Ask your client sends the person behind a company one email listing the expenses that still have no receipt in QuickBooks, with a button to drop everything they have. What they send lands in that company's document box, ready to attach.
Where to find it
Open Documents. In an account with several companies, first pick the company in the Company list at the top of the portal: the panel works one company at a time. With a single company, it is there already. Click Ask your client to open it.
Set it up
- Enter the Client's email and the Language of the email, French or English.
- Check From and Replies go to. The email is shown as coming from "your name via Caribooks". A reply goes to the address in Replies go to, and that address gets a copy of every email sent.
- Pick where the list starts in Ask for receipts since: when The books were closed (the closing date set in QuickBooks; with none, the start of the fiscal year), when The fiscal year began, 90 days ago, Always, or A date… of your choice. The menu shows the day each choice stands for.
- On Autopilot, pick Send by itself if you want it sent without you (see below).
- Click Next. The settings are kept for that company, and Caribooks reads QuickBooks.
Check the list
The list holds the purchases and bills since the start you picked that have nothing attached in QuickBooks, oldest first. Left out:
- expenses booked only to bank, credit card, loan, payable, receivable, equity or income accounts, which are money moved rather than spent;
- expenses booked only to bank charges, payroll, interest or amortization, which no vendor gives a receipt for;
- charges marked as having no receipt;
- expenses a document already in the box matches, which only need attaching.
Uncheck a line you will not ask this client for. It stays unchecked for that company the next time, and your assistant still counts it as missing. Change goes back to the settings.
If documents in the box still need you, the panel says so and links to them, since attaching those first shortens the list. It does not stop you from sending.
Send
Send now sends the email at once. One email a day can go out for each company; a second try the same day says Already sent today. When nothing is missing, nothing is sent. The panel then shows the last send: its day, the address and how many receipts it asked for.
The email lists up to 50 charges, oldest first, each with its date, vendor and amount, and says there are more for another time. Its button opens the company's drop link, where the client adds files with no account and no password. It also gives the company's receiving address, for forwarding the emails receipts came in. In an account with one company, the account's own link and address are used. See Receiving addresses and drop links.
The client does not sort or rename anything. Their files land in the company's box, where your assistant attaches them when you ask, or a loop does with Autopilot.
Send by itself, with Autopilot
On a company with Autopilot, Send by itself offers Every Monday or Every month, on the 2nd, at 9 a.m. The list is read again at each send, so a receipt attached since the last email is off the next one, and nothing goes out when nothing is missing. On the Connector, the choice is shown but greyed out, with Switch on Autopilot.
When the client asks to stop
Every email has a link at the bottom to stop these reminders, and mail apps show it as their unsubscribe button. Opening the link only shows a page; the client confirms there. You get an email right away, and the panel shows the day it happened. Nothing more is sent to that client for that company. To turn the reminders back on with their agreement, write to support@caribooks.com.
Ask your assistant
Once the files are in, your assistant can attach them:
- "Which expenses since September 1 have a matching document in the box? Attach them."
- "List the purchases still missing a receipt for Atelier Nord, biggest first."