How will your really make money with XpandedReports?

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1 How will your really make money with XpandedReports? Step 1 Assess Where You Are There are many ProAdvisors, Bookkeepers and Accountants to choose from: Why You? What can you do that is Different? Do you have a System? Can you create a Process? Makes pricing easier Allows for replication, consistency, etc How can you create Leverage? Learn from what others have done You don t need tools but why not? How do you communicate the difference (case study, success story, references, benefits, etc) Step 2 Know Where to Look for Opportunities QuickBooks Data can be leveraged in many ways The trick: Figuring out what is critical for clients Don t just assume it is a limitation of QuickBooks Look at what is being done manually Look at what is being done manually or in Excel Ask what information they wish they had It is amazing when you are listening for pain points how many you will discover. Step 3 How Will You Get Paid? QuickBooks consulting you need the data to create the reports. Your clients will need assistance in figuring out where the data is and/or implementing procedures to capture the data going forward. Report creation Get the report started for them Develop your set of reports to leverage your time and expertise Add charts and graphs for the Wow factor Include the same data with different groupings and subtotals for ease of use for the client Software training teach them how to modify/create reports First point of contact so they don t hire someone else for services you offer. Bonus Solidify your trusted advisor status while providing an easy way for clients to provide referrals!

2 Report Creation Checklist Name of Report: QuickBooks File Used: Done Notes QuickBooks report to be used as a starting point Date range for report Additional data columns to be added Date: Supporting Information Filters (list data field below and filter criteria on right) Edit Report Title Insert Formula (description below and formula to right) Insert/Modify Subtotals Re-order any columns: Detail Report Summary Report Raw Data Report Hide Columns: Detail Report Raw Data Report Add Charts and Graphs Name: Rename Tabs Remove Tab Hide Gridlines Highlight Totals Memorized Horizontal: Vertical: Detail/Summary/Raw Data Yes/No Yes/No Yes/No

3 Examples Starting Report Purpose Add Columns Name/Format Formula Reports > Sales > Pending Sales The sales rep has entered the pending order; there is a process in place to review the gross profit percentage prior to shipping Maybe Detail or Summary depending on needs (remove raw data report view for speed) Item.Avg Cost Amount Gross Profit $/Currency [Amount]-([Qty]*[Item.Avg Cost Amount]) Note: you could get smarter about this if you want and put in an IF statement to look for only inventory and inventory assembly type items. Profit Percent/Currency IF([Amount]!=0,([Gross Profit $]/[Amount]*100), 0) Note: Hide column Note: This report could be used on sales reports as well, but at that point the goods have shipped and customer has been invoiced, so it would be for analysis, not proactive management intervention. Gross Profit %/Text CONCATENATE(ROUND([Profit Percent],2)," %") Low Profit/Text IF([profit percent]<.05,"low Profit","High Profit") Note: Hide column Research/Text IF([Low Profit]=="Low Profit",FORMAT_DISPLAY( [Low Profit], '#ff0000', '#ffff99', false, false, 12, 'Arial' )," ") Note: This formula displays low Profit in red text, highlighted yellow. It looks complex, but using the Format Display wizard, it will create that part of the formula quickly and easily.

4 Reports > Sales > Sales by Item To prepare a stock status report: this has more than one column of sales data and can include custom fields from the item level for decisions. Use the Summary report (consider removing the detail and raw data reports to improve performance) Item.Qty On Hand Item.Qty On Purchase Order Item.Qty on Sales Order Item.Reorder Point Custom fields such as: lead time, max/min, minimum order quantity, etc. Use summary report and pull qty fields next to item name (sales will be column fields. Quantity Available/Quantity [Item.Qty On Hand]-[Item.Qty On Sales Order]+[Item.Qty On Purchase Order] Quantity to Order/Quantity IF([Item.Reorder Point]>[Quantity Available],([Item.Reorder Point]- [Quantity Available]),0) Note: This could be refined based on sales data, custom fields for minimum order quantity, cost per item, etc to match the business decision process Consider adding the vendor name, phone, etc. Filter: Quantity to Order column is more than 0.00 to see a report of only those items which need ordered. Reports > Sales > Sales by Split item for additional reporting (i.e. sku, color, size) Note: This same approach can be used to pull item number from description when using an add-on In this example, the parts are separated by a BLU-XL SKU SPLIT_TEXT([Item Fullname],"- ",1) Color SPLIT_TEXT([Item Fullname],"- ",2) Size SPLIT_TEXT([Item Fullname],"- ",3) Reports > Sales > Sales by New versus existing customers based on created date You can choose to do this calculation by days, months or years. DATEDIF_XR([Customer.Create Time],[Date],"Y") Note: This calculates based on time between the create and transaction date. NOW() is the function to use instead of date to see how long they have been a customer.

5 Reports > Job, Time, & Mileage > Time by Item Time by job by tech to compare productivity Right click on employee to group on that column, then drag to left Filter by item to show only specific types of projects More Ideas:

6 XpandedReports for QuickBooks STARTS where QuickBooks Reporting STOPS Overview of the Problem Space Contact Us: Wish you could add a calculation column for commission reports to a sales report in QuickBooks, what about something more complex such as IF/THEN formulas based on the item sold, exclude filter rather than choosing all the items to be included on the report, actual date paid in full, custom fields included in the computation? How about being able to subtotal on more than just one column? Or even better yet, not just a sum, but a count, or an average, or more? These are just some of the common issues which cause frustration when trying to create reports in QuickBooks. QuickBooks users frequently select one of the following to overcome the limitations: First Choice-Export to Excel Problems: The data is dead on arrival when information is updated in QuickBooks, the spreadsheet is no longer accurate The report template cannot be memorized and re-used unless you are a Wiz with Macros, v-look ups, etc. it often feels like you are starting from scratch each time Related data can not be connected together again, this can be done with intermediate Excel skills, but even just creating the reports, exporting them to Excel, and then building the report, can be time consuming and error prone Pivot tables can be intimidating chart or graph views are designed to be easy and fixable. Security report can be automatically filtered by sales rep, class and more to control who is able to see what data. In addition, the access to the templates and data are saved in a secure location accessible from anywhere, and not on your hard drive or shared server. Spreadsheets are inadequate due to the restricted nature of the base QuickBooks report used for the spreadsheet XpandedReports has access to more data than exists via a QuickBooks report export, or even when using QODBC.

7 Solution: XpandedReports Uses live data Reports are created using the most current QuickBooks data available Reports can be memorized for future use The template is memorized and then the current data is used to create the report Reports can be saved for the individual creating them, or the report can be shared with other people who have access to the company data file via XpandedReports Based on the My Reports listing, reports can quickly and easily be used by ProAdvisors and Accountants with multiple clients Second Choice - report writer such as Crystal Reports or QODBC Problems: Complicated Expensive Solution: XpandedReports Much more simple Same familiar QuickBooks look and feel Formulas similar to Excel (plus much more) Many reports similar to QuickBooks to use as a starting point Much less expensive No need to purchase expensive report writer software No need to hire programmers to create the reports for you No need to pay each time a minor modification needs to be made to the report

8 How can XpandedReports Help? Access from anywhere - No longer tied to a machine that is running QuickBooks. Data - Access more data that is not on the typical QuickBooks report. Filtering - Greater flexibility in filtering including numeric ranges, and AND/OR string clauses Formulas - Insert formulas directly into the report without having to export to Excel. Pivot - Automatic Pivot view with multiple views of the data on a single report. Security - Report specific security allows for filters to control what people can view and what they can do with the reports. No one but you can edit your memorized reports. Reduced cost - Allow people to see reports without having to purchase another QuickBooks seat. Unlimited Grouping - Easily add, modify, or remove groups. Totals - XpandedReports includes additional group summary options. For any group on a report, you can choose: Sum, Max, Min, Average, and Var, StdDev, and/or Count. Memorize - XpandedReports saves reports as templates and does not save the data just like you do in QuickBooks, allowing reuse and flexibility in creating new reports. Now you can leverage what you know and create reports Your Way!

9 QuickBooks look and feel but detail, summary and raw data all at once, by default.

10 XpandedReports has a familiar Modify Report dialog box with so much data available. Filters like you have never seen before including include, exclude, starts with, ends with, exact match, and/or, wildcards and so much more.

11 If you feel comfortable with formulas in Excel, you will love XpandedReports. If you don t, no problem, the wizard will walk you thorough quickly and easily creating date and time, math, logical, information, and/or text calculations..and even add charts and graphs with a couple clicks of the mouse:

12 XpandedReports Pricing 30 Day Trial Plan Free for 31 days. Good for 1000 user(s). This is a fully functional trial version of the product for use with sample data or your own data. Sample Data Only (Demo) Good for 1 user(s). Unlimited access to the full version of the program with sample data ONLY. Please choose the trial or a paid plan to use your own data. XR User - $19.95 per month. Good for 1 user(s). For 1 user XR users - $29.95 per month. Good for 5 user(s). For up to 5 users with access to the same QuickBooks data file XR Users - $39.95 per month. Good for 10 user(s). For up to 10 users with access to the same QuickBooks data file XR 6.0 Unlimited users - $49.95 per month. Good for 1000 user(s). For unlimited users with access to the same QuickBooks data file Special Pricing for ProAdvisors: FREE

13 Sign Up and Set Up Process for XpandedReports To begin, go to and click on "Try It" to sign up for a trial subscription.

14 If you do not have an Intuit login (i.e. TurboTax, quickbooks.com, ProAdvisor program, etc), complete the few sign up boxes to create an account. If you already have an Intuit account, click on the Sign In button to switch to the user name and password screen. If you choose "Sample Data" this screen will appear the next time you access the application. To access your own data, follow the instructions below.

15 QuickBooks Set Up The next screen guides you step by step through the process of preparing to connect to the QuickBooks file. Follow each step and check it off as you go. When all three steps have been marked as completed, the "Continue to sync" button will be available. This next step is CRITICAL. Be sure to choose Yes, to allow access even if QuickBooks is not running, and choose to login as Admin (the login choice will not be there if there have not been multiple users created in the QuickBooks file). This is required so that XpandedReports can subsequently update all the data when any user is logged in. 1. Click on Continue 2. Click on Done at the Access Confirmation Screen. 3. Then back in the internet browser window, click on "Sync with QuickBooks." If the integration preference was not marked correctly, there will be errors displayed. To correct the errors will require editing the Preference for the integrated application XpandedReports. For the step by step instructions of how to fix the errors, click on the "How to Fix Errors" button for a PDF. Once the error has been corrected, click on "Re-try QuickBooks Integration" to move forward through the process.

16 Initial Sync Once the errors have been corrected, the sync process will begin immediately. The time required for the sync is dependent on the internet connection, size of the data file, etc. On the sync screen, it is possible to see the estimated time for the process. DURING THIS SYNC PROCESS IT IS EXTREMELY IMPORTANT THAT YOU DO NOT CLOSE THE BROWSER WINDOW. Closing the browser does not provide a graceful exit for the connection between XpandedReports and QuickBooks. Instead, if you wish to end the process, click on the Cancel button. If you do cancel, the process will begin again the next time you access XpandedReports. When all the data has been completed, XpandedReports will launch automatically. Next Steps In XpandedReports there are suggested reports to help you get started. Just choose one to see the familiar look and feel of QuickBooks, and so much more. Every two weeks there is a live webinar offered to provide an overview of the product with plenty of time available for questions. These sessions are recorded and available for review at you leisure. Don t forget about the resources under the Help pull down. This includes online documentation that is updated regularly. has just been added as a way for you to: Share report templates with other XpandedReports users. Just check the share with community option when memorizing a report (Note that you can create a profile including contact information as a way for QuickBooks Professionals to showcase their expertise with prospective clients) AND/OR Download report templates for use in your XpandedReports installation. And finally, there is always live phone ( ) and technical support available 8:00 AM 4:30 PM Central.