Let’s admit it, no one likes to do expense reports. Your staff return from business travel with a bag full of receipts and now have to somehow organise them into a neat expense report.
Wouldn’t it be nice if you could find a way to make it easier for your staff? It’s a win/win, if your company can automate the expense management process you will save on operating costs and your employees will not see it as a laborious task.
Imagine you didn’t have to keep all those paper receipts, instead you could take a picture of the receipt and it will automatically be uploaded to your personal Cloud Inbox for storage and further data entry.
And for digital receipts, a pdf file, an ebay invoice or a paypal receipt, they can be forwarded to an email address and will be recorded as an entry in the Cloud Inbox.
The best part of it is that recording everything online in the Cloud gives you the option of accessing your receipts online wherever you are. The account department does not need to chase the staff to fill their expense reports, they can just go ahead and do it themselves with a single click.
At the end of the month or at the end of a travelling trip staff members can select a date range, click one button and a PDF file with a summary table of all expenses for the selected period including original receipt images will be generated. Voila, there is your expense report!
This is the stuff that makes employees happy and more productive.
Easy Trace is a simple expense tracking solution and offers all the above discussed features so if you want to try out your download the free mobile app and you are ready to go.
While attending a local networking meetup I had a great chat with a bookkeeping business owner and she asked me this question, Is Easy Trace a bookkeeping service competing against other book keeping businesses? And my answer was “No”. Easy Trace is a receipt tracking solution, not a bookkeeping service.
I thought it would be good idea to write about it and explain how Easy Trace works great along side existing bookkeeping services and accountancy practices.
Easy Trace is a cloud based service that makes it easier for small and medium business to record their receipts, take an example of small businesses with 1-10 staff in the service industry, each staff member purchases tools, pays for parking or has a client meeting and pays for lunch. In most cases staff keep the receipts and when they return to the office, either give it to somebody for data entry or request for reimbursement by filling out a form and attaching all the receipts.
Later on a bookkeeper or an accountant enters these expenses into an accounting package and transfers the amount to the staff member.
The advantage of using Easy Trace in this case would be that each staff member just takes a photo of their receipts when they make a purchase and later on download an expense report with a single click or nothing to do if the organisation is shared with a bookkeeper.
In this case we still need a bookkeeper to import the expense report to an accounting package but instead of going through a pile of receipts, it is now in a digital format (an excel file) and can be dealt with ease. On the other hand the staff member does not have to fill out any forms, he would just take a photo of the receipt and forget about the rest. A clear productivity benefit.
In brief, Easy Trace helps the bookkeeper to deal with digitalised data instead of paper receipts, again a clear productivity gain and this way they are able to handle more business and offer great value to their clients.
We all need to store receipts for one reason or another be it for work expenses, tax purposes, product warranty, medical or insurance claims.
Most people have arranged themselves with a make-shift system, a drawer or shelf in the cupboard or even a shoebox where all the receipts land for the time being. This is a messy way of record keeping and causes a lot of stress at the end of the month when you need to put together your expense account or when you need to put together your quarterly or yearly report for the taxman.
On top of that the risk of losing or misplacing a receipt is very high which ends up costing you a lot of money.
The fact is in today’s day and age there is absolutely no reason to use a make-shift system as smartphones can do all the hard work for you. Once you have our Easy Trace app on your phone, every time you make a purchase all you need to do is simply take a photo of your receipt. Easy Trace will upload it to your very own personal Cloud Inbox for data entry, reporting and searching. Alternatively you can also forward your digital receipts via an email or upload them via a drag and drop web interface. This way all your receipts are securely stored in one place and can be accessed by you on your phone or online wherever you are.
Easy Trace will save you time and money and you will never look back at the way you used to do things.
Next time you take a picture of your receipt here are some tips to give you better results:
1. Make sure your picture is not blurry.
The receipt pictured below is too blurry. Make sure to focus in on the receipt.
2. Make sure you take a complete picture
Make sure that the vendor’s name, purchase date and total is in the picture.
The receipt below is easy to read and complete.
Feel free to drop us a line if you have any questions.
Most of us have done it – you are going somewhere for business and the family tags along for the weekend. Sure, it’s a great idea, you’re already there, your flight has been paid for and you often get a good rate when extending the hotel room into the weekend.
But consider this scenario:
A business trip takes you to Sydney, you arrive on Wednesday and you have a lunch meeting with clients. You cover the bill, take a taxi to see another prospect client and then have dinner back at your hotel with a few colleagues from the local office. You charge this to your room.
Thursday you take a taxi to the local company office for a meeting, go out for lunch with some colleagues and catch up with another client for a coffee later in the day. All your receipts end up somewhere in your briefcase. The family arrives on Thursday afternoon, they take a taxi to the hotel and have dinner there. Your business dinner also at the hotel finishes at 9pm and you join your family.
On Friday the family takes in all the Sydney sights while you have more client meetings, taking taxis to get from one meeting to the next.
You probably get the idea… by the time you check out you have a stack of receipts, some business and some personal.
A few weeks later when it is time to do your expense report you are not sure which one is which. Was the dinner on Thursday the one the family had or the one you had with the colleagues? What about the taxi receipts, you have taken the taxi but so has your family. And so it takes you hours to work through it and get all the details right.
The key to make this business/family trip work is to organise your receipts the moment you get them. Take a snap of the receipt with your phone, that way it can’t get lost and it is much easier to separate your personal from the business ones when you have them in digital form. Once you have our Easy Trace app on your phone these things will become a breeze and you can enjoy your family holiday.
If you are a sole trader or small business owner or any professional for that matter you have responsibilities to many people like your clients, your boss, your employees and accountants.
Accountants want to know everything about your work expenses, they want to see all receipts, invoices etc on time and preferably neatly organised. If you cannot provide these you will miss out on money that is owed to you.
This isn’t helped by the poor receipt keeping system a lot of professionals use, storing receipts in a drawer or shelf in a cupboard or even a shoebox. This is a messy way of record keeping and causes a lot of stress at the end of the month when you need to put together your expense account or when you need to put together your quarterly or yearly report for the taxman.
On top of that the risk of losing or misplacing a receipt is very high which doesn’t make your accountant happy and ends up costing you a lot of money.
The fact is in today’s day and age there is absolutely no reason to worry about where to keep your receipts and how to make sure not to lose them as smartphones can do all the hard work for you. Once you have our Easy Trace app on your phone, every time you make a purchase all you need to do is simply take a photo of your receipt. Easy Trace will upload it to your very own personal Cloud Inbox for data entry, reporting and searching. Alternatively you can also forward digital receipts via an email or upload them via a drag and drop web interface. This way all your receipts are securely stored in one place and can be accessed by you on your phone or online wherever you are.
Now if you are like the majority of people who don’t like data entry you can take advantage of our friendly data entry service. Our data entry team will take care of your receipts and you can either export your expense report in an Excel format or publish directly to MYOB.
So, if keeping track of your receipts isn’t something that you absolutely love, then sign up for free now and try out Easy Trace. You just might love it.
It all started last year when it was time to submit the BAS and I was going through a pile of receipts and bank statements to figure out what has been purchased for the past three months. Luckily I remembered most of the items but there were a few purchases from the bank statement I couldn’t figure out.
This made me think that there must be a better way do this. As you can imagine the first thing I did was to go online and search for an existing service or product to help me out. In my search I came across a couple of services but when I explored them a little I soon realised that there is no cost effective solution available. Also none of the service had all the features I wanted, for example, I wanted to be able to tag each receipt and also put comments against them. I also wanted to have multiple organisations and share the account with my staff and accountant so they have access to my receipts.
The next time when I went to see my accountant I asked him the question if he is aware of any product or services in this space, his answer also confirmed that there is no suitable product or services available.
I also spoke to a few more business colleagues and all of them confirmed that either their partner or bookkeeper takes of care their receipts or they do what I do at the end of each quarter.
That is when I had a light bulb moment to solve this issue by starting a cloud based product that is scalable and cost effective for small businesses like myself.
Here we are with our solution and we are excited that it will help many businesses facing the same issue.