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kind of processes webinar series today we're talking about scan writer how you can free yourself from david entry thank you for joining me for this one today my name is michelle wanna I am a CPA and the owner of long for success I'm the author of several different books you can check them out on Amazon if you're interested in them co-hosted the award-winning ultimate accounting beat on its same virtual conference for two days coming up in July I'd love to have you join me for that if you're interested I'd also encourage you to join my LinkedIn group we just passed over sixty five thousand members and it's a really great resource when you have questions and want to network with your peers I'm also thrilled to say that I've been teaching QuickBooks since about nineteen ninety nine and I started training for Intuit in the year 2007 and now over the past year I'm not just the national speaker but I've gone international I've had the privilege of not just going to cities all across the US but also all across Canada and I got to go to London for three and a half weeks last August as well as down to Australia for a couple of weeks at the beginning of this year so I really enjoy helping other accountants to learn more about QuickBooks QuickBooks Online as well as products like skiing lighters that can help you that integrate with QuickBooks to help your job be a lot easier we also have some guest speakers that are going to be joining me today on this webinar Debbie chill time a lot of you know Debbie she's gonna share some of her experience with Jeon runner she's the owner of behind the scenes financial services she's a certified pro advisor and I think a lot of you I see a lot of AAPD members and Sleater members joining us and Nan members so you guys know what have you already know Debbie she's gonna share some of her story today then we also have Kenneth and Michelle from first of all there's county executive they're gonna be joining us to share some more details about ski and writer and there was the partner program and things like that so I want to thank everybody for joining us I also want to know a little bit about you all and who we have joining us today so I'm going to I watched in here you know you guys can tell me a little bit about you are you an accounting professional or you any QuickBooks end-user maybe you're a small business owner or you work for a company but you're not an accountant or bookkeeper you're not an accounting professional so let me know about you you could answer that poll question and then I'll share the results that would be awesome I would appreciate that all right so we've got about 80% of you voted and several of you still voting so this is great somebody said they missed the first poll that's okay Rebecca it was just a quick question about where you're located I'll take you Leah I think you're awesome too very good so I'm gonna go ahead and close that poll question and I'll share it with you you see we've got 89 percent of you are a charming professionals and we've got about 11 percent that are end-users so I'm thrilled to have all of you on the line and the great news is scan diner can work for everybody and we're going to talk about that today and how it can help you whether you're an accounting professional or an end-user I also want to let you know we have some prizes that we're going to be giving away for attending this webinar today at the end of the day y'all go through and see from the people who attended we're going to do a drawing somebody will win QuickBooks accounting 2013 as well as I might give away an autographed copy of either like QuickBooks practice or the QuickBooks Online practice that I'll send you an email you can choose which one of those you want and it's autographed and then somebody who attends all six of the webinar in the webinar you're gonna be eligible to win QuickBooks Enterprise that has like a three thousand dollar retail value and the good news is you have you have the opportunity to still attend all six of them because we're redoing the Intuit one next week so you can join me for some of those also you can save some money if you decide you want to do the accounting deaqon if you enter the epiphyte code at checkout you can register foments 209 so I want to make you aware that we did put these slides in the chat window so you should be able to get the link to download these if you need to so what we're talking about in this agenda today is first we're going to give a quick overview about pacifying the processes and what we're talking about then we're going to get into ski and rider talk about the key benefits and some of the challenges data entry and the problems that ski and runner can help us solve we'll talk about different scenarios who it's right for which type of clients or businesses or industries that might be good for it's gonna give us a demo it's how it works he's going to show us some of the key features and the integration with QuickBooks as well as then we'll have more information from Debbie she's gonna share her experience with Ian Ryder will learn more about this and writer partner present and then we have a special offer as well so let's go ahead and talk first about the Apple products processes what are we talking about here this is a whole webinar series with six different webinars and what we're talking about I'm just going to give you a brief introduction you can learn more if you join me for the Intuit webinars it's coming up next week but it's a middle we have our charting system and then we have all these things that need to integrate and help integrate with the accounting system to help our clients or to help the small business operate smoother and more efficiently and that's where we want to look for tools or things that can help so like with Intuit in the middle there at the accounting system we have QuickBooks we have QuickBooks Online then up on the top circle there you see admin an IT hitting all those Doc's in there and stuff this is where ski and writer can really help us to streamline these processes and save a lot of time that's what we're going to be talking about today then some points might need some processes with TSheets with time people entering their time and getting that data in to do the payroll and streamlining that process to make it more efficient so we're going to be having a webinar with TSheets a Valera when we're talking about sales taxes it has gotten so complex anymore that really you just can't totally do it and quit but your QuickBooks Online anymore and that's where a bolero or Ave attacks really helps to streamline that process so we've got a webinar coming up with them bill calm when we're talking about managing accounts payable and obtain those bills and things bill comm is a wonderful asset again it all integrates with QuickBooks or quickbooks online so we've got a webinar for them next week and then concur when it comes to time and expense management getting that data into the accounting system and again streamlining those processes so we have all of these webinars coming up that can help your business or help your clients business streamline the operations so that they can get the data into quickbooks faster we want to only enter the data one time we don't want to be doing duplicate data entry and that's where these apps in these tools and these solutions can help really streamline this process for us to get the data into that accounting system so that we can operate more efficiently and improve the productivity and things and that's where as accountants and bookkeepers we can help our clients to amplify the processes to implement these apps to help them with the trait setup and the training and helping them with these app so that's why we put this whole webinar series together I'd encourage you to join join me for all these other webinars and you can go register for them all there's a link down there long for success.com slash alpha phi it's a great way for you and your clients to streamline the business and that's what we're talking about today if we're talking about automating the data entry right we need to get away from doing data entry I mean it's so time-consuming and there's no value to just sitting there and entering data so ski and writer helps you automate it for any kind of paper document what do you have a PDF maybe you've got the hard copy there maybe you've got excel file you can automate that as long as it's computer not handwritten because we know how to operate something right but computer generated things then you can automate that and it can create various transaction types in QuickBooks all those transactions for you proceed and enter your checks your deposits build journal entries and all like there's 30 plus transactions so all the transactions so it's allowing us to get the data automated so we're not doing data entry it also can help if you need to do data conversion if you're converting from another system maybe you were using a different accounting program or an old accounting program and you want to convert it can help when you're doing that with the mappings and the identifications and all that stuff and like I mentioned earlier it's actually supported in 21 different languages so those of you that are joining me from Canada or from another country yes Ian writer can work for you and integrate with your QuickBooks version as well so it is available in multiple languages to help you guys as well so let's talk about some of the challenges for data entry and these are real examples of people who said you know I need a solution here's my problem for example a bookkeeper accounting firm they had it was very expensive because they had days to enter transactions from the bank statement perhaps they get a lot of monthly bank statements and credit card statements from popular some local banks maybe you can't get the bank fees to download the transaction some of these banks don't support that so they may have a lot of things statements and credit card statements and they got to get this data entered and no one's just sit there and enter all that plus and gets more complex because each client might require some different information maybe you need to assign a class maybe some clients they've already entered the bill so you need to apply it to the bill as a bail payment or maybe you need to enter those deposits so each claim they have different information that they need then also you have clients that might need monthly quarterly or annual clients don't you just love it when these clients come in at the end of the year and say hey it's tax time I need you to do all with 2013 and so in that situation let's say you you can get the bank download you know some of the banks don't download at all so then you definitely need to be able to to get the data off of those statements and into QuickBooks without doing data entry let's say you can't get some download information they do download to QuickBooks the problem is a lot of these banks and credit card companies only allow you to download the last 90 days well then you're in trouble since then you can't you've got the whole rest of the year that you need and I have another client her bank actually allowed her to download the last year the problem was here we were with he in the March she can't get January 7 March from last year from 2013 and so yeah she gives me the PDF of the statement she had hundreds of transactions on each account I mean who wants to sit there and do that so that's a real challenge and that's where she and writer can help tremendously with that in those situations here's another example of a construction company they had to spend tedious hours trying to enter the customer invoice has been too quick but the problem is they were using something called a customer sales sheet and they have to enter like 60 invoices from that and then those invoices had multiple lines so it's not just like one line you've got all of these things so you were doing double entry here and this individual had to do it on a weekly basis they were doing that like three per week so three times a week they're spending hours and hours going through entering all these invoices because it's so tedious but let's say you can get that invoice from that other system whatever they were using if you can get it then you can use two key and runner to help automate that process so you're not doing that data entry or maybe you've got a restaurant a lot of them have issues when it comes to keeping track and entering all those bills because they have perishable inventory they have lots of bills you know they're getting all that food stuff in and there's always lots of line items so this particular example they had like over 50 vendor bills with lots of detail line items because when you order you know from from the Cisco or whichever company you're ordering the food from you're getting detailed line items and stuff and so it's very time consuming if you had to put that in there in this example this particular customer they have three full-time clerks doing data entry for account available I mean it was just crazy they had this whole daily routine of entering the bills trying to keep track of the documents and it's just a lot of inefficiency when it comes to do a data entry and now with the technology we have we don't have to do that data entry anymore it's amazing and we can get to where we're just managing the data we're not doing data entry anymore and that's where ski and runners you're going to see how cool this isn't just a second then another example that we have is a forensic or an auditing firm they spent countless hours on multiple years of data they had somebody that had five years of fast stuff that needed to be entered five years of bank statements work orders check images can you imagine trying to get all of this data in there the old-fashioned way by doing the manual data entry that's just crazy especially when the technology's there that's going to really automate it for you see don't have to do that anymore so these are a few examples of some of the challenges that we have I have another poll question here I want to see if you guys have had some of these challenges I know this poll question and see if you guys have had some of these poll challenges and so if you want to go ahead and fattening one of these is most challenging for you or for your clients which ones that you have to deal with and I can tell you even the funny thing is a lot of us especially accountants bookkeepers or anybody who's working with a cow we get really fast at it don't we we know how to tap tap tap tap tap we really fast for doing data entry and we can enter things quickly but gosh it's so time-consuming and it just seems like why are we doing manual data entry in this day and age when everything is so automated there's not no need to be doing me and no day to enter anymore so that's why I'm really glad you guys are joining me here today let's see what so as you're putting in here I've got some Wow link for the slide I put the link for the slide in there earlier I can put that in there and get in a little bit but I'll get you that link in just a little bit let's see we've got about 83% who voted so I'm gonna go ahead and close that poll and share this with you you can see 62 percent of you the bank and the credit card statement that is a big one I agree with you especially now more and more people they're just using debit credit cards right less people are actually in physical checks anymore I'm so if we can get that data from the bank or the credit card if we can get it off of that statement and get it into QuickBooks without doing data entry that's gonna save a lot of time and then yes Ben's our bills I totally agree especially when those bender bills have lots of line items and lots of details that you need to get in there I agree then we've got lots of other people in here saying the MasterCard and Visa reconciliations yes that's a big one raw data from the clients back-office point-of-sale system yeah so you're trying to get that point-of-sale integrated that would be a challenge as well okay so let's talk now about Debbie somebody's got some experience using scan writer and I'm going to unmute Deb
ie I miss Debbie hi Debbie are you there yeah can you hear me I can hear you just fine now I know you use scam writers thanks for joining us by the way Debbie is in sunny orange orange Florida where are you hurt Orange Florida just south of Daytona Beach port orange thanks warm down there yeah it's actually hot I'd like Beha sitting here Nate I could tell us about what was your main show that made you before you headstand writer what was your practice like what was your main challenge that made you start looking for some additional solution what would things why how its how'd you operate well there are two big issues the mainland you know my husband is my partner and he does all the taxes and you know during tax time a client would come in and they would have 12 months worth of bank statements and credit card statements and my husband would hand it to me and said okay I like this tomorrow and I just would go no oh so a scan writer what I can now do is tell them okay I'll give it to you tomorrow because I just will scan it in and you know get the data in and we can get the tax return done lickety-split which is great fact I thought just last week was I always spent the weekend in New York City visiting my daughter and a guy came in with 12 months worth of bank statements for two businesses now each bank statement had about six pages of ATM transactions so I mean I looked at him and I you know you have to kind of play it up oh my gosh how am I gonna get this done I just thought no big deal I came back through it into scan writer and you know could get it done went to New York and when he came back on Monday night to pick up the tax return he was like wow he really worked hard to get this all done and I said yes I did here's your four thousand dollars and so he was very grateful he knew what it was like and the other thing like with my own practice I mean the bookkeeping and accounting stuff more and more people are using credit cards and you know ATM score instead of you know handwriting checks and with all the security issues out there a lot of them if you're their new clients or their old clients they don't know about you know accessing a bank they don't want to give you access to the bank so they would just hand me their paper documents well now I can you know you scan writer and get that data in I don't have to sit there and you know hand enter all the stuff or put it in Excel and add it up and all that kind of stuff I just stick it in scan writer and off I go and what's the best part to me though is I can still charge as if I'm doing it by the hour now I don't build by the hour I build by the job so the faster idea the better I get the more money I can make so if I could take a job go ahead yes Oh Jimmy so give us an example of that so like this guy that you just said he brought in and said give us an example of how you would have done that before and how you would have billed him before and now how did you do that how much time did it take you after and how did you go in for that now using ski motor well before it's camera this has been a client of ours that we've had for years and every year was the same problem so he would bring me his stuff of course in March and he would want the tax return done and we would always get it done in October but it was finally do because it took that long with me finding pieces of time to enter it this particular time he's coming through he needs that he needed his tax return by yesterday so I didn't have the luxury of the time to get it in so before I would have sat down and done it and when I would have you know if I tracked my time it would have spent hours and days and you know I sit down I put on judge judy or People's Court and you know listen to her in the background as I'm just entering away entering away you know now I can just lickety-split do it I have another client that you know it was they have eight credit cards one credit card is thirty what I just did it was thirty seven thousand dollars with transactions average averaging five bucks so can you imagine the time you would take entering all those actions oh my god you know and they play me pay me a flat rate so the longer I take the less hourly the less I make basically so the faster I get the more I can make and what's nice is I can actually do more clients in that same period of time or I can go to the beach I live right at the beach so I yeah I can I have my life back I'm not sitting behind a desk just you know hand entering data and what's really exciting too it's just an aside I mean I don't know but I'm you know I have I have kids and they look at what I do and they all think I sit around and enter data and when I and they go who wants to do that boring job who wants to be an accountant but when I show them that with scan writer you can be more than data entry you now become a business partner because that same time you would be sitting there data you can now be analyzing their data and getting with them and saying gee let's talk about what's actually going on and I always like to say if you can track your history you can change your future and by having Stan writer my time is free now to do that more value added process to them I am more than a data entry person I am a real investor for their practice and boy I tell you what you start doing that with them they don't leave you and that is so true debbie is it's so true especially they need that kind of help and we can help them to see some of that stuff if we can get our time away from doing the data entry you're so boring oh yeah I mean who fires to just sit there and do data entry all day I think all of us would like to do more with our time whether it's working with more clients or spending time at the beach like you mentioned than sitting around doing data entry it's just it's just so nineties all right and the one thing I would call you know I would advise everyone it stop eggs get away from the hourly billing because if it takes you one hour and you charge $25 you know and it took you you know 40 hours to enter something you're going to have a bill for 40 times 25 let's say 10 I can do the math easily on that 200 takes you an hour you're only going to get paid $25 so figure out what you would have if you entered it by you know one by one and now you scan writer and charging the same see you know I we say you know they don't care how you get the job done they just want it done it's like if you go to a restaurant you order a dinner you don't really care how the cook made it you just want it to taste good st. David exactly the finished product how you got there they don't care I will tell you though that if if you know anything about me you know I'm as cheap as cheap can be I shop yard sales I negate you know so when I found out about scared writer if I thought holy smokes I mean that's a lot of money now I have to tell you though as an accountant anything over ten dollars to us is a lot of money but I thought gee if I just used this one time I will make my money back for using it one time so I went ahead and invested in my business which I I do tell you that I don't mind spending money investing in the technology to run my practice better so I don't know what they're charging now for the software and but whatever it is it's pay it because you make your money stage you know so what uh you know Debbie that's so true and I know what do you the things that you say all the time is don't be stepping over dollars to pick up pennies and stuff yeah missing the whole thing you know I think is accountants you know we will use dental floss and paper clips to try to make something work before we spend a dime you're right a lot of people just say oh gosh I can't afford that or why would I do that well why don't we what do we use tax software how exactly we're still doing taxes manually nobody does taxes manual anymore because it takes so much time so we invest in using software whether it's what certaPro series or something else like that because now we can do a lot more tax return and instead of doing it manually it's the same thing when it comes to scam writer you could do a lot more clients instead of doing it manually and I think that you said that earlier didn't you that working on one client all week versus working on and I think I say five days to do a client and I and to do one client and now it takes me one day to do that same client I can do four more clients in that same week I can make five times my money I mean yeah you'd be really I mean you know put it on your credit card and then get a client do it and pay off your credit card you have 60 days probably charge it right you know so yeah that's what I'd yeah so how long have you been using skin writer Debbie when did you like two years ago I went to a demo one of the nan meetings and I thought okay I'm just going to buy this you know and as soon as I did I thought holy smokes Wyden I did get this sooner you know like buying them you know walking gets you to get you to the grocery store but drive and get you there a whole lot faster but you have to buy a car very good very good thank you for sharing your story and if you want to hang around any questions for w at the end we can ask those but I think so Thank You Debbie very much for sharing you saw my pleasure for asking man yes thanks Debbie and let's go ahead and let's ask Kenneth to actually show you how it works because we can talk about it but people want to see it you want to see how really cool that is so I'm going to change the presenter and give this over to Kenneth Kenneth can you hear me Kenneth let's see we can unmute them Kenneth are you there Michelle Kenneth anybody okay okay okay so thank you everybody for joining us today today I will be showing you guys stand writer now stand on your automates data entry into QuickBooks and other applications it is developed by us personable Inc and we are into a Gold Certified developer so we do work very heavily with QuickBooks and other software as well okay now going through the initial steps starting first you want to have the QuickBooks company file that you want to work with open because standard a will automatically sync with that file okay now I will go ahead and open up Stan writer so as you can see it is a very easy to use and user-friendly workflow and you just want to work from left to right so starting on the Left we can start by selecting which file we want to work with now when I go ahead and click on use current it'll actually pull up and sync with the company file that I have open in the background next I will go ahead and click on document management now under document management this is where we where I would select what we call a reader now a reader is developed by us and that enables the software to read whatever document it is that you're trying to process whether it's a bank statement credit card vendor invoice you know whatever it is you will need a reader for that okay now the great thing about scanner is we have thousands of readers on file so I believe we have over 10,000 different financial institutions for their bank and credit card statements and we have over almost 20,000 for different vendor invoices now you actually have access over here to what we call a public library now this public library over here is pretty much a database of all of the different readers we have on file so you as the user you would actually go to select whichever reader it is that you need so save one for you know a small bank in Colorado whatever it is you can actually pick and choose which one it is okay now today I will be going to go over one that's for an Abbott's credit card over here so I already previously selected one for the corporate card okay I can just go and select the reader how I would like to use and then the next field becomes available now the next field over here is going to be call a data import so this is how I will actually get the information process through stammering depending on how I have the document if that if I have the hard copy I can actually scan it in as I go depending on the scanner I have or I can just browse for the file location so say if the client emailed it to me or somebody in the office scanned it in already I can just browse for that file itself so I'll go to select the file that I would like to read and then all I actually have to do is click on read data and now I can actually sit back and let the software do the work so the software will actually go through and process each page of the PDF file that I read I selected earlier on average it takes about maybe I would say about 10 to 15 seconds per page to process and read and then when it is complete it'll actually display the results over here on the right-hand side for me as the user to review okay now the great thing about the software as well is because the readers are built for specific transactions or for specific account type from a financial institution it'll actually step over certain pages that will not have any transactional data on there so for instance this first page over here as far as this Amex goes see how this is just a general page with you know the summary of the transactions and whatnot it'll actually skip over those pages so you won't have any drunk information that gets picked up so the information that will only be ee the information that you actually need to go in to say QuickBooks alright so we're just we'll just give it a couple of seconds here we'll let this run through and then when it does display the results I'll kind of go through the steps of how people usually work and it'll and how we will actually import this into QuickBooks alright so we have the data captured results over here I can just go and click on continue and now you can see that it'll actually populate the information for me so please note that we will always have the PDF image on the left hand side for us to review you as a user to review or reference back to if you need to on the right hand side we have all the information we pick up so we have the date the description and amount for each of the transactions along with the transaction type they will be going into QuickBooks as now when this first data preview screen loads it will actually select all of the transactions for you over here on the right hand side and it'll total that information for you for the amounts so then you would actually go to take this and compare it to the statement itself so as you can see here we have total charges of fifty seven thousand 167 twenty-two and we have total credits of forty eight six twenty and 92 so as the user once I compare the information if everything does add up correctly that's an indication to me that all of the information was picked up and nothing was missed the other great thing about this here is we do color code the information for you on the right hand side so it allows you to review the information if you need to and the great thing about this is if I select on any one of these cells it'll actually jump to that page and hide on the location of that page where this information came from so it is also very easy to review the information if you need to okay so once I have reviewed the information and if everything does add up correctly I can just go in and click on next right over here to proceed on to the next screen now on this next screen which is called the QuickBooks import screen we will actually be separating the transactions into the two different transaction tab or types for you so at the very top you can see that we have one for the credit card charges and then we have one for the credit card credits so starting with the credit card charges we have a total of 263 transactions when you proceed to this screen it will actually automatically prompt you to either add a year or the account now depending on the statement you receive sometimes there will not be a year's you can add year from here as far as the credit card account we have to have the drop down over here this is actually coming directly from your QuickBooks company file so you will actually be able to see which accounts you have available and which ones that you would want this information to go into so going down over here I can go in and select the Amex corporate card once I
have that selected just go and click on it ok and you will actually see that it auto populates that in to my credit card credit card account column for me right here so on this screen what you want to do is you want to work from left to right and you want to fill out the required fields each required field is going to be indicated in every column heading here that has a little asterisk symbol in front ok so working from left to right we have of course the date the credit card account we also have appeal to your called the business name now the business name over here this is actually what the software picks up from the description of each of these transactions over here and the software Washee pull up just a vendor itself ok now we also have the other column here which is going to be the purchase problem so we have the drop down over here that will have your complete vendor and customer list in here so I can select whichever vendor it is that I want associated with that business name along with that corresponding chart of account once I had that set up the first time it will actually remember for next time so from that one for this statement and each subsequent statement afterwards every time it sees FedEx in this business name column it will automatically pull up FedEx as a vendor along with postage and delivery as a try to account for me now going through here if this was a brand-new vendor I actually have the ability to generate a new vendor customer employee or other directly into the quick company file from this screen without having to jump back and forth alright so once I have this set up as you can see after I have this kind of initial set up for the business name and the vendor itself the time spent on both this statement and each statement afterwards will decrease because all the information that I have set up before will be continued to be pulled up afterwards alright now the last thing going over here we also have a low a couple of other fields that we do allow you to use so we do allow you as the user to use the memo class or customer job if you didn't need to for any of these transactions now if I scroll all the way back to the left over here notice in this valid box that we actually have checkmarks now the check marks are an indication to me that all of the required fields for these specific transactions have been filled out and these are now actually ready to be imported into QuickBooks so if I are ready to import all I actually have to do is click on QV import right over here it'll prompt me with a reminder to close all the windows within my QuickBooks company file first next it'll verify the account that this information will be going into just go and click on yes and now it will import all 263 credit card charges for me right now other great thing about scanner is not only is it automating your whole workflow process here it does work in conjunction with source leak which is a document management solution so the way sourcing works is a non-proprietary document management solution and it'll actually help week all of the transactions that we're importing right now would the original source document for us so once we get this into QuickBooks here I'll actually log in there and then we could take a look at that together so going through here it's linking the document and then once the import and the linking is complete it will actually display pretty much a little summary page here or window that will allow you to actually take a look and see how how fast it was so we'll just give this a couple of seconds here so as you can see we did import 263 credit card charges here in about a minute and four seconds all right now I can just go ahead and click on ok now I can go ahead and I will actually minimize this year now within my QuickBooks QuickBooks company file through the register I can actually pull up all of the information that we just imported into this Amex corporate card if I go ahead and open this up here as you can see all the transactions here for the 2011 are what we just entered if I wanted to I can just open this up and you can actually see that it looks exactly the same as it does if you I did this by hand not only to of course we have the bank account over here we have the vendor the dates the amount and the trout of account that we have selected okay now notice here in the memo that we have two symbols that carrots symbol on the right hand side is an indication to me that this transaction was imported through scan writer that a strip symbol right next to it that's actually coming from source link so that's telling you as the user that I have one document linked to this transaction so the waste source link works we have a fully integrated tool bar over here on the right hand side at the very top you can see a one that one is an indication there's one document linked to this transaction so in a case where maybe somebody else in the office has a question on this transaction or the client calls in it with the question I actually have the ability to pull up the original source document very quickly so just by double clicking I have access to the entire PDF of where this information came from now if I wanted to I can actually dig a little deeper we actually have a lot of scanned rather PDF view right over here with a poll of just the pertinent page and I'll actually highlight the location on that page of where this transaction was imported from so we're just gives a second here we'll let this pull up and as you can see this specific transaction for jack in the box came from page 14 of that statement and it looks like it came from right over here all right so not only our width ruse camera are you automating your whole workflow through the data entry process but with Bob there you much have an electronic filing cabinet for everything as well so you have a electronic paper trail that allows you to pull up all of the information in a quick and efficient manner now one of the most tedious things after putting all of this information in is the reconciliation now we actually help expedite the reconciliation process as well so if I actually pull up my reconcile over here I can set up what just uses zero ending balance you can see here that all of the transactions that we just imported through scan writer have a check mark on there so we actually mark them for you on top of that because of these little symbols here in the memo column I know that these transactions were imported through scan writer so you no longer have to take the time to you know go through one by one just to verify before you reconcile because once you import everything through scan writer everything ideally once I import of course the credits as well it'll total out and I can just reconcile now and I can move on to the next month or you know whatever else I need to do for the day so that's pretty much how it works with a credit card statement it will actually work exactly the same if I was using a bank statement so you can pull up all the information as well all right now the second example I will be showing you today is going to be some vendor bills all right so if I go through and pull this up here let me just pull up the location of where I'm gonna be pulling the information from under this folder over here I have a total of it looks like about 12 items so 12 different vendor invoices here okay so going through here if I'm just you know if I'm doing the accounts payable for any company I would get this on a regular basis and I would need to of course get these entered into QuickBooks through scan order I actually have the ability to read each of these individual bills and import them as individual transactions into QuickBooks so once again I can go ahead and pull up scan right over here under the document management I actually have a reader available so this is the one reader now within this one reader it'll actually contain all of these different vendor dating vendors that we have readers built for so I can actually just redo all of these documents at one time so once I have the reader selected I will once again go and click on data import now under the data import over here I can go to browse for the files again now previously I used the file location so that's gonna be browsing for it each file individually now in this case I'm actually going to read from a folder so by reading through a folder location it'll actually read through the entire folder and read every PDF document that's in that folder so I can just go and click on ok once again I would just go and click on read data so now I can once again sit back and what the software do the work while it processes each of the vendor bills that work in that folder so Kenneth as long as you've got all those in the same folder it's gonna read them all you don't have to do them one at a time so as far as how the software knows to read these if that's where those readers come into play as far as you know selecting which reader that you would like to use I always tell my clients especially for the ones that have a lot of vendor invoices start with your largest vendors first once you have the reader available you can start running them through so in the case like this were reading everything from one location one of my larger clients they get over probably 50 a day so they download all of those from their emails where they scan them in into a certain folder location once it's in that location they just browse for the that folder and then they could process all pretty much 50 at one time instead of you know typing it in one by one and then worrying about mistake everything else that goes along with you know the palms with manual data entry people from Canada on the line there oh I love that it's even getting one and what about Canadian banks and how so we do have clients in Canada they do utilize it for the banks so I know from from my experience Canada has I believe about six major financial institutions you know for my RBC he and some other ones those are all available for use in that public library already now as far as for the vendor bills and invoices we are able to process those as well because if you do find that okay maybe you have a certain vendor that's not available we will actually build a reader for you that will be able to take that into account all right correct so we will actually make that make them appear for them and the average turnaround time for a reader creation that includes the testing and everything else is usually 24 hours you got lots of people really excited the other great thing especially for the Canadian clients we actually aren't able to take into account the different tax codes that they to use so I know PST GST those are very important for them and we can see those as well okay so moving forward here as you can see once again I actually have the PDF image over here on the left hand side and each one is its own and notice the different formatting even from the different vendors on the right hand side up once again I have the information scan writer picked up so we have the vendor name the invoice date invoice number we have in this case the subtotal freight amount and total amount so depending on how you actually process your accounts payable certain clients do it certain ways oftentimes some people like to just hit the total amount others they like to individual line items so we actually do have the ability to pick up all the individual line items that will show up on a vendor invoice as well alright so going through here I can once again select whichever cell it is that I want to review it'll pull up the page and it will highlight where it came from I would just take some time just to review this over here and then I would just going to click on next over here now on the next screen once again it will be breaking down the transactions into a little more detail for us now a notice over here that we will be importing a total of 13 bills you want to work from left to right once again to fill out the required fields so we have of course the date the vendor the chart of account and so on and so forth now I notice the one for Bonett over here we have it broken down to not only just the subtotal but we have the shipping or free so we do have the ability to pretty much whatever it is that you need off of any specific vendor invoice or document itself we have the ability to read those and import them into code books so once I have reviewed everything over here and if I have the check marks again in that ballot box that means I am ready to be imported to import this into QuickBooks to import I can just click on QuickBooks import again it'll ask me to close the windows and now it's going to import all 13 of these now we actually do check for duplicate entries with every import so if there are any duplicates it will actually pop up the little notification here asking you how you would like to see now I'm I will go to just you click I would just click on yes to all over here so at the very least we'll just import these either way so it's going to be importing all 13 of these bills for me right now once again with source link it will be leaking the document as well so we imported a total of 13 individual transactions in 26 seconds now going back to QuickBooks here through the vendor Center I can actually just pull up those transactions itself so if I go ahead and open this up over here I can see that we have all the information that we put in so we have the vendor the date the reference number is so on and so forth and then I also have the individual breakdown over here so we have the individual chart of account that we set up along would say the shipping now if I needed to I could actually pull up once again the original source document this came from so I have the actual vendor bill itself right over here that I can use to review the great thing about having sourcing here as well if I had any other documents that I wanted to link I can actually link them to here as well so I can link up to a total of 10 documents or if I have more than 10 I can link to a certain folder location as well to pull up all of the documents that I may need if I ever need to reference back to this transaction and the source documents that is correct so they are bundled together and the source documents are stored locally on your computer is that correct that is correct as well okay yeah we've said some of those questions and there's lots of questions that people have giving you information where you can go to get your because I know there's no way we can answer all of these right now and it does work with qbo Kenneth it does work with quickbooks online so all versions of QuickBooks premier and enterprise along with QuickBooks Online but not the books unfortunately yeah let's do this I believe that was it for the demo I will actually pass along Michelle over here and she can kind of go over some additional information for us hello everyone Michelle if you want to go ahead and switch it back to the slides that'd be great okay well and again I know where you can get some more information there all right so we would like to offer you guys the partner program this scan writer partner program is an annual membership and you get a ton of benefits when you sign up so I've asked a writer partner you get a copy of the Scimitar license this is a full version and you can actually use it with um one QuickBooks company a file and training and supports included of course okay and we also have a certified partner training program all done via webinar and this gives you the opportunity to provide your clients with additional services such as training if you want to resell scam writer to clients that you maybe consult for or maybe run into a client that has a full time accounts payable staff or has people entering statements themselves this would be a great way to add services to your practice for every license that you reseller you refer to a client you get a twenty five percent rebate off the license price so in addition to the training that you can give your clients we do give you a twenty five percent rebate of course we give you is a sales kit and support for that and then you also have access to our tech support hotline so if you hav
any questions on the setup or if you got a client's we'd be happy to help you so this is the scan writer partner program again it's used it's a 795 annual fee and so you get all these benefits that are listed there and for this webinar we actually have a special offer if you want to just move to the next slide great so we have a special offer for everyone that attended today so for the skirt for the scan writer part of them we're offering a 20% discount off the annual membership fee like I said the annual membership fee is usually 795 however we're offering a 20% so it comes down to 636 per year um also if you're interested and maybe just purchasing a scan light or license instead of the membership a scan writer license we're giving $100 discount so this is you can buy a workstation Edition which is good for one computer and the normal price is nine hundred ninety five dollars and with a hundred dollars off it becomes eight ninety five so again either the skin leather partner program with the twenty percent off the annual membership or a scan rider license which is a one-time fee and it's a hundred dollar discount off the nine ninety five for a license and this special promotion and today at five o'clock Pacific Standard Time were in California so you'll have to place the order today and we will we you can purchase by the by the going to our website and clicking on the amplifi link under the it's news again that's on our website www.fawziacademy.com looking to try it out and that's for the license as well and I just posted okay absolutely okay so the scanner partner program is for people who want to resell scam writer to clients or maybe refer them out it's the annual membership of 636 if you purchase today and you get a license of HO license of scan writer and all the benefits such as the twenty five percent rebate so if you're a consultant and have the opportunity to refer the license to clients the scan writer partner program is a great offer again at 6:36 it's an annual membership you get a full license of scan writer and a 25% discount okay at any stage that you go ahead so it would make more sense if you're an accounting professional and you want to implement this you get scan writer for yourself but then you also get all of this training that's going to help you to learn the details like we have lots of questions about how does it know what your specific time can you split it between multiples and can you do allocating to the customers you have lots of detail questions they've got all that training that's going to provide you with a lot more detail as well as then you've got this rebate here if you buy it it's worth a sales kit like you may have clients that you want to help them implement scan writer in their own business let's say they want to get rid of it some of the asked can you get rid of an AP clerk with this yes you could you could really minimize instead of needing three people and accounts payable maybe you need somebody part-time now this is where you can help your clients to implement this as well so you may want to join the partner programs you get generator for yourself as well as all the rest of this the training the rebate the sales can think like that as well as then the tech support hotline here so you can call when you have questions when you need an additional reader or something like that also one other question I saw a lot with the readers is there a fee if I need another reader like let's say it won't read this bill but I have from a particular vendor what is there a fee to create those readers yes let me go over the scan writer pricing in a little bit more detail so if you buy the scan writer license okay for example all today it's 895 that's a one-time fee okay for the scan lighter license that initial payment the 895 is a one-time fee and there's a maintenance that goes along with it it's $10 a month per quick company file so you pay as you go monthly clients are paying $10 a month those your end clients that come in with a year's worth or two years worth are essentially $10 a year because you only see them once a year you process all their files and give it back to them so to pay as you go you can add and remove clients as you wish that $10 covers training support software upgrades and unlimited standard readers so anything in a directory you have access to also if you find out that your local credit union is not in the directory you can request it at no additional charge and we'll make it for you within 24 to 48 hours so the $10 monthly maintenance covers all that the support training software upgrades and ask for the license so that's a one-time fee and then the $10 a month per QuickBooks company file ok that helps a lot Michelle thank you for clarifying and explaining some of that few other things here what do you guys think do you think skin writer is going to help solve some of your data entry challenges we talked before about what your challenges are do you think scan writer is gonna help with that and so I'd love to have you answer that and I know we're getting to the top we are and some of you may have another appointment so I want to make sure that I thank everybody for joining us today for this webinar I'm gonna encourage you to register for some of the other app by the processes webinars if you run scan writer and I encourage you to contact them with your additional question that you might have so I'm gonna go ahead and end this poll here and share the results with you and you can see some of you still have a lot more questions about a third of you have more questions when we put that up there so that a third of you so I'm gonna encourage you hopefully we've got your interest because this is an amazing tool that's really going to help you with your practice and save you a lot of time or help you in your business so I'm going to encourage you to contact them to follow up with your this questions that you might have because we just simply have hundreds of people and we can't answer all of them so follow up with them register for some of the rest of these amplified webinars that we have coming up I'd love to have you joining me for the rest of those I do have a few more minutes to stay around if you guys want to answer a few more questions Michelle or Debbie do you guys have a little little more time I can stay on okay but those of you that need to leave thank you very very much for joining us I appreciate that Debbie did you think of anything else that you wanted to add she's needed herself okay well Michelle do like do you have anything else that you wanted to add I am okay again motion today if you have questions please feel free to give us a call and visit our website can you hear me now Michelle there we go yes I will tell you the piece hey I will say the support and Michelle and everybody is are really great to work with I mean they just make it really simple and they don't make you feel stupid cuz you have a silly question you know so do you want to share a little bit some people were asking questions about how does it know which expense account how do you allocate it was that stuff easy for you to learn and some of those details and so those questions well the first time I did it you know I was you know kind of fumbling around but then once I got it I mean it took basically one statement to figure it out once I got it it was quite zippity-doo-dah I mean easy easy period every yeah go ahead go ahead and it remembers each time you do it again so every time it learns which is really great so the next time you do it it will remember from the last time you did it right the more you do it yep yeah so it remembers those expense accounts from times before so Debbie yes you recommend people practice in a sample file or a practice file did you do any testing before you went live I always test yes I you know had a test file I backed it up put it you know rename the file imported it and said oh yeah work septic and I did it for real now it's like nothing you know I take when they statements you know it it's fun it actually makes my job fun I like to even the technology dairy and are you in the partner program or did you purchase it outright I produce it outright I just learned about the partner program today so I would get in the partner program license for the nine ninety five you know so I might join to get another license there you go okay okay so somebody wanted to know how do we access success file available for scalar Antoniou I don't know that there's a test file what I would do take one of your files that you have so say take a client file copy that file rename it test company you can create your own test company file or there are some sample companies on bittering but i would take a client file copy it rename it and i usually go in and change the desktop color so you know that you're in a testing company filings always before you implement any technology where you're going to be importing lots of transactions and stuff back up before you do it that's your undo button in case of the goes wrong so especially when you're learning do it do it back back before you do it there okay let's see if we have any other questions here we said yes it does work with QuickBooks Online alright there's lots of questions about pricing and the licensing and things like that but I love Roberts comment here I'm thinking this is totally going to be fine you're right Robin do you agree doing oh yeah it makes it you know turn state enter into a drudgery task into something but actually you look forward to doing because it's just so fast I mean what used to take you hours will now take five minutes yeah and that's where you were saying that you know you can have time to do other client work or three times to go to your sink like that so I would make sure they start using it you start doing some value billing I'm sure you have topics on that there is a value pricing webinar where we talk about that it's a one-hour webinar that I did and I say that recording if you go to my website you click on YouTube you can go to my youtube channel or else and YouTube search for Michelle long CPA so there's a lot of misalign so it's under michelle blog cpa we have a whole one hour on how you play it makes a big difference senate Debbie oh yeah I mean you know why should I get paid less because I get better and that's what happens when you build by the hour and you can use these technology tools and what I feel I I think it's sad a lot of times a lot of like my colleagues will say well I don't want to use these tools because I'll like make less money if I can build by the hour I make more you don't get it exactly so here's something I'd love to have you comment on my concern is the $10 monthly fee per client file if I have 20 clients that's an extra 200 dollars a month okay well that $10 fee I mean what do you what's your hourly billing rate so if your hourly billing rates up you know let's say it's at you know 80 bucks an hour or 100 bucks an hour if it now takes you five minutes you've just made $100 for five minutes is it worked a ten dollar investment to get a hundred dollar return to me it is I mean now if you normally bill $200 for a client and I cost you ten but you have those two hours back that you can still bill you know the $200 it's 10 bucks is nothing I mean you know think about we go to the grocery store and buy a dinner you don't like for ten dollars what's 10 bucks exactly and I think just think of it as 10 dollars when I'm understood and enter hundreds of transactions or 50 bills or whatever it is what I would sit and enter those for a couple of hours or pay 10 dollars and be able to do 10 clients in those couple of hours biology driving a caller or walking you'll still you'll get there by walking but it's going to take you twice as long but to use a car you got to pay for gas so this is the gas and somebody says you still pay the monthly fee even if you only process a client once a year Michelle would you like to initial D would you like to respond to that one sure so if you have an annual client you add them once you do pay the $10 and then you remove them so you just did a lawyer's work the bookkeeping for $10 so yes for once a year you add it and then you remove it so you're not gonna get filled once you remove the client after the month after that so so if you do what an action we do you know I have people coming in all the time that give me a year's worth of statements I Adam I pay the ten bucks and I've just gotten 12 months of statements in and it can be as many statements as you want credit card statements as you want for that one client so I have one client that an eight credit cards ten bank accounts you know I pay only one $10 fee for them once a year so easy it's a no-brainer in my opinion and and I have to say again I'm as cheap as they come I mean you know so uh ten bucks is nothing exactly in this situation and a lot of us are and we don't want to spend money when we don't have to but in this situation spending that money allows you to make so much more money you know it's just like we said white why do you buy QuickBooks so why don't you just use in a green column there Pat why do you use tax software why do you not do it mean buddy you can get the forms for free from the IRS website why don't you do it manually because the software allows you to do so much more faster but yeah don't over pennies you know dollars to pick up pennies you know any time you can spend something to get a bigger return do it I mean if I said give me ten dollars and I'll show you how to turn it into a hundred two hundred a thousand would you give me the ten dollars you sure would this is exactly what was okay well very good anybody else have any last-minute comments that you want to add that you forgot to I know there's a lot of calls a lot of questions here so I'm going to encourage you guys to call that 1-800 number that you see on the screen now you can call and ask them your questions and they can answer those for you I want to thank everybody for joining us today especially did Michelle inches from scan writer thank you guys for joining me Debbie thanks for sharing your story - I appreciate you taking planet Earth Day thank you you are having me all right thank you everybody and hope to see you on the next webinar that we have have a great day everybody thank you bye-bye thinking my
