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QuickBooks add-on

  • QuickBooks Direct Deposit: How to Make it Secure and Easy

    With PrintBoss, QuickBooks direct deposits are easy and secure.  It is easy because there are no additional installation steps required to create direct deposits from QuickBooks and it is secure because of the features PrintBoss provides.

    Set-Up is Easy

    First, setup your company bank account in PrintBoss and create a list of your employees' E-mail addresses.  The list of E-mail addresses in PrintBoss or Payee List is used to automatically send a password protected direct deposit advice form to each employee on the list.

    Next, create the payroll checks as you normally would do.  Click on ‘Print’ and PrintBoss takes over formatting and processing your direct deposits from information provided by QuickBooks.  With one click you can create checks with secure encrypted signatures for those employees that prefer checks; create a Positive Pay file for security; create an ACH file formatted to the National Automated Clearing House Association (NACHA) specifications; and create a PDF file copy for archives.

    Positive Pay Files

    Today it is easy for anyone to scan a check for automatic deposit.  Intentionally or not, this can lead to depositing a check twice: once by scanning and again at the bank.  How can a business protect itself?

    An increasing number of banking institutions are offering a Positive Pay service for check fraud protection.  This is a formatted text or csv file listing all valid checks written on a bank account.  The file is transmitted to the bank and only checks identified in this file are cashed by the bank.  If the bank receives checks that are slightly different, or a duplicate, the bank will not accept the checks.

    PrintBoss generates a Positive Pay file for each check in the batch.  The structure of the Positive Pay file is designed to match individual bank requirements.

    NACHA ACH Transfer Files

    ACH transfer file creation is automatic with PrintBoss.  It begins the process of depositing your employees' pay directly into their accounts even if you're away from the office on payday or if they work remotely.

    Email an advice statement

    PrintBoss will also automatically send an E-mail to each employee on the Payee List.  The E-mail will have a message from you and a PDF copy of their paystub.  This E-mail can also include additional attachments.  For example, say you have a new HR benefit you want to announce.  A PDF explaining the benefit can be attached along with the QuickBooks direct deposit advice.

    PDF File Copies

    As part of the process, PrintBoss can also create a PDF file copy to archive by employee, date, or location--- whatever makes sense for your organization.  Some clients are saving these PDF copies to CRM systems to interface with HR systems.

    With PrintBoss, QuickBooks direct deposits are easy and secure.

  • What To Look for in Electronic Payment Software

    EFT, or Electronic Funds Transfer, is becoming popular with today’s businesses, regardless of their size.  Both vendors and employees appreciate the immediate receipt of funds into their bank accounts.  This method of payment is safe and worry free for the recipient – no lost checks, no waiting on the mail, no delays, no hassles.  As a result, many vendors and employees are putting pressure on businesses to offer electronic payments.  The question for business owners is, “What electronic payment software should I use?”

    Of course, ease of use is important when selecting an electronic payment software.  If the software is not simple to use processing time will increase, productivity in accounting will drop, and costs will increase.   The software should be streamlined so once it is setup the only task required of accounting is to upload the electronic payment file to the bank.   As an added benefit, choose electronic payment software that will email the Direct Deposit Statement to the recipient.  This will save money on printing, envelopes, and postage, not to mention the time to stuff envelopes.

    Another consideration in choosing an electronic payment software is expense.  Whether the electronic payment software is a separate purchase or an add-on to your current accounting software, cost is always important.  For business owners, software should pay for itself through streamlining operations and reducing overhead.

    With PrintBoss, you have the luxury of using electronic payment software with no additional software or setup fees.  Both the Select and Enterprise editions of PrintBoss include the NACHA file used in the US for creating electronic payment files.  This is part of the PrintBoss Positive Pay feature.  The electronic payment files are created with every EFT payment batch and saved to the location you choose.  The live checks and direct deposit statements can even be in the same print batch and PrintBoss will know what to do.  In addition, the Enterprise edition of PrintBoss has the ability to automatically email direct deposit statements notifying vendors or employees when the deposit will be made.

    Ease of use, streamlined operations, savings in postage and supplies make PrintBoss the ideal electronic payment software.

  • A Premier QuickBooks Add-On (Part II)

    Last week we began looking at what distinguishes one QuickBooks add-on from the next.  Specifically we were investigating check printing softwares in this realm.  We laid out how any QuickBooks add-on should be designed to save you time and money.  PrintBoss, as we noted goes a step further than this to also increase your check printing security.  In does this in large part due to its ability to print QuickBooks checks onto blank check stock.  Read last week’s blog here.

    But there are other features that make PrintBoss a premier QuickBooks add-on.

    One is ACH file creation.  As a QuickBooks add-on, PrintBoss can create ACH files simultaneously as it prints checks.  So for any vendor or employee that prefers to be paid by means of ACH, such as an employee requesting direct deposit, PrintBoss will automatically create the correct file.  This means that by clicking print for a check run, PrintBoss knows which accounts to print checks for and for which to create ACH files.  This saves you the fuss, confusion, and time spent making sure each employee has what they want.  With the PrintBoss QuickBooks add-on, just click print and everyone will get what they want, a check or an ACH file, every time.

    Another feature that makes PrintBoss a premier QuickBooks add-on is its archiving ability.  PrintBoss Enterprise can create, name and file PDFs automatically.  Just by clicking print, PrintBoss will name the file by data within the document, such as the invoice number, document date, or payee.  It will then automatically archive the file on your network.  It will even create new folders if a folder does not already exist for the payee.  The saves you time and inventory space as countless filing cabinets can be given to Goodwill.

    As a check printing QuickBooks add-on, PrintBoss can provide you the highest level of check security available with positive pay file creation.  The PrintBoss positive pay feature extracts and formats data from the check report to your bank’s specifications.  These specifications usually include: amount, payee, date, etc.  With the PrintBoss positive pay feature, check fraud is completely eliminated.

    These are just some of the features that make PrintBoss a premier QuickBooks add-on.  Visit the rest of our website and download our 30-day free trial to learn more about PrintBoss and what it can do for your business.

  • A Premier QuickBooks Add-On

    PrintBoss started over 20 years ago with the simple idea to save people time and money by allowing them to print their own checks onto blank check stock.  Over the years, this goal has not changed.  Now, other goals have been added on as more features have been added to the software, but this fundamental objective is still at the heart of our business.  In an effort to accomplish this goal further, we created an integration between PrintBoss and QuickBooks to become a certified QuickBooks add-on.  As such, we knew we could reach more companies, particularly the small to mid-sized businesses.

    So what exactly does PrintBoss do as a QuickBooks add-on?  There’s a long answer to this question and a short answer.  The short answer is that as a QuickBooks add-on, PrintBoss does exactly what we set out to do, save you time and money, while increasing security by allowing you to print checks onto blank check stock.  The longer answer resides in the descriptions of the features PrintBoss provides.

    As mentioned, the most fundamental feature provided by PrintBoss is the check printing feature.  QuickBooks allows you to only print checks onto preprinted check stock.  This causes a multitude of complications and expenses.  For one, preprinted QuickBooks checks cost at least 80% more than blank check stock.  Furthermore, preprinted checks require you to swap out check stocks for every bank account from which you print checks.  So if you have 5 different bank accounts, then you need five different check stocks.  This can cause headaches as check numbers can get out of order.  You also will run into general inventory frustrations.  With blank check stock, you have one stock for all of you bank accounts.  Not only is it less expensive than preprinted stock, but you never have to worry about printing on the wrong stock or getting your check numbers out of order.  Blank check stock also increases your security as none of your bank information can be stolen from your unused stock, as your routing and account numbers only appear on the stock after you print them.

    Stay tuned next week for the other features that make PrintBoss a premier QuickBooks add-on…

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