Automating Email Reports from QuickBooks

An accounting system is essential for every business to track funds flowing in and out of their business processes. In the not so distant past, bookkeeping was handled through files and registers. File stacks were bundled on office shelves like debris for years, and it was a Herculean task for bookkeepers to check closed accounts. Moreover, keeping papers for such long periods was not practical. The integrity of bookkeeping methods was debated in the early 2000s when instances of massive financial fraud came to light.  Then, the idea of digital bookkeeping was thought to be a myth. Technology birthed the Accounting Renaissance, where digital applications, on-premise, and cloud replaced papers and files. QuickBooks is one such example, known to small and medium scale businesses across the globe.

Turn the Pages Back

An accounting system developed and managed by Intuit in the early 2000s, QuickBooks started with an on premise DOC version that was installed on either a personal machine or a hosted server. The Digital Wave helped QuickBooks claim a large chunk of small-scale customers, but left gaps in the standard aspects of traditional accounting standards. Then, a series of version updates and patch releases enhanced the product and turned it into a cohesive accounting system. Intuit has integrated QuickBooks with a handful of tools and web applications.

Every Penny Counts

When you are beginning a business, every penny counts. You have to accomplish more with less and ensure you pick the correct tools to operate your business. Most stakeholders need to see reports daily to ensure projects are on schedule.  Accounting tools have different templates for reporting, which can be customized and sent across as pdfs or excel sheets.  The following are some major QuickBooks reports that stakeholders see as critical to their SMB:

• Profit & Loss Report
• Balance Sheet
• A/R Aging Summary
• A/P Aging Summary
• General Ledger

Detailing accounting data is complicated. Customers and bookkeepers spend an innumerable amount of hours capturing information and then spend additional hours building out customized reports. To address the restrictions of their product, Intuit created advanced reporting, which is incorporated with QuickBooks Enterprise 14 R6P and higher for those with a functioning Full-Service Plan.

Email the Reports Out

This module helps customers set up a schedule to email reports at the needed frequency (i.e., daily business reports to staff, weekly money-related reports to managers, monthly budget reports to customers).  Generally, not everyone in the company has login access to Accounting systems to view financial statuses, particularly Account Receivables. In this case, scheduled reports are convenient, and can save a ton of time and provide an understanding of the organization’s budgetary execution to date. Scheduled reports eventually influence better business choices that can add to future development and achievement. The key benefits of Automating Email Reports from QuickBooks are:

• Custom reports
• Improved productivity
• Better communication
• Report compliance
• Secured accessibility

Automate the Process in a Controlled Way

QuickBooks schedules predefined report templates that contain sensitive financial data that cannot be exposed. Stakeholders and the Accounting Department face the dilemma of segregating the data, so as not to send full reports to all team members. 

QuickBooks doesn’t allow the creation of custom reports or scheduled emails; thus, an intermediary database can do the job. QuickBooks has open APIs for different entities including reports. We at DBSync help our customers integrate QuickBooks with databases and various other cloud and on-premise applications. The database, integrated with QuickBooks, can be in line with QuickBooks reports, and required information can be sent across the recipients based on business preferences. DBSync has email connectors that can be used to send emails based on the defined trigger criteria. Your QuickBooks database and email connector can be knitted together in an integration platform for controlled automation of email reporting. This helps when sending QuickBooks reports to selected recipients only.

Conclusion

Data is a crucial factor in driving business decisions. Decision-makers at different levels need to have access to customized reports that save time and effort. Automation of reporting distribution helps make for a sustainable organizational environment where stakeholders can focus on developing the business.