QuickBooks Services

Intuit offers a variety of services that may be of interest to you or your clients. These services are listed below, and descried in more detail on the following pages.

·        Insurance (AFLAC)

·        Merchant Account for Credit Card Payments

·        Send Invoices Online

·        Accept Online Payments

·        Online Bill Pay

·        Get a MasterCard

·        Get D & B Credit Reports

·        Bank Online

·        Establish Retirement Plans

·        Ship with FedEx

·        Backup Data Remotely

·        Set-Up Remote Access

·        Create a Web Site

·        Call for Accounting Advice 

·        Find a QuickBooks Advisor

Insurance (AFLAC)

QuickBooks now offers Insurance Products and Services from AFLAC (American Family Life Assurance Company), located in Columbus, GA.  AFLAC is reported to be the largest provider of worksite insurance products in the United States. QuickBooks now includes built-in AFLAC forms that allow users to apply for insurance.  There is also a report to help reconcile AFLAC invoices to employee payroll deductions.

The AFLAC functionality in QuickBooks is not available in previous versions of QuickBooks. To use the AFLAC functionality, you must have QuickBooks 2003 (Basic, Pro, Premier or Enterprise Editions). The Employee Organizer is not required.  The AFLAC Setup, audit report and forms are available without the Employee Organizer.  Also, you do not have to subscribe to QuickBooks payroll subscription to access the AFLAC features. However, if you use the AFLAC features to set up pre-tax deductions, QuickBooks payroll will calculate your taxes automatically, so you don’t need to calculate them manually.

Merchant Account

The QuickBooks Merchant Account Service is offered by Wells Fargo Merchant Services and Chase Merchant Services, LLC.  These are the only two Merchant Account services that work with QuickBooks. You must use QuickBooks Financial Software version 2002 or higher, or QuickBooks Enterprise Solutions 2.0. This account allows you to accept credit cards – everything you need to process credit cards is built right into QuickBooks - no extra software or phone lines needed. Simply enter credit card and customer information in QuickBooks, and click Send. Credit card payments are authorized and processed on the spot, and data is stored in QuickBooks. With this service, you can process credit cards in QuickBooks or remotely – such as at a trade show or at home – using Virtual Terminal Plus1. The service includes a card reader and features a 1.89% card-swiped rate. The card reader is available and is sold separately.

Your application must be approved before you can use this service, and you can apply from within QuickBooks as shown in the screen below. This process typically takes 7 to 10 days to be processed, approved and activated.

You will need to furnish current information about your business: legal name, location, business history, owner information, sales data, bank account information, funding information and current credit card processing and card type information. Pricing for this service is as follows:

Automatic Credit Card Billing - If you have a QuickBooks merchant account, the Automatic Credit Card Billing feature allows you to bill a customer's credit card a fixed amount at regular intervals for recurring services, such as membership fees, insurance premiums, or subscriptions. Before setting up a recurring charge, you must have written authorization from your customer. To set this up, from the "Customers" menu in QuickBooks, choose "Accept Credit Card Payments" and then choose "Manage Automatic Credit Card Billing" to access the Recurring Charges page. Print the "Automatic Credit Card Billing Authorization Form." Visa and MasterCard require that you and your customer complete this form in order to use Automatic Credit Card Billing. After completing the merchant sections, deliver the form to your customer to complete and sign. Next, on the "Recurring Charges" page, click "Set Up Recurring Charge" and complete all fields. Then, click "Next" to review and then save the charge information. Billing begins on the start date you specify. Your customer's credit card is charged automatically each billing period for the amount specified. After payment is authorized, funds are transferred to the account you use for the QuickBooks Merchant Account Service.

Send Invoices Online

Deluxe Online Billing allows you to e-mail QuickBooks invoices, statements and estimates as e-mail attached .pdf files; and through E-mailed Forms Tracking, you can also verify when customers have received and read their invoices. You can also automatically notify customers of late payments with Payment Reminders and give customers access to a password protected web page where they can view billing history, print invoices, submit inquiries, and set payment reminders.

There is a fee associated this service of $14.95 per month, but you can try it free for 45 days. To set this up, select the Online Billing options page from the customer menu as shown below.

The Customer Account Center tracks all e-mail invoices, statements and estimates from QuickBooks. Thereafter, each of your customers will be able to access a private, online Customer Account Center (which only includes their billing information) through a link in the e-mails you send. When your customers click on this link they will be invited to create a login to gain access to the Customer Account Center. Once a login is created, the Resource Center is protected so that only that login can be used to view that particular customer's information. Customers can see only their account information with your company. This account information includes all invoices (including your company logo) that you have e-mailed to them while you have been using Deluxe Online Billing.

To make the transition smooth for your customers, you should contact them first and tell them about this new option that is available to them.

If you've added your company's logo to your form(s), you will need to upload the graphic to Intuit servers first so that it can be converted to a Web-viewable version. Your logo will then be displayed in the same location on the forms as when printed. To add a logo to invoices, statements and estimates, click on the Online Billing Options button on the Edit E-mail dialogue and upload your logo before you e-mail the form to your customers.

You can e-mail forms from QuickBooks without signing up for Deluxe Online Billing. However, Deluxe Online Billing gives you E-mailed Forms Tracking, Payment Reminders, customized forms with your own logo, and a Customer Account Center.  The basic Online Billing service allows you to e-mail invoices, estimates and statements without your logo from your QuickBooks 2001/2002 software for free.  You can only e-mail statements if you are using QuickBooks 2002 or higher.

Accept Online Payments

QuickBooks offers a service that allows you to accept payments online. Once you have set up this service, all you need to do different is checked the “Allow Online Payment” box on your invoices before sending them to your customers. The first time you set this up, you will be prompted to select a payment provider. Thereafter, you can choose the invoices you want to enable for online payment. When you send an enabled invoice and your customer receives the invoice via e-mail, he or she can click on the link in the e-mail to make a payment online. Once payment is received, an alert is displayed in your Company Home Page. Simply go to the Accept Payments screen and click on the Get Online Payment button. With one click, you can record the payment information in QuickBooks.

QuickBooks Bill Pay

With QuickBooks Bill Pay you can pay your U.S. bills online. Bill Pay records payments directly into the QuickBooks General Ledger. This service can reduce the amount of labor, supply cost, and processing time by handling accounts payable online. You can make up to 20 payments per month for $15.95; thereafter each additional set of 10 payments is $6.95 per month. There is a free 30-day trial. 

To use this service, select the "online bank payment" box and choose the date you want the payment delivered. As an alternative, you could also go to the "pay bills" screen, and select "online bank payment" and choose the date you want the payment delivered. Next, send the payments from the Online Banking Center within QuickBooks – the payments are then made by the delivery date (when setting delivery date, please allow 4 business days for processing).

All online payments are sent using encryption and are protected with a PIN that only you know. QuickBooks Bill Pay transactions are guaranteed by the payment processor to be on time. To use this service, you need a checking account at a bank that offers online banking with QuickBooks, an Internet connection and a version of QuickBooks that supports online banking, and QuickBooks version 2000 or higher.

Get a MasterCard

The QuickBooks Business MasterCard is offered through Travelers Bank & Trust, FSB (a member of Citigroup) and it allows you to download your credit card transactions directly into all versions of QuickBooks 2000 and higher – all you need is an internet connection. You can automatically categorize expenses. The credit card features a low introductory APR on purchases and balance transfers, no annual fee, and no fees for additional employee cards. You can also apply spending controls on individual cards. You also earn traveler discounts quickly when you enroll in the optional TravelerMiles rewards program. This program has an annual enrollment fee of $39. You can apply online. Details and an enrollment form of the TravelerMiles program will be delivered with your card. It usually takes 3-4 weeks to process an application.

As a consolidated payment option, you can set up one master account for the business that receives a billing statement detailing activity for all individual credit card accounts.

Once you are approved for your credit card, Travelers Bank will send you a customer ID number, a temporary PIN, and a set of "Getting Started" instructions to set up your card for online account access. This will allow you to download credit card transaction data. The transaction data is sent using SSL encryption and is protected with a PIN that only you will know.

Get D & B Credit Reports

You can get a credit report on any customer or prospective customer by selecting credit check from the Customer menu, and then select Get Credit Report. At the Credit Check Services window, select the Existing Customer tab if the company you are checking on is already in your customer list.  Otherwise, select the New Customer tab. Next select a company or enter the company name and state. Then select Get Credit Report and click Start. If no matching company is found, make certain that both the company name and the state in which it is located are correct. If multiple possible matches are found, select the best match and click Continue. If a large number of companies is found, click Advanced Search and add additional criteria. If the company you selected is not an exact match for a customer in your customer list, the information from the D&B database is displayed next to the information from your QuickBooks customer list.  Check "Update billing address in QuickBooks with information from D&B" if you want the D&B information to replace the QuickBooks information.  The information in QuickBooks will be saved in the customer notes area. Pricing for this service is as follows:

Credit reports are downloaded right into QuickBooks.

A sample credit report is shown below:

Bank Online

QuickBooks Online Banking allows you to download transactions directly from your participating financial institution to reduce data entry time and errors. You can also transfer funds online between any two accounts at the same financial institution. With this service, you can immediately see which checks have cleared your accounts and get up-to-date account balances. You can also write checks, pay bills, reconcile accounts and transactions, and transfer funds between accounts at the same financial institution.

If your bank does not offer Online Banking with QuickBooks, you can still pay bills online using QuickBooks Bill Pay. To do this, download transactions and account information from your financial institution. Go to the Online Banking Center and select "Get New QuickStatement" and click "Send." Once you've downloaded your transactions, match them to your records and reconcile your account. You can also write checks or pay bills as you normally would in QuickBooks, and select "Online Bank Payment" and choose the date when you'd like the payment to be delivered (allow up to 4 days to process). Then send your payments from the Online Banking Center within QuickBooks, and the payments will be made by the delivery date.

The cost of Online Banking services varies by financial institution. You need a checking account at a bank that offers online banking with QuickBooks, an Internet connection and a version of QuickBooks that supports online banking (QuickBooks version 2000 or higher).

Ship with FedEx

As a registered QuickBooks user, you qualify for reduced shipping rates from FedEx for U.S. domestic and international services, FedEx Priority Overnight®, FedEx Ground® services for business-to-business shipping, FedEx Standard Overnight®, FedEx 2Day®, FedEx International Priority® and FedEx International Economy® services. These rates may or may not be lower than your own discounted rates. Savings do not include FedEx SameDay® or FedEx First Overnight® services.

Most importantly, you can prepare and print your shipping labels from QuickBooks 2003, using your customer list. To get started, call 1-888-411-5174 or sign up online. If you already have an existing FedEx account, you can continue to ship as you always have. Your discount will be automatically figured into your bill.

Backup Data Remotely

With QuickBooks Online Backup Service, files are compressed, encrypted, securely transferred across the Internet, and stored at mirrored off-site data centers managed by Connected TLM software - based in Framingham, Massachusetts. You schedule the days and times for your backups to occur, and thereafter, the backups are performed automatically. The cost is about $7 a month, based on an annual subscription at $79.95. This service supports backups up to 100 MB.  You may select up to 100 MB of additional files for $99.95 a year. The Premium Data Backup plan protects all your PC data files, up to 4 GB, for $14.95/month. The Premium Plus System Backup will back up all your data files and software applications, up to 10 GB, for $19.95/month.

The initial data backup usually takes the longest time (Approximately 15 minutes). Subsequent backups will scan your files for any changes, and only the incremental changes will be transferred. Triple DES encryption (112-bit) is an advanced encryption standard used by many banks, as well as the United States government. The service includes PC Heal which claims to provide the ability to "heal" your PC and repair damaged configurations.

To get started, select your backup plan and download a small software file via the Internet. A 2MB file will be downloaded to your hard drive to enable the service. Run this file to install the software and follow the prompts to register for the service. Downloading this file will take approximately 10-15 minutes using a 56K modem.  As an alternative, you can also install from your QuickBooks 2002 or 2003 CD. Click to get step-by-step instructions on how to select your backup plan and install the software from your QuickBooks 2002 and 2003 CD.

Your files are automatically backed up according to the days and times you've selected. As a subscriber to the QuickBooks Online Backup Service, you may also manually start an online backup of your files at any time, from the QuickBooks Back Up menu option. You can retrieve your backup files anytime, anywhere, from any computer that has Windows installed and an Internet connection. To do this, log in to the data center Web site with your account number and encryption key, select the files you want to retrieve, and download over the Internet to your computer.

You may back up your data as often as you like. To restore files, from the QuickBooks 2002 "File" drop-down menu select "Restore" and then "Online." Click "Restore" and the backup software will display the home page for your account. Choose the "Retrieve" tab and your previously backed up files will be displayed.

Set-Up Remote Access

QuickBooks Remote Access, is powered by WebEx, and it allows you to access your QuickBooks files from any Internet-connected remote PC. There is no need to drive to the office and no need to copy files. Thereafter you can use QuickBooks exactly like you do at the office from your remote location. All your work is saved to your QuickBooks file. There are no duplicate files. Additionally, there is no need to be running QuickBooks at your office. As long as your office PC is on and connected to the Internet, you can access QuickBooks – or any application installed on your office PC – through your remote PC's Web browser.

Your connection is protected by encryption and security technology that is used by banks and online trading firms. Only people you authorize will be able to access your QuickBooks Enterprise Solutions file using your I.D. and password.  The Remote Access Gold gives you, and those you authorize, remote access to your company's QuickBooks files and all your other desktop applications, while the Remote Access Platinum plan is designed especially for accountants with multiple clients or for business owners who need to access several computers remotely.  The Platinum plan allows remote access to up to 5 computers at your office, plus attended (client-authorized) access to an unlimited number of clients' computers.

To get started with Remote Access, QuickBooks Premier automatically installed the Remote Access application on your office PC when you installed QuickBooks. All you need to do is sign up for service and visit the Remote Access registration site to set up a user I.D. and password. Your office PC needs to be turned on and connected to the Internet, but the QuickBooks application does not have to be open.

The Price is $14.95/month for the Gold plan, and $29.95/month for the Platinum plan. This service works with all QuickBooks products and versions as well as any other application or file. To access a remote computer you must go to a specific URL that is given to you when you sign-up for Remote Access. QuickBooks software does not need to be installed on the remote computer. You gain access through the Web browser on the computer where you are physically located.
 

Create a Web Site

The QuickBooks Web Site Solution is provided by Verisign and is designed to help you design, launch, and host a beginner web site. The service includes a web site address with matching e-mail as well as web hosting The web site manager tool guides you through a wizard driven design process that allows you to set up a 5-page Web site. You can add photos and graphics. No special programming or Internet software is required. Prices start at $19.95/month for a custom 5-page web site with a personalized web address, matching e-mail, site hosting, and editing tools.

This solution is not integrated with the QuickBooks data. The web site options provided by Peachtree are far superior and are priced at $0 for a basic web site to $50 per month for an integrated web store. The web site solutions offered by BusinessVision 32 ($99 per month) and ACCPAC Advantage ($300 per month) are far superior and highly recommended.

If you prefer, you can use an existing Web Address. If you choose to use an existing domain name you will continue to be billed for the registration of your domain name by your domain name provider. You will have one e-mail box, and up to 4 e-mail addresses, with your 5-page Web site subscription. If you choose the 10-page Web site subscription, you get 3 e-mail boxes, and up to 4 e-mail Addresses with each e-mail box. All e-mail boxes are configured through Website Manager. You can add Web pages in 5-page increments (5-page packs) and additional e-mail boxes after your purchase using Website Manager.

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