Expense Management Feature Highlight: Manual Credit Card Upload

To automatically import your transactions, Tallie is built to directly connect with 500+ credit card brands – and that number continues to grow. We constantly strive to keep pace with the rapidly expanding credit card industry, though acknowledge that our customers may have credit cards that we don’t yet directly connect with. Because of this, we’ve recently launched a new Manually Add Account feature to enable credit card transaction file uploading. It’s a feature so highly requested, we felt compelled to create an intuitive user experience that streamlines the upload process, even if our direct connection is currently unavailable.

You may wonder how a transaction file upload feature could be an intuitive feature. It’s a simple upload function, right? Wrong! Tallie is the only expense management software product to offer this type of upload. We listened to our users’ requests and challenged our engineering and design teams to understand the “why” behind it all. The result was powerful.

Tallie chose to create a new way of connecting, storing, and remembering your credit card preferences. We know that most businesses are not expensing random charges from a variety of cards; most companies routinely use a calculated, purposeful process for handling credit card expenses. We believe that whether a company imports credit cards via direct integration or a manual file import, the opportunity to always reference charges to cards should always be available.

Now, in Tallie, you can create and store a credit card profile for both your directly integrated credit cards and those credit cards that require manual file transaction upload.

Manually Upload Your Credit Card Statement Data in 5 Easy Steps

Step 1: Log into your Tallie Account and click “Credit Cards”

Step 2: Select “Manually Add Account”

Step 3: A box will pop up, asking you to enter your bank. If your bank account isn’t listed, select “Other Issuing Bank”tallie-credit-card-upload-expense-management-software

Step 4: Now, you’ll be prompted to enter a name for the account. Select whether the charges from the account are reimbursable or non-reimbursable, and which in currency the transactions exist.

Step 5: After entering your information, Tallie will ask if everything looks alright to you, and whether or not the transactions are purchases. Next, a success window will appear. Simply drag and drop your charges into the window. After it processes, select the transactions you’d like to appear as Purchases and click “Import.” That’s it – you’re done!

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Tips & Tricks for the ‘Manually Add Account’ Feature

1. Easily drag and drop transactions from your desktop into your Tallie account.
2. You can now import older charges or mass upload reimbursable transactions.
3. As a quick fix for special cases, use this feature to quickly import credit card charges and then delete the credit card immediately afterwards.

As one of our highly requested updates, Tallie’s new credit card upload feature is proving to be quite a hit. If you have any additional questions regarding this tool or expense management you can visit the Tallie Support site.

How has the feature improved your expense report workflow? Tell us in the comments below!

Tallie Unaffected by Heartbleed

Earlier this week, the Internet was hit with the Heartbleed bug that poses a serious threat to mass amounts of private information and data. No customer data stored in Tallie is vulnerable. We’d like to take a moment to help you understand the potential gravity of the Heartbleed bug, how Tallie protected your data, and what you personally can do to prevent compromised data in the future.

Heartbleed Security Bug

What is Heartbleed?

Heartbleed is a security flaw in OpenSSL’s implementation of the TLS/DTLS (transport layer security protocols) heartbeat extension (RFC6520). The bug has caused memory contents to leak from the server to the client and from the client to the server. While bugs in software are often fixed by new versions, Heartbleed has proven to be a “super bug” of sorts– leaving extensive amounts of private information vulnerable and exposed online. This extensive exposure, combined with untraceable attacks, makes for easy exploitation.

Your Tallie Customer Data is 100% Secure

On learning of the general issue, Tallie’s Development Team performed an exhaustive assessment of potential exposure and concluded that all user data is secure. Here’s why:

Our public servers are safe. The load balancer we use does not contain or use the affected OpenSSL component, and passes Heartbleed vulnerability testing without issue.

Our private servers are secure. All of our private servers operate within a Virtual Private Cloud (VPC) and are not accessible directly from the Internet. One Amazon Linux-based system within our VPC, which we use for coordination, is being patched, but hosts neither customer data nor sensitive access keys.  Even if it were sitting on the internet for all to see, it would not compromise customer data.

Some 3rd party services experienced minor exposure.  Some of the 3rd party services we use were vulnerable and have been patched by the providers. For these systems, we are following the recommended mitigation steps by regenerating access keys, though there is no indication of any breach or compromise, and again, no customer data is at risk indirectly via these particular systems.

How to Remain Protected Moving Forward

Stay out of accounts from affected sites until the company has patched the problem. Most major companies should release announcements regarding the status of their security. If they have not, Tallie recommends that you contact the company to verify the safety of your data.

Change your passwords ONLY on officially patched sites. Start with personal financial login information, then email accounts, then software solutions that affect business and professional matters. After all critical accounts have updated passwords, then begin updating the rest of your personal and business accounts.

REMEMBER: In order to truly remain safe, you should diversify your passwords and never use the same password for all critical accounts. If you have used a password for your Tallie account that is shared across several different online accounts, we recommend you change your Tallie password to be safe.

Routinely check on your financial statements. Manually scan your credit card statements, for both personal and business, for any suspicious charges over the next few months. If you see a charge you do not recognize, contact your bank immediately to report it.

The unyielding protection of your information remains our highest priority here at Tallie, and this commitment has proven critical in moments of vulnerability such as this. If you have any additional questions, please leave them in the comments below and we’ll reply as soon as possible!

Register for Tallie’s End-User Expense Training Webinar: 3/26 at 1 pm PST

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Kick start your Tallie experience and have your questions answered by a member of our Product Expert Team!

Wednesday March 26th at 1 pm PST

In this 30-45 minute webinar, we will go through a quick product demo and highlight how to use some new and powerful expense features. We will then run through the most popular support questions our team receives, and respond to audience-submitted questions.

Register for the End-User Training Webinar Now!

We look forward to seeing you there!

Sincerely,
Team Tallie

Tallie’s “Get Started Guide” Offers User Expense Training (Download or Easy Viewing)

Every time a company chooses Tallie, we are proud to offer a quick and painless (we promise!) implementation process with our Product Expert Team. No matter the scenario– Bill.com integration, QuickBooks integration, or a powerful combination of the two and beyond, our implementations always leave our new clients happy and confident in their new accounting workflow. Amazing, right?

Now we’ve decided to take it one step further. Tallie created an easy to follow  guide that clients can use as a point of reference for expense  training current users and onboarding future employees. For maximum flexibility, you can view the guide below, or click through to our Slideshare account and download the presentation for safe keeping.

March Madness: Tallie’s 9.15 Release Notes

Greetings! The Tallie Team is happy to announce our newest release including feature updates that will make your heart sing and your accounting workflow easier than ever. Let’s jump in:

1. Credit Card Upload Feature

For those of you whose credit cards are not yet supported by our direct sync, we now offer Manual Credit Card Setup. Once a user sets up a credit card manually, he or she can regularly upload credit card transaction files found on the bank website. Tallie will retain credit card settings and preferences and apply these each time a transaction file is uploaded.

To do this, navigate to your “Credit Cards” page and click “Manually Add Account,” complete the setup process, and upload your first file. From then on, you can select to import transactions from that credit card profile by clicking “Upload New Transaction File.”

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For more information, visit the Tallie Support Portal – Credit Card Uploads.

2. Event Listening between QuickBooks and TallieConnect

TallieConnect’s focus has always been to keep your QuickBooks in lockstep with your Tallie account. Now, if TallieConnect is running when you create, update, merge or delete list items, it will recognize and sync those changes into your Tallie account immediately, without need for manual sync. So long as you keep TallieConnect open, we’ll handle the rest.

Example scenario: Kathy is cleaning up her customer list and needs to delete some subjobs or rename them. TallieConnect will immediately send this information to Tallie to keep both in sync in real-time.

Need help setting up TallieConnect? Find all the information here.

3. Updated People and Projects Areas

Keep up to date on your People and Projects with Tallie’s filter tools.

Example scenario: Dave wants to filter the clients who haven’t yet logged into Tallie. By opening up the filter and clicking “Send Invite,” he can now only see the people who haven’t logged in. This makes it easier to invite new team members to use Tallie!

In the “People” section, we’ve reorganized the “Email” and “Expenses” areas to improve viewing capabilities and team management. In “Projects,” you no longer need to create a Company before creating a new project. Now you can simply go to “Projects” and create a new one.

4. Updated Custom File Export

We’ve updated and expanded our custom file export from Tallie. Previously, the focus was on giving you the ability to create a file for your payroll provider, but as we’ve added additional selectable fields and improved it’s capabilities, renaming this functionality as “Custom File Export” better represents the current functionality.

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We hope these updates provide an even greater Tallie experience for you and your business. If you have any additional questions, please contact our Product Expert Team directly at 800-592-5144 or support@usetallie.com

Sincerely,

Tallie Team

Top 5 Tips for IRS Record Keeping & Expense Management

Have questions about best practices relating to expense management? Tallie serves as a powerful receipt repository, so our Product Expert Team is well-versed in the do’s and don’ts of record keeping. Essential to any business, record keeping and proper documentation is critical to an optimized expense report workflow.

Fortunately, IRS regulations have evolved technologically, and electronic records can now directly replace hard copies. Gone are the days of filing cabinets stuffed with paper receipts! If an electronic system can efficiently and reliably house a complete reproduction of hard copy records, the IRS approves of businesses ditching paper copies. Here are some of the most common questions that the Tallie Product Expert Team receives regarding keeping records:

1. How long do I have to keep my records?

As a rule of thumb, CPAs tend to follow a 7-year rule (CPA.Net), although the IRS only requires that records be kept for as long as the tax return can be amended. There are regulations surrounding what changes can be made to a tax return post-deadline, including how long companies must retain records. For example, if you filed and paid your taxes on time, you have 2 years to file a claim for a refund. You would have to keep your records for that 2 years.

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2. Do you know of any instances where a receipt would not be required?

There are two examples in IRS Publication 463: If your expense, excluding lodging, is less than $75 OR if you have a “transportation expense for which a receipt is not readily available.”

3. Are there different documentation requirements for different types of expenses?

Yes. For example, for entertainment expenses a record must include the specifics (cost, date, location, description of type of entertainment) in addition to a description of the business purpose for the entertainment, the people that were in attendance, their business relationship, and whether or not your employee was present at the entertainment.

Conversely, gifts only require a record of the cost, the date it was purchased, and a description of the business gift. Here are additional details on what is required to prove specific types of expenses:

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Generally, as long as the record has the date, amount, merchant and any additional pertinent details, that should suffice (IRS table 5-1, pg 26). Most receipts have all of that information; however, Tallie transaction tiles  also have text field “Reasons” where additional information can be added. Companies that use Tallie can easily pull the address from the receipt image or look up attendee names in their CRM system.

4. Are there any types of expenses that I can combine to reduce the amount of records I have to keep?

Yes, there are a few types of expenses that can be combined. If you are traveling and take multiple taxis throughout the day, they can be combined into one taxi expense. Also, if you take a client out for drinks, even if you pay for each round separately, you can combine them into one expense.

5. Are my cancelled checks sufficient records for expenses?

No, not as the sole piece of evidence. Cancelled checks do have to be accompanied by a bill from the party the check was written to or some other form of documentation.

In the spirit of tax season, the Tallie Product Expert Team would like to know what questions you may have regarding proper record keeping and expenses best practices. Leave your questions in the comments below and we will reply immediately!