Guest Post: 5 Steps to Start Using QuickBooks in Your Small Business

Tuesday, February 15th, 2011 at 12:45 PM | Category: Business, Meryl's Notes Blog, Tech 2 comments

quickbooks Guest Post: 5 Steps to Start Using QuickBooks in Your Small BusinessMany entrepreneurs and small business owners are natural born sales people whose excitement knows no bounds when it comes to closing deals, building strategies and devising marketing campaigns. But what about … accounting? It may feel like drudgery, but managing the business side of a business is absolutely crucial if that business is going to blossom.

Technology allows us to dispense with pencil and paper, dispose of double data entry, empty overstuffed file cabinets and do away with long nights chained to the office desk checking and double-checking rows and columns of figures. One of the more popular tools is QuickBooks from Intuit, an accounting software program. The program streamlines the accounting process.

Here, we’ll explore five ways to make the most out of QuickBooks.

1. Choose the Right QuickBooks Product

Venturing into QuickBooks requires reviewing your unique needs and studying the program’s offerings so you don’t pay for more than you need. You’ve probably noticed QuickBooks offers several options:

  • QuickBooks Online provides basic invoice creation, sales tracking, data backup and support. It comes with a 30-day free trial.
  • QuickBooks Premier contains industry-specific reports and tools tailored to a specific business type for more fine-grain control, in addition to forecasting and planning tools.
  • QuickBooks Pro targets businesses that are up and running that don’t need as much tailoring or features as those in Premier.
  • QuickBooks Enterprise Solutions is the most advanced plan. This includes expanded user controls, enhanced customized reporting and customer snapshot features that lets you view customers’ purchase history and outstanding balances.

So, which plan do you need? Here are a few important factors to consider before you buy:

  • How much is feasible for your current budget?
  • Are you working on a PC or a Mac?
  • Will there be multiple users or one user?
  • Do you need to track multiple locations?
  • Do you need a better way to track employee time?
  • Will you be using the software for payroll purposes?
  • Are you interested in detailed analysis of sales and profits?

2. Customize QuickBooks

After narrowing down your QuickBooks selection, you’ll discover a wide range of customization options. The latest version of QuickBooks Premier, for example, has features designed for specific types of organizations, including general business, contractors, retail, manufacturing and wholesale, and even nonprofit.

You must also consider who will be using the software on a daily basis. Other employees may not need access to certain information or controls, so you can customize your settings to give other users more or less power. Keep in mind that you might need to train people to use the software.

Other custom options include interface layout, designs and colors, which not only affect the basic look and presentation, but also provide better organization and visual reminders. Setting up favorites, to-do notes and alerts can keep you on-task every day.

3. Integrate Your Accounting Software and Payment Processes

One of the major benefits of QuickBooks software is the ability to connect the program with other business processes, allowing for a one-source solution that can save you time, money and hair-pulling. Synchronizing your payment and accounting processes can eliminates double data entry and provides accurate, immediate reports.

With today’s customers using the Internet to shop, pay bills and place orders, online payment processing capabilities from companies like BluePay help expand sales and improve profits. With QuickBooks, you can integrate your accounting processes with major online shopping carts, so that you have the data you need to track online purchases, invoices and other customer details without having to manually enter the information.

4. Protect Your Business Assets

No business is 100 percent safe from fraud. However, taking the proper precautions and securing your assets as much as possible can cut your risk. Fraud occurs in many different ways, from electronic credit card theft to payroll theft. Unfortunately, small businesses are often susceptible to fraudulent activity, lacking the extra funds required for advanced security plans, or not having enough money to hire more qualified, trustworthy employees.

Security is crucial when using accounting programs that give access to business information to multiple users. As covered in Customization, it’s important to edit your privacy and admin settings to limit user control. Don’t give your employees more access than they need, no matter how nice they are.

Use QuickBooks’ ability to track employee hours and ensure your workers are making the most of their time. You can also use QuickBooks to track employee discounts, minimizing the risk of abused privileges.

Set up separate logins and passwords for each QuickBooks user, and make sure the admin password remains safe. While having all of your information in one place is useful, it also requires extra security precautions. Don’t let fraud be as easy as clicking a button.

5. Take Advantage of Educational Tools and Support

With all the different features, options, tools, reports, passwords –- it looks like QuickBooks complicates accounting rather than simplifies it. It feels overwhelming, but just take it one step at a time and it’ll pay off. Although you won’t learn everything at once, just one new discovery of a function can change the way you do business. Continue to grow from there, and take advantage of the tools and support systems that you can find on the Internet and Intuit’s website.

QuickBooks tutorials can walk you through the entire process so that you can go at it on your own. QuickBooks has training sessions that connect you with experts for consulting services and instructor-led classes. Certification programs are available if you’re already a QuickBooks pro and you want to deepen your knowledge while demonstrating your expertise to clients and employers. Online support or advanced support plans give you access to the resources you need if an issue ever arises, so that you can reduce downtime and keep your business up and running.

With the right QuickBooks product, customization and training, you can gain a tighter grip on all of your financial and accounting processes and greater control over your business, no matter your needs. With your finances in order, you can focus your efforts on the core of your business for growth and success.

About the Author: Jacqui MacKenzie is a writer for Straight North, a Chicago Internet marketing agency that works with BluePay, a company offering credit card processing products. To learn more about payment processing industry, follow BluePay on Twitter.

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Links: Happy 17th Birthday, Daughter 2011 Edition

Saturday, February 12th, 2011 at 8:14 AM | Category: Books, Links, Marketing, Meryl's Notes Blog, Social Media, Tech No comments

I mentioned last week that my daughter made her first appearance right after the Dallas Cowboys won the Super Bowl. Wow. 17 years. And by this time next year, she might have a decision where she’ll be going to college in the Fall of 2012. I hope we’ll be done with the college application process. Looking at the list of things to do during the junior and senior years is the fastest way to give a heartburn to a parent. I think Tums is calling me. (I prefer Dicarbosil, but they’re no longer on the market.)parents daughter17 Links: Happy 17th Birthday, Daughter 2011 Edition

As hard as we might live in the moment and appreciate each day, time races on at high speeds. (That’s the best I could come up with to avoid the tired “Time flies.”)

Best headline from “North Texas” ice week: “Snow MG!”

Speaking of OMG, Bitrebels listed me as one of Twitter’s Top 75 Bad*bleep* Women. (I have three kids, you know. This is a safe for work website. *grin*) I followed over half of these great women before the list came out, so I’d say it’s a valid list — not another popularity thing. Me and popularity never go together. OK, better stop with the self-deprecating business before it spins out of control. icon smile Links: Happy 17th Birthday, Daughter 2011 Edition Anyway, thank you, Bitrebels.

Lots of brain food this week! Not to worry,  it won’t take up your weekend.

Brain food…

  • Nancy Pearl’s Rule of 50 for dropping a bad book: Writers, another reason why those first few pages must grip readers. Readers, we have so many books to read — don’t waste it on the ones that don’t captivate you. [Link: Daphne Gray-Grant]
  • Amazon Kindle Firmware 3.1 Update: Right now, the update is only available to the latest generation of Kindles (third). I hope they plan to make it available for earlier generations as I’ve been longing for print page numbers. If I can upgrade to 3.1, it’ll be another reason to like the Kindle. It’s growing on me.
  • 40 Ways to Build Trust in Your Brand: Excellent tips for every business.
  • How Your Name May Cost You at the Mall: Fascinating. Those of ya with last names R through Z (women, go based on your maiden name), what’s your experience? Thinking about it, I don’t recall doing anything in alphabet order other than lining up for 5th grade and high school graduations.
  • How the Murder of Roger Ackroyd by Agatha Christie Can Help You Improve Your Problem Solving Skills: I remember trying to read this book in high school as I’m an Agatha Christie fan. I couldn’t get into it. But of course, that could change today. Anyway, I love Avil’s use of the book to share lessons learned.
  • Post Super Bowl Twitter Hangover: Frank’s experience of using social media too much during the Super Bowl is a lesson we need to learn. This is one reason why I stop participating in Twitter chats. It took time away from family and getting things done and didn’t pay off enough to make these sacrifices.

And for fun because we’re allowed…

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Links: Happy 12th Birthday, Son 2011 Edition

Friday, January 28th, 2011 at 4:16 PM | Category: Life Tips, Links, Marketing, Meryl's Notes Blog, Social Media, Tech, Writing 3 comments

My second child and older son turned 12 this week. Wow. Last year of the tweens. It won’t be long before he’s taller than me (5.5″ to go). E Since he loves to play video games, I’m sharing this article I found on his birthday: Factoids of the day: Game not over. The article highlights how games make us better. It’s all true, but we still need to limit video game time for kids or else they’d play all hours. Gotta get ‘em movin’!LME 12 2011 Links: Happy 12th Birthday, Son 2011 Edition

The Challenger disaster happened 25 years ago today. I was in school, but I can’t recall how I found out. The only thing I remember feeling stunned while watching the explosion in front of a clear blue sky and seeing the looks on the family’s faces that looked neither happy or sad because they didn’t know what happened yet. AP asked Facebook readers where they were on this day. It’s a chilling read.

Brain food…

And for fun because we’re allowed…

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Books vs. Library vs. Ebooks

Tuesday, January 25th, 2011 at 5:29 PM | Category: Books, Meryl's Notes Blog, Tech 1 comment

For the past few years, I’ve been more cautious about things I buy and keep. Part of it, I attribute to my dad’s passing. He left behind a massive Donald Duck collection thanks to friends and family spoiling him with the Disney character he often imitated to make children laugh. Plus, why have all that stuff in the house to sit there and take up space?

The Books Must Go on … elsewhere

I hope to donate my Theatre World Annual collection. Each book is an encyclopedia of theatre for that covers one year. The shows that played, the shows that closed and recognized actors. I started collecting them in the early 1990s when I discovered the first five books. I wish I had never started the collection because I spent more time loading and unloading the books from shelves than I did reading them. Besides, today we have ibdb.com and many Internet resources where I can look up show information.

Yet, I can’t just give them away. I tried to sell some of the books, but it’s hard to find the hardcore theatre fans who actually collect these. I sold a couple on eBay, but it wasn’t worth the time to post and repost each book as collectors will be looking for specific editions, not a bunch in the set. Shipping a bunch of books in one box is pricey.

The Second Kindle Book Purchase

My book club announced the latest book (It’s a new year — so we haven’t put together our list yet) the day before I had two doctors’ appointments. While I could grab one of my many books I want to read, I needed to read the book club’s choice because of the deadline. With two doctors’ appointments, I expected to read a bit even with a kid in tow.

I don’t keep fiction books after I read them, so why pay for it? I checked with the library. I put my name on the waiting list that had seven people in front of me. I couldn’t tell how long it’d be before the book would be available.

Since I have a Kindle and a need to get a book ASAP, I bought my second Kindle book. (And I’ve had the thing for almost a year.) The first Kindle book came in August when I was heading out of town and found out my book club’s read the night before leaving town. Since I read a lot while traveling, I thought it’d be worth purchasing and it was.

I checked in my library’s website to cancel my request. Aw, man! I couldn’t. A copy is on its way to my library and arrived at the library on the day of the doctors’ appointments. Thanks, Murphy. It’s OK. I read at least 13 percent of the book, so I’d say it paid for itself (it was cheap for a Kindle book, too).

Quirky Book Buying Habits

By the way, the Kindle has a bunch of free books and PDF files loaded. (Check Amazon’s limited-time offers page Books vs. Library vs. Ebooks for free books — scroll down past the fee books.) Have yet to read them just like the many books on my bookshelf. Isn’t that odd? I don’t want to buy an ebook unless I’m absolutely sure I’ll read it soon. Yet, I have books on the shelf that have been sitting unread for years. When buying books, I don’t think about when I’ll get around to reading it — just that it has value because I typically buy nonfiction reference and advice.

Even though I, a geek and gadget lover, still prefer books to ebooks — the ebook readers have a purpose. For me, I can grab a book that I need in a hurry without fuss. As much as I’d like to cut down on books and bookshelves, I’m not going to buy an ebook version of all of the nonfiction books I own and keep. Ebooks aren’t cheap enough to replace a big library.

Besides, I make a lot of mistakes with the tiny mouse / joystick on the Kindle. The administration and categorization process is tedious on the Kindle.

How do you feel about ebooks today?

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Don’t Getcher Twitter Newspapers Here

Tuesday, January 18th, 2011 at 5:07 PM | Category: Meryl's Notes Blog, Social Media, Tech 4 comments
pile of newspapers Dont Getcher Twitter Newspapers Here

Credit: sxc.hu user branox

It’s hard to ignore when a Twitter user tweets about the latest edition of “[Your expert topic] Daily” and mentions you in the tweet because one of your tweets appears in the latest edition. While every Twitter user loves a mention, these feel phony. A Twitter paper — often automatically generated using a service like paper.li — can easily include 30 tweets. (I randomly selected a newspaper and counted stopping when I hit 30.)

It doesn’t take long before I figure out the deal after my first Twitter newspaper mention. The newspaper generating service posts a tweet that says, “The latest newspaper is out! Top stories today by @you, @him and @her.” This automated sentence is misleading. The folks mentioned didn’t write the stories. They wrote the tweets that appear in the newspaper.

It’s one thing for people generate their own newspapers so they have a place to start reading the news. It’s another to drag us in so they can get “goodwill” points for mentioning us in a tweet just because our tweets appear in the edition. (You can stop mentions from paper.li.)

Most successful Twitter users share one or two resources in a tweet. Sharing a newspaper leads us to 20+ resources. Too much. It’s easy to see why some like these newspapers especially when the user creates one that focuses on a specific topic allowing users to create their own alltop.

Here’s a Twitter discussion of the good and bad of Twitter newspapers sparked by Freelance Folder’s post on the pros and cons of Twitter newspapers. (Edited for spacing.)

shakirah_dawud: Actually I’ve found I don’t get much benefit from them–they’re mostly retweeted by people mentioned so…

TXWriter: At this point, it may be too early to tell if it is a fad or a trend. The drawbacks are real.

shakirah_dawud: Yeah–and then as soon as you said that it hit me that the app may develop more. Right now it’s alpha stage.

TXWriter: That’s my take too. It may develop more. I can see why it might be considered noise, though.

shakirah_dawud: I only include folks who tweet good info in it, like @TXWriter. I already follow & respect them.

TXWriter: @shakirah_dawud I’ve read yours, btw, and actually clicked through on posts I probly wouldn’t have read.

shakirah_dawud: Yes, but–and I’ve been asking myself this–would you have if you’d not been mentioned icon smile Dont Getcher Twitter Newspapers Here ? Once, maybe.

merylkevans: Even alpha, feels like RSS roundup. But I won’t say never as it may surprise us.

TXWriter: True. I didn’t *get* Twitter at first, and now I use it every day.

shakirah_dawud: They do have a sidebar plugin, but it’s too ad-like. I didn’t think people would click, so took it down.

shakirah_dawud: But I’ve been thinking about adding the link to my navbar. It’s organized; with right content, impressive.

TXWriter: Yeah, I know. Sometimes it’s hard to know what to do. Experimenting might be the only way to find out.

9swords: I really like RSS roundups, I use paper.li, twitter search, feedly etc.. to find what I want to read.

merylkevans: All for roundups, just not when you tweet @mentions those whose tweets appear in paper.

While people found resources in paper they would not have found without a mention, I stopped clicking through tweets that say I appear in the latest edition. If I see a link to the paper on a site covering a topic of interest, then I’ll read it — not because someone tweeted my ID.

This is still a young tool and future releases will probably give you more control as Mathew Ingram explains the service. Simply put, Twitter newspapers look like a prettied up RSS roundup of topics using resources selected by its creator. RSS lets you import content into your favorite reading resource like Google Reader. Sharing a roundup is fine by simply tweeting the title, topic and link. Avoid “badwill” and keep your Twitter rep intact by skipping the @mentions of whose tweets appear in it.

What do you think of Twitter newspapers and tweeted mentions of folks who provided the resources?

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The Twitter Chat Lesson

Wednesday, January 12th, 2011 at 4:01 PM | Category: Business, Marketing, Meryl's Notes Blog, Social Media, Tech 1 comment

Twitter chats entrenched me in conversations without losing track of the topic and reading everyone’s lips like a tennis match gone wrong. I understood every single person in the chat. I turned into the listener I’ve always wanted to be: focused and catching every word.twitter 16 The Twitter Chat Lesson

At the peak of my joining Twitter chats, I spent at least two hours per night on three or four evenings every week. Because I work on a computer all day and have a history of eye pain, the expected happened. Eyestrain and pain knocked me out of the chat game. After my eyes felt better, I had an “aha” moment and didn’t return to the chats.

I realized two things: the chats ate into family time and they didn’t lead to opportunities despite months of chatting, helping others and building deeper connections. One chat invited me to be a guest expert. Even though the opportunity came about because of chats, the appearance didn’t lead to anything.

Despite learning a lot and meeting talented folks, the time invested didn’t justify continuing. This taught me that social media is a great medium, but you still need to evaluate its effectiveness for you and your business. 10 minutes a day in Twitter is just as effective as one or two hours in a Twitter chat.

In those 10 minutes, I do all I can to help others and share useful resources while limiting self-promotion — typically no more than once per day.

How do add value to your business using Twitter?

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Links: Last Day of 2010 Edition

Friday, December 31st, 2010 at 10:11 AM | Category: Links, Meryl's Notes Blog, Tech 1 comment
2011 Links: Last Day of 2010 Edition

Credit: ba1969

Aww… kinda sad to see 2010 go, but always open to see what the new year holds beyond planning a big event for early 2012 and the college application process. No brain food this week. My brain was mush this week between medical appointments and kids filling my house with their youthful symphony.

No top 2010 posts. No top anything. Just a thank you for reading, commenting and returning again and again. Every visit from you is like diamonds (they’re pricier than gold) to me.

See you in 2011.

And for fun because we’re allowed…

 Links: Last Day of 2010 Edition

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Links: Merry Christmas 2010 Edition

Friday, December 24th, 2010 at 1:15 PM | Category: Business, Life Tips, Links, Meryl's Notes Blog, Tech, Writing 1 comment

I know how important Christmas is to those who celebrate. I would love to say “Merry Christmas” to every single person who celebrates. But I don’t want to risk offending people, so the generic “Happy Holidays” it is. When folks wish me something, I respond with a simple “Thank you.” Toddlers and younger kids, on the other hand, like to correct people. Two of my kids have done that… blush.Disk greetings Links: Merry Christmas 2010 Edition

More fun than brain food. Your brain deserves a break.

Merry Christmas! Feliz Navidad! Joyeux Noel! And many more…

Brain food…

And for fun because we’re allowed…

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Links: The Storm before the Quiet 2010 Edition

Friday, December 17th, 2010 at 11:06 AM | Category: Books, Links, Meryl's Notes Blog, Tech, Writing 1 comment

Or is that the quiet before the storm?lightning Links: The Storm before the Quiet 2010 Edition

All of the kids get out of school early today. I’m trying to finish up my work so I can make the most of winter break. It’s been an overwhelming two weeks filled with anxiety. I try to tell myself to take it one day at a time and one to do item at a time. Then, celebrate each completed item. Normally, this works well. I guess when you haven’t even done the annual letter that you send to friends by this point, it’s not a good sign.

I’m one of those who tends to be the first one sending out the holiday letter. Haven’t even started it. That’s because I had to prioritize my list. My friends won’t fall apart if they don’t hear from me, whether it’s late or not this year. That goes for blogging, too. I enjoy blogging and sharing my experiences with you, but I had to sacrifice it because of priorities.

Yes, like exercise, people tell you… make time for it! Make time for blogging! Make time for this. Make time for that. Enough make times and you’ll have to take things off your list or change the priority into low ones.

By the way, exercise is one of my higher priorities. It affects my physical and mental health.

Next Friday is Christmas Eve. The following is New Year’s Eve. I hope that you will spend time offline enjoying whatever you enjoy whether it’s eating Chinese food or attending midnight services. Ooh, that reminds me… I need to see if I have a jigsaw puzzle that I haven’t done. I do one every year during winter break.

All right, time to let you go tour the goodies and for me to get back to work.

P.S. In case you wondered, I took that photo in the ’90s when I lived in DC. I don’t have an eye for photography, but proud of that picture.

Brain food…

  • Make Calm Your Default Setting: Bob Burg teaches an important lesson. Some hospitals don’t just ask you if your pain is 1 through 10 with 10 being unbearable. They show you a picture with 10 faces illustrating pain from a touch to monstrous. What may be a catastrophe for one person is an annoyance to another.
  • Strategy Made Simple: I think most of us know that social media for business should have a strategy and plan. But not all of us have the resources especially one-person businesses. Ron Ploof shares a simple table to help you manage your social media strategy.
  • Breathtaking Facebook Fan Pages: Breathtaking may be a little strong, but they’re impressive and provide lots of great ideas. Many are from entertainment industry, but scroll down for food, beverage and misc.
  • All About the Excerpt: Key to convincing people to buy the book. [Link: Elizabeth Craig]
  • 10 Ways to Beat Writer’s Block Fast: Not yet another writer’s block advice column. Has a couple of unique ideas.

And for fun because we’re allowed…

How will you spend the last two weeks of the year?

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Links: FC Dallas Potter 2010 Edition

Friday, November 19th, 2010 at 11:05 AM | Category: Blogging, Books, Links, Meryl's Notes Blog, Tech, Writing 3 comments

I’ve been watching CaptionFish for weeks eagerly waiting for a local theater to carry Harry Potter and the Deathly Hallows, Part 1 with rear window captioning. I have been Harry Potter movies right when they came out and without captions, but I’d rather go once and get the full experience. Daughter did catch the midnight show and reported when she got home: “I’m home. It was amazing. Good night.”

fcdallas Links: FC Dallas Potter 2010 EditionFirst the Texas Rangers make it all the way to the World Series and wins one game. Now FC Dallas, a team in the original sport known as football (soccer in only the U.S.), heads to its first-ever Major League Soccer Cup final! I guess the other Dallas-area sports teams are trying to make up for the Dallas Cowboys’ embarrassing season. (Oh, and the Cowboys managed to pull out a win in the first game with Jason Garrett coaching.) Maybe Thanksgiving won’t be Cowboy-less after all.

Brain food…

And for fun because we’re allowed…

  • 12 Coolest Doors: First I’ve seen such unusual doors like these.
  • 10 Funniest Windows Errors: Ah, I remember my first computer error that drove me batty: “REENTER?” Now, that may look logical to “re-enter” something… but this was 1984. Without the dash, I read it as “r-ee-nter” (like “renter with a long e) as opposed to “re-enter.” And speaking of old computers and 8-bits…
  • Pixel Star Wars: Welcome Back to the 8-Bit Days: Games on the Apple ][+ contained stick-figure style graphics, blocky graphics or text-only a la Zork.
  • Joy of Tech on the Beatles: Apple’s website announced that “Tomorrow would be unforgettable.” All it did was announced Beatles available in iTunes. Sorry… that’s not unforgettable.  I guess company forgot we can put our CDs in our computers and transfer the songs to iTunes. (I’ve had Beatles on my MP3 for a long, long time.) C’mon. Aw, dang it. Now company has  me talking about it — bet that’s what it wanted.
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