions that in turn made their investment worth it, in both time and money.

Fun fact: According to customer surveys, 66% of Tallie users saw a return on investment in two months or less.

Case Study 1: How Match Charter Public School boosted employee morale and easily synced up with accounting software

Organization: Match Charter Public School
Industry: Educational institution
Previous solution: Spreadsheets, paper/manual process
Integrations: Bill.com, QuickBooks

Administrators at Match Charter Public School were facing a dilemma: their expense management process was time-consuming and painful. Employees received reimbursements slowly, data input was sometimes inaccurate, and reconciling credit cards was a headache.

They finally decided to ditch the spreadsheets and paper and move to an automated solution with Tallie. The affordability, ease-of-use, efficiency and productivity gains, and fast and easy implementation all made the switch worth it. Seamless integrations with Bill.com and QuickBooks were also a breeze.

In less than a month, the organization immediately saw a return on investment and saved over six hours a month on administrative tasks. Not only did this increase productivity and save time and money, it also decreased stress levels and boosted employee morale.

“Before Tallie, [manageable AMEX reports] were a nightmare,” said CFO Anne Healy. Now, it’s easy to process employee reimbursements. “[I] love the product and recommend it to anyone who will listen. It’s user-friendly with great documentation and syncs with QuickBooks or Bill.com.”

Case Study 2: How Vast.com saved 4 to 6 hours a month through automation

Company: Vast.com
Size/type: Medium enterprise
Industry: Computer services
Previous solution: Spreadsheets
Integrations: Bill.com for accounting

Before choosing Tallie as its expense management solution, the team at Vast was struggling with manual spreadsheets, reconciling credit cards, and obtaining approvals from people managers.

Tallie helped Vast’s finance team save four to six hours a month by automating expense report submissions. Recording expenses into financial software also had some of the biggest impact on their business.

The company also took advantage of easy reimbursements, seamless integration with their accounting solution, and easy credit card reconciliation.

Case Study 3: How PX Technology LLC went from a disjointed process to seamless reimbursements in less than a month

Company: PX Technology LLC
Size/type: Small business
Industry: Computer software
Previous solution: Paper/manual process, CRM system – Connectwise
Integrations: QuickBooks

The team at PX Technology LLC conducted their expense management through manual processes and CRM, which made processing expenses time-consuming. They needed help to speed up transcribing receipts, implement a better approval process, and reconcile credit cards.

They decided to go with Tallie based on its automation, ease-of-use, and integration with accounting systems and ERP. Once they made the switch, PX Technology found it easy to reimburse employees and manage credit card reconciliation. They also enjoyed the integrations and notable improvement in the finance team’s productivity.

Overall, the team saved two to four hours a month after implementing Tallie. The team was happy to have a more efficient, paperless expense reimbursement process. With fast reimbursements and a seamless QuickBooks integration, the result was a much easier reimbursement process — and an immediate return on investment.

The recurring theme between all these organizations? Cutting down on manual input to save time, money, and sanity for their teams. Even if making the switch to expense software feels daunting at first, you may find your teammates will be relieved once they have a better solution in place.

Tallie can help

Tallie offers expense management solutions for small businesses with accounting needs in mind. Sign up for a free trial of Tallie, complete with integrations with the accounting system of your choice.

Accountants: How to find the best expense management solutions

As an independent accountant, your business is already familiar with high-quality accounting software. But being just as knowledgeable about expense management software will serve you in two big ways.

First, the obvious: knowing the best expense management solutions for other small businesses makes you an invaluable resource for your clients. It also enables you to do the best work possible for them.

Secondly, running your own firm with expense management software allows you to walk the walk and automate those time-consuming tasks that you can’t use for billable hours.

In this post, we’ll go over the best expense management solutions for both you and your clients — especially ones that integrate with your favorite accounting software.

Before you decide on the best expense management solution for you and your clients, it’s important to look at the common challenges facing small businesses and how software can help address those issues to save valuable time and money.

Identify concerns and issues

Which of the following applies to you or your clients?

1. Manual tasks

Eliminating or reducing repetitive manual tasks is one of the top reasons for any small business to invest in expense management software. Doing so frees up time for you and your clients to focus on bigger-picture goals. And according to a data report by Iron Mountain, automating the Accounts Payable process reduces 90 to 95% of paperwork.

That may include:

  • Manual syncing with accounting and bill pay software
  • Manually reviewing expenses one by one
  • Manual expense entry taking valuable time

2. Processing and communication issues

Expenses often get stuck in drawn out approval processes, which is time consuming for employers and frustrating for employees. See which in the following list may apply:

  • Expenses getting stuck in reviews and approvals
  • Waiting for bank statements to categorize and enter expenses into accounting systems
  • Needing to ask employees for the nature of each transaction in order to properly code them
  • Employees holding onto receipts for months on end
  • Slow reimbursements causing complaints

3. Financial tracking

Where is all that money going, and how can it be saved and invested in a smarter way? Spreadsheets rarely provide all the answers. A study by McKinsey found that almost half of respondents said at least 25% of their general and administrative spend was invested in the wrong areas relative to business strategy. Your your client may be experiencing:

  • Lack of visibility over employee spend
  • Lack of insight into quarterly and departmental trends
  • Not easily tracking spend against projects

Prioritize the most important features

Once you’ve identified the issues, it’s time to look for solutions. Every expense management solution has its benefits and drawbacks, whether that’s on features or pricing. What do you or your clients want to prioritize in a solution? You can take any of the points on this list and arrange them from most important to least important to help you decide.

1. Accounting software integration

What is your accounting software of choice? Does your client use the same type of accounting software, or have you recommended it to them? Picking out an expense management solution that seamlessly integrates with the former will prevent needless manual inputting and updates down the road. Look for a solution that helps with:

  • Integrations with bill pay systems
  • Central reviewing for payments
  • Faster reimbursements for employees

When looking for integrations, consider which solutions integrate with some of the most popular accounting and bill pay systems:

2. Speed and convenience

Nobody enjoys the time-consuming nature of manual data entry or desktop-only features. Consider if speed and convenience are a priority to you or your clients. Smart software can also integrate with accounting systems and simplify travel expenses and booking in a way that automatically enforces your travel expense policy.

  • Mobile apps for android and iOS
  • Automated receipt scanning (OCR)
  • Linked business credit cards
  • Automated expense creation
  • Integrated accounting system lists
  • Simplified travel expenses and booking
  • Mileage tracking

3. Workflow and organization

Even within a small company, it’s easy for miscommunication or a lack of protocol to prevent expenses and invoices from being processed quickly. Finding expense management software that bakes in an approval process may make it easier for both you and your clients to speed up approvals and reimbursement times.

You may look for features such as:

  • Approval hierarchy
  • Company organization
  • Non-employee users

4. Expense policy compliance and internal controls

Just like with workflow and organization, a faster process often comes down to good communication. According to the Harvard Business Review, 57% of employees report not being given clear directions, and 69% of managers aren’t comfortable communicating with their employees in general. Built-in features can help clear up some of these issues: 

  • Chat, comment, and in-mail communication
  • Automated policy rules
  • Transparency

5. Credit card transactions

Most small businesses benefit from credit card usage, even if they’re not getting corporate discounts. Check if the expense management software you’re considering has the following:

  • Corporate card transaction integration
  • Corporate card statement reconciliation
  • Card issuing

Once you’re clear on the specific challenges you and your clients are facing, it’s easier to sift through features and decide which ones matter most. Whichever expense management software you choose, automating manual tasks and gaining insights into spend will make a huge impact on day-to-day activities.

Tallie can help

Tallie offers expense management solutions for small businesses with accounting needs in mind. Sign up for a free trial of Tallie, complete with integrations with the accounting system of your choice.

How integrations save you time on expense management

One of the most time-consuming aspects of managing expenses can be syncing your data with your accounting and bill pay systems. Double checking expense data, uploading files, syncing data daily — all those manual tasks add up. 

Good news: You can automate your accounting workflows from end to end with integrations. Some expense management tools, like Tallie, can integrate with your accounting and bill pay systems. You’ll save time, but you’ll also improve data accuracy and expense policy compliance. 

Here’s how integrations can save you time on your expense management. 

100% synced data

Look for integrations that nix the need for manual syncs on your end. Rather, your integrations between expense management, accounting, and bill pay systems should all work in tandem. Here’s how:

Activity-based syncs

An integration with activity-based syncs records and syncs data each time a change happens to list data in your accounting or bill pay system. That means your accounting data will always be up-to-date in all systems.

General ledger mapping

With GL mapping, captured expenses are automatically mapped with your General Ledger accounts. 

Data delivery

Look for expense data delivery that’s comprehensive. Expense data should be delivered via bills, checks, credit card transactions, or expense reports. 

Tallie’s expense management system proves each of these features, saving you time and automating data syncs between systems. 

Seamless access across your teams

Expense reimbursement impacts everyone at your business, from the employees getting reimbursed to the finance and accounting functions overseeing the process and the small business leader looking to streamline processes. 

Here’s how integrations can benefit your entire team: 

Small business leaders can more easily onboard new team members. In your accounting system, create the record for your new employee and/or vendor. When you head to Tallie, the information will be in there. Grant the employee an invite and you’re good to go. 

Employees can track client expenses as soon as your project starts. In your accounting system, input a new client project. It will immediately become available in Tallie, so that employees can track client expenses in Tallie from the get-go. When a project is completed, it will immediately be no longer available in Tallie for expense tracking. 

Your finance and accounting teams can more easily clean up your general ledger to stay policy compliant. Your integrated systems shouldn’t attempt to use deactivated or erased accounts; Tallie detects those changes and prompts you to correct issues prior to export.

Fast integration set up

Setting up your integrations should be easy and fast. Look for a streamlined set up experience, myriad resources and guides, and easy access to a support team if you have questions. 

With Tallie, high percentages of administrators find Tallie integrations easy to manage. In fact, nearly 100% of Tallie customers said Bill.com; QuickBooks Online, Desktop, or Enterprise; and Sage Intacct were easy to integrate. 

Learn more about Tallie integrations

Watch our video on how Tallie syncs with your choice of accounting software:

Tallie integrations can automate your accounting workflows [infographic]

While more than half of small businesses use an accounting software solution, one-third of companies are still recording their finances without using software. 

Keeping your accounting data updated and accurate shouldn’t require so much manual work. But between double checking data, file uploads, and nightly syncs — it can all feel too familiar. 

Luckily, there are options to automate your accounting workflows from end to end, such as Tallie’s expense management software solution. 

Tallie expense management software syncs expense data with accounting and bill pay systems. After switching to Tallie, our customers reduced the amount of time spent on manual work by up to 6 hours per week — meaning your team has more time to focus on the financial health of your business. 

How can Tallie’s integrations improve your business’s financial health? We’ve outlined some of the key highlights below. 

Integrations with the best accounting and bill pay systems

Integrations are only as strong as the systems they integrate with. Tallie’s award-winning integrations extend to: 

“We chose Tallie as a partner for its innovative approach to the expense report nightmare, deep partner integration, and dedication to the best customer experience.” – Bill.com CEO René Lacerte.

100% synced data

Tallie’s integrations are built with bi-directional syncs to save you time and ensure data accuracy across systems. You’ll enjoy:

  • Real time syncs – Your accounting data will update in both systems, right after a change to list data is made. 
  • GL mapping – Captured expenses are automatically matched with General Ledger accounts. 
  • Data delivery – Expense data is delivered via bills, checks, credit card transactions, or expense reports. 

So what does this all mean for you? Expense management, accounting, and bill pay systems all work in tandem, with no manual work required on your end. 

Easy integration set up

Simply put, it’s easy to integrate with Tallie. And Tallie customers agreed. According to a TechValidate survey, high percentages of administrators find Tallie integrations easy to manage. In fact, nearly 100% of Tallie customers said Bill.com; QuickBooks Online, Desktop, or Enterprise; and Sage Intacct were easy to integrate.

Award-winning integrations

You can trust that Tallie’s integrations are of the highest quality. Tallie has earned awards for its integrations with Intacct, QuickBooks Online, and Bill.com.

Accounting teams love Tallie too

Your finance team overseeing expense reporting isn’t the only department to benefit from Tallie integrations. Your accounting team or firm will also be able to easily streamline its workflows and stay policy compliant. In fact, many accounting firms recommend Tallie to their clients. 

“Tallie has worked well for my clients,” says Meredith Smith, consultant at streamlinedstrat.com. “It is easy to set up and integrates well with QuickBooks and Bill.com.” 

Try Tallie’s integrations for yourself

Sign up for a free 14-day trial today. No obligation, no credit card required.

How did Match Charter School automate their expense reporting with Tallie integrations?

Match Charter Public School is a Boston-based public school with a mission to “prepare students for success in college and beyond, particularly those who would be the first in their families to earn a college degree.” 

Expense reporting challenges

Before choosing Tallie, Match Charter School had used spreadsheets and manual processes to manage expenses. As a result, Match Charter School faced a challenging experience with the following elements of expense reporting:

  • Reconciling credit cards
  • Reimbursing employees faster
  • Implementing an approval process
  • Transcribing receipts
  • Ensuring data accuracy

Results after switching to Tallie

Ultimately, Match Charter School chose Tallie to solve these problems over expense solutions like Expensify and Concur. 

“Love the product and will recommend it to anyone who will listen.” – Anne Healy, CFO, Match Charter School

Since starting to use Tallie, Match Charter School has saved 6+ hours per month and started seeing a return on their investment in under one month. They’ve also reported being “extremely satisfied” with their experience interacting with Tallie’s support team. 

The Match Charter School team saw significant improvement in reimbursing employees, managing and reconciling credit card transactions, and integrating with their accounting and ERP system. 

“Tallie is user friendly with great documentation and syncs with QuickBooks or Bill.com. It works great for both employee reimbursements and for corporate AMEX card documentation.” – Anne Healy, CFO, Match Charter School

Solutions

Match Charter School chose Tallie over Expensify and Concur because of Tallie’s ease of use, automation, and “extremely easy” integrations with Bill.com and QuickBooks Online, Desktop, or Enterprise. 

Ease of Use

Match Charter School now enjoys an expense reporting process that’s easier for both employees and Tallie admins. With Tallie, employees can submit expenses by simply snapping receipt images with their phone and letting the system populate their expense reports for them. Admins can enjoy streamlined approval workflows, real-time integrations with accounting and bill pay systems, and credit card reconciliation — all of which helps them more easily reimburse employees on time. 

Automation

After switching to Tallie, Match Charter School was able to automate expense workflows — saving time and improving productivity as a result. Tallie automations include: 

  • Expenses automatically added to reports with their data populated
  • Categorization of expenses based on general ledger
  • Expense reimbursements and credit card statement remittance through Bill.com
  • Rule enforcement to stay compliant with expense policies
  • Credit card expenses with receipts
  • Detection of expense duplicates

Bill Pay and Accounting System Integrations

Match Charter School cited the “extremely easy” integrations with Bill.com and QuickBooks Online, Desktop, or Enterprise as a reason for their satisfaction with Tallie.

The Bill.com integration supports the bill pay workflow in full, from corporate expense management to bill pay. With the QuickBooks integrations, Tallie expense reports are transformed at the click of a button into QuickBooks bills, checks, or credit card transactions. Tallie’s activity-based syncs mean Match Charter School can trust that their accounting data is always updated between systems, in real time. 

Additionally, Tallie offers integrations with Oracle NetSuite, Sage Intacct, and Xero. Learn more about Tallie’s award-winning integrations

Try Tallie risk-free with a free 14 day trial. No credit card required, cancel anytime.