Tallie How-To: Cash Advance Workflow & Expense Reports in QuickBooks Desktop

Automating your expense reports with Tallie is easy. Our bi-directional integration with QuickBooks Desktop forms an intuitive and customizable expense management solution. If you are a QuickBooks Desktop user who wants to create cash advances for your employees, here is the recommended workflow. This article will cover:

  1. How to create a cash advance account in QuickBooks Desktop.
  2. How to create and pay the cash advance.
  3. How to create the credit.
  4. How to apply the credit to the expense report.

1. To create a cash advance account in QuickBooks Desktop:

Open the Lists menu and click Chart of Accounts.

Click the Account button in the lower left corner, then click New.

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Select Other Account Types, then choose Other Current Assets, then click Continue.

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Complete the details for your account (name and description.) We recommend naming it “Employee Cash Advance.”

Click Save.

2. To create and pay the cash advance:

Click on Enter Bills under the Vendors drop-down menu.

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Input the amount you want to pay your employee, then map it to the Employee Cash Advances account.

Click Save and close.

Next, click on Pay Bills under the Vendors drop-down menu.

Check the box next to your newly created bill, then click the Pay Selected Bills button to cut the check.

3. To create the credit:

Click Enter Bills under the the Vendors menu, then select the Credit button.

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Enter the amount of the cash advance, and assign it to the employee. Be sure to map it to your Employee Cash Advances account once again.

Click Save and close.

Check Your Work:  Click Lists and then Chart of Accounts.

Make sure that the Bill and Vendor Credit are both present and that the Employee Cash Advances Account has a zero balance.

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4. To apply the credit to Tallie’s exported bill:

After your employee spends the advance, they will submit their expense report in Tallie. Approve the report to export it to QuickBooks Desktop.

Open QuickBooks Desktop and click the Pay Bills icon on your Home.

Find your employee’s expenses beside their available credit.
• If your employee spent more than the total cash advance, the excess will be paid with the bill.
• If your employee spent less than the total cash advance, the remaining credits can be kept to use later.

NOTE: You may also ask the employee to pay back the difference right away. In some states, terminated employees are not legally obligated to repay any advances or loans to their ex-employers.

Check the box next to the bill, then click Set Credits.

Check the box next to the credit, then click Done.

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Now that the credit is applied, click Pay Selected Bills. The bill should now be marked as paid.

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Want to take advantage of our integration with QuickBooks Desktop? Automate your expense reports with Tallie FREE for 14 days – no credit card or commitment required. Care for a walkthrough by a trained expert first? You can schedule a free Tallie product demo with one of our experts.

Five Reasons to Make the Switch to QuickBooks Online for Expense Management and More

We get it, change is hard. If you’re accustomed to the desktop version of QuickBooks, you may be hesitant to give QuickBooks Online a shot. Fortunately, Tallie offers a complete, easy migration path to make your move as quick and as painless as the push of a button.

But if you’re still on the fence, here are the top five reasons to switch from the desktop QuickBooks to QuickBooks Online!

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5. Access anywhere, any time, from any device!

Need to enter some data from home? Stuck in an airport, and don’t have your work computer handy? QuickBooks Online provides access to all of your books from just about anywhere, even via your tablet and smartphone. While it’s true that QuickBooks desktop also offers remote access, it’s limited to only one user at a time—QuickBooks Online provides this service for up to 25 simultaneous users, so there’s plenty of room for everybody!

4. Automatic backups through the cloud.

Uh oh. Did you forget to transfer your latest save to your external hard drive? Has your external hard drive just exploded? Well, QuickBooks Online will automatically back up your files at regularly scheduled intervals, storing them safely in the cloud. Not only is your data safe from those dreaded, poorly-timed hardware malfunctions, it’s also protected by two secure firewalls. And don’t forget that Tallie is the only expense management option that uses true bi-directional integration to automatically transfer all of that data to QuickBooks Online. Any and all of the changes you make via Tallie or QBO are instantly updated and shared between the two.

3. Support is included.

Everybody needs a little help at some point—and we all know that it seems like things only start to go wrong once the product’s free support period has ended. While owning the desktop version of QuickBooks will entitle you to some free support, you’ll eventually need to purchase a Care Plan if you want that service to continue for the entire lifetime of the product. Fortunately, support is unlimited with QuickBooks Online, and its provided at no additional cost.

2. You’ll always get the latest upgrades.

The great thing about an online service is that you can always count on receiving every update, fix, and improvement as soon as they’re implemented. In the meantime, if you want to grab the latest version of your QuickBooks desktop software, you’re going to have to pay for it. QuickBooks Online upgrades are always included, and are usually released two to three times a year.

1. More flexibility and customization.

Every accountant has a different system, and it can be frustrating when your expense report software doesn’t jive with your own customized setup. QuickBooks Online offers more options for customization and increased specificity, such as class AND location tracking, multiple AR and AP lines in journal entries, and better functionality for firms with multiple offices.

But don’t forget, if you’re not ready to make the switch from the desktop QuickBooks to QuickBooks Online, Tallie will still support you. In fact, Tallie Connect is designed to bridge your offline expense report software with our online service, regardless of which version you use. This means that no matter what your preferred system, Tallie’s easy-to-use and highly customizable service can provide the best, most seamless experience possible. Some things never change!

QuickBooks Online & Beyond: What It Means to Have True Bi-Directional Integration for Expense Management

After 5 years in the industry, I’m always happy to talk shop with anyone ranging from prospective clients to personal friends. Once we start talking about back office processes, I can generally make some suggestions – including recommending Tallie for expense management. It’s easy to set up, backed by a knowledgeable Product Expert Team, and built by people who know what accountants need. Add on top of this seamless, bi-directional integration to your accounting system, and the solution becomes powerfully clear. Here’s why:

Integrate with Tallie and Customize Your Setup

With your Tallie account synchronized with QuickBooks Desktop or QuickBooks Online, Tallie lets you reimburse your employees and vendors as you need to. Want to bring over checks to reimburse your employees? Done. Need employees mapped to vendors to bring over bills instead of checks? Done and Done.

Are your expenses generally billable? Great! Tallie can map expense categories to service items instead of directly to expense accounts. Now, they’ll look better on invoices and you’ll be able to better track the revenue. Here’s how!

Tallie can also limit class and project selection per person and make these selections optional or mandatory.

Additionally, Tallie enables you to manage your corporate credit card workflow and export these charges as either Credit Card charges in QuickBooks Desktop or Expenses paid by the Credit Card in QuickBooks Online.

Trusted, True Bi-Directional Integration

Not all integration is truly ‘bi-directional.’ Tallie keeps all your information in constant communication with each other. Need to add a class quickly? Add it in Tallie and within seconds it’ll appear in your QuickBooks Desktop or QuickBooks Online. Inactivating or adding projects in QuickBooks? That’s not a problem, Tallie will follow suit.

The idea behind true Bi-Directional Integration is this: When you add, remove or make a change in one system, it’s reflected in both Tallie and your accounting system.

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Approval Flows and Policy Control

Tallie handles complex approval routing. Both sequential routing and monetary approval routing are covered and can be set up dozens of different ways to accommodate your company’s complex needs. Or not so complex – if you only need one or two approvers, we’ve got you covered. Here’s how to set this up.

Policies can be utilized to limit expense categories per user or user’s group, require receipts per expense category or amount and ensure that the individuals your user dined with are listed as attendees on the expense itself.

I always invite anyone interested in Tallie to sign up for a personal product demo with one of our trained experts. If you’d prefer to see Tallie in action for yourself, you can always try Tallie free for 14 days. If you have any questions about Tallie, our integrations, features, or anything else, please don’t hesitate to give us a call at 800-592-5144.