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I was introduced to vlogs by my niece earlier this year. Also commonly referred to as YouTubers, vloggers create daily or weekly videos sharing pieces of their lives with the viewers. I have noticed that YouTubers often share with their fans what video and audio equipment, softwares, and music they use to produce their vlogs. Many of you have asked about my QuickBooks setup, or my QuickBooks ecosystem. In other words, what softwares and hardwares in addition to my QuickBooks Online software do I and my clients use? Full disclosure – nobody has actually ever asked me this or anything like it. I don’t think anybody really cares. But just in case you do, here are the components of my system:
Hardware
- Computer
MacBook Pro running Windows 7 via Bootcamp. Why? Because Apple makes awesome hardware and Windows makes some awesome enterprise software. If I need to use the Mac OS, I can boot the computer up in Mac OS mode. But I’ve not found a reason to do that yet… ever. - Docking Station
Hengedocks Vertical MacBook Pro doc – Allows me to not have to plug anything in or out when I come and go. I love this thing. - Monitors
22″ Asus monitors (2) – Nothing Fancy, but having 2 monitors increases my productivity a great deal. The only thing better could be 3 or 4. - Scanners
Fujitsu ScanSnap ix100 & ix500 – These work very well with the softwares below. I bought and tested several other scanners and they all failed miserably to compare to the Fujitsu scanners.
Software
- General Ledger
QuickBooks Online Plus – The Plus version allows for Department tracking, which I use, though I HATE that Department is a header/transaction-level tag and not a line-item tag. - Accounts Receivable
Varioius – Depends on whether the client has a billing or A/R system already in place - Accounts Payable
Bill.com – Secretaries or Clerks scan or email-forward all bills to a Bill.com company and create a bill with the payee, amount, expense category, class, and department. Then I and/or other approvers review and approve the bills. A PDF copy of the bill is saved in Bill.com and the bills and payments are exported to QBO. This saves me from every having to open envelopes or do the bill data entry. All I have to do is approve the bills and push a couple of buttons to pay them. Bill.com will either send a paper check to the payee or pay them electronically. - Expense Reporting / Company Credit Card Expense Entry
Expensify – Company credit card holders are responsible to scan a receipt and to categorize and classify all of their own company credit card receipts. I or an accounting assistant then review and approve the expenses and export them to QBO. This means that I do not have to collect receipts, enter the credit card expenses, and file the paper receipts away. It puts the burden of the tedious data entry onto the card holder and makes him accountable to be sure that he have all of his receipts. If an expense is missing a receipt attachment, I am notified of it in the review process. - Filing / File Storage
SmartVault – SmartVault can be mapped to a Windows computer to show up as a hard drive, thus making drag-and-drop of scanned files into Bill.com, Expensify, and QBO very easy, particularly when you have 2 or more monitors. I like SmartVault because the price is very reasonable and I have a lot of control over which users have access to which folders.
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