Cloud Pro Expense

Photograph a receipt, have the details read for you, check them, approve them, and post the expense to QuickBooks Online with the receipt attached. Built for organisations that reimburse staff and pay with company cards, and want every expense checked by a person before it reaches their books.

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What it does

• Capture. Take a photo on your phone, upload a photo or PDF, send several at once, or email a receipt to your own private address.
• Read. The shop, date, amount, currency, category and the last four digits of the card are read from the receipt and filled in for you, with anything uncertain highlighted.
• Check. An accountant compares every receipt with its photo before approving it. Amounts over a level you set also need a second person to sign them off. Nobody can approve their own receipt.
• Post. Approved expenses go to QuickBooks Online with the receipt attached and a reference number on each one.
• Pay people back. See what you owe each person, mark payments made, and see totals per person per month.
• Foreign currency. The published exchange rate for the date on the receipt is filled in, and you can always enter the rate you were actually charged.
• Spreadsheet. Export approved receipts to Excel in a claim-form layout.

How it works with QuickBooks Online

An administrator connects your QuickBooks Online company once, using QuickBooks' own sign-in and consent screen. The connection stays in place until you disconnect it, and signing out of Cloud Pro Expense does not disconnect it.

• Read from QuickBooks: your chart of accounts, your classes, and your company's currency, so each expense category can be matched to the right account.
• Written to QuickBooks: a bill to the person for an expense they paid themselves (due in 30 days, so you can pay them back against it), or an expense against the right card account for spending on a company card. The receipt image is attached to each one, and suppliers and people are created as vendors when needed.
• Nothing is posted automatically. An expense reaches QuickBooks only after it has been approved and someone presses Sync.
• Disconnect any time, from the Admin page in Cloud Pro Expense or from the Apps area of QuickBooks Online.

How to use it

1. Create a free account for your organisation, then connect your QuickBooks Online company from the Admin page.
2. Choose your expense categories and match each one to a QuickBooks account.
3. Add the people who submit, check and approve receipts.
4. Staff photograph receipts and submit them. An accountant checks and approves them, then syncs them to QuickBooks Online.

The full user manual explains every step, and a guided tour walks new users through the app when they first sign in.

Pricing

Priced per organisation by the number of receipts read each month, with as many people as you like. All prices are in British pounds (GBP).

A yearly plan is twelve months for about the price of ten. On a paid plan, receipts beyond your monthly allowance are £0.15 (GBP) each rather than being refused. The free plan needs no card and stops at its allowance.

Support

Email cloudproadvisor@benbloss.com. Read our Privacy Policy and Terms of Service.