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How QuickBooks Online Allows Me to Run My Business From Anywhere

You may have recently read my article about using to bring your QuickBooks Online to the next level, and if so, awesome. And thank you.

However, you may be wondering exactly how it all works together. I’d like to walk you through a day in the life of a small business owner using some of the options from Intuit’s (and some of the apps not on to run her business, seeing firsthand how QuickBooks Online + Intuit’s AppCenter can help you run your business from anywhere. And, surprise! This small business owner is me. (Please, no judgement.)

5:30 am: My husband’s phone alarm goes off. Put my pillow over my head to drown out the deafening sound of it vibrating against the table.

5:39 am: His phone is vibrating AGAIN.

5:48 am: My husband gets up and turns on the flashlight on his phone to get ready for work. I squeal in pain.

6:15 am: My husband kisses me goodbye and tells me not to fall back asleep.

6:16 am: I fall back asleep.

6:30 am: Now the alarm on MY phone goes off, and I curse the entire universe as I reach for it to turn it off. After I accomplish that incredible feat, I check the text messages that have come in since midnight EST:

  • A client in California needs another copy of an employee’s W2 that the employee lost. I resend the link to the file in SmartVault.
  • One of my sisters sent me a link to a YouTube video entitled “Ba’Noodle Dub”. Judging from the title, it could be NSFW, but since neither of my kids are around, I watch it. I’m pretty sure I snorted laughing at it, but since no one was around, you can’t prove it.
  • 4 other clients have submitted their payroll hours

After texts, I check email. I don’t have a special email app – I just use the native iPhone email. I have multiple email accounts, and I’ve yet to find one that works as well for me as this one does. I delete the stuff I don’t need, reply to the stuff I can, and leave the others in my inbox for later.

After checking the weather, I look at Facebook & Twitter, then open my calendar app (I use Calendars 5 to sync my Google Calendars) to see what my day entails.

7:00 am: By now my almost 13 year old daughter has already showered, eaten breakfast, gotten dressed, and packed her lunch – all without a word from me to do any of it. She’s awesome. I’m nudging my 6 year old son to finish up breakfast, brush his teeth and get dressed. Odds are that I’ve taken socks out of the drawer, but have misplaced one or both of them, and while my son is getting ready, I’m wandering from the kitchen, to the laundry room, to my bedroom looking for the sock(s).

They’re both in my hand.

7:15 am: My Pebble watch buzzes with an email from my partner Shannon. She’s finished a project and has sent me her invoice to pay. I open the Intuit Online Payroll app on my phone and schedule a payment for her. Since I have a few minutes before we have to leave, I process payroll for the 4 clients that texted me their hours.

7:30 am: We’re out the door to school. I drop off the kids, then head back home.

8:15 am: Since it’s the dead of winter, and barely above 0 degrees outside, I head down to my basement to get 5-10 miles in on the bike, plus a 20 minute workout that I’m pretty sure might kill me. (Trust me, any exercise with the word “plank” in it has to be the devil’s idea.) I only get through all of this because I use the Direct TV app to stream Law & Order while I’m working out.

10:00 am: Now I deal with all the emails that I put off earlier, plus the new ones that have come in. I approve some appointments that clients have requested via our online scheduling app, Full Slate, and update my (still handwritten even though it’s on my iPad) To Do list.

10:30 am – 12:30 pm: One of our long time clients is starting a new company. We used QuickBooks Licenses to get her setup with the proper documents to register her business with federal, state, and local agencies, and now that she’s got the confirmation back with her EIN and account numbers, we’re setting up her QuickBooks Online account. She’s going to need a small amount of funding to get started, so I help her with her application at Fundera to apply for a loan. She’s also going to need an online scheduling tool, so we’re looking at Full Slate with Stripe payments for her website and using Zapier to connect Stripe and get the payments into her QuickBooks Online. I’ll be setting up a test account in QuickBooks Online. We’ll use QVinci to give her consolidated reporting for both companies at one time.

12:30 pm – 1:00 pm: Catch up on emails – so close to #InboxZero! Try to snuggle with one of my 4 cats. Get rejected. Update my To Do list and open our project management tool, Mavenlink, to document my previous appointment and set up a new task/due date to do testing with Zapier.

1:30 pm – 2:30 pm: Login to our hosting account to manage another client’s QuickBooks desktop data.  I import bank transactions, prepare reports client has requested, and login to the app with use to manage AP for our clients, I schedule payments that another client has approved, and sync them with their QuickBooks desktop file.

2:30 pm – 3:30 pm: I do a client consultation about process and workflow. This client has been tracking prospective clients and inventory with Excel spreadsheets. Their most important requirements are CRM for 2 outside sales staff, group/kitting for inventory, and access to accounting for both partners, office manager, warehouse manager, outside accountant, and bookkeeper, with integrated payroll and flexible budgeting options. We land on Method CRM, SOS Inventory, QBO Plus + Payroll, and QuickBooks Payments. We walk them through their workflow:

  • Sales staff to enter leads, manage customer relations and create Estimates with Method. Estimates will sync with QBO.
  • Warehouse Manager, in SOS Inventory, will generate Sales Order from Estimate that has been synced with QBO, and create a pick list for warehouse staff. Warehouse staff will pick the order and create Shipment in SOS. Warehouse Manager will pull Ready to Invoice report from SOS and create Invoices that will be synced to QBO.
  • Office Manager will review Invoices and send out to customers from QBO, allowing for online payments to made via QuickBooks Payments.
  • All employees will be using for time tracking. Sales staff will be able to punch in/out on mobile (with GPS tracking turned on). On site employees will be required/restricted to use an assigned netbook for punch in/out.

3:30 pm – 4:00 pm: Jump in the car to wait in the pick up line at my son’s elementary school. Spend the quiet time replying to posts in the ABBO group on Facebook.

4:00 pm – 4:30 pm: Pick up my son, swing by my daughter’s friend’s house to pick her up, then head home.

4:30 pm – 6:30 pm: Kids are doing homework, I catch up again on emails, update the website with WordPress, prep the next few weeks of show reminder emails with MailChimp and get ready for the show. I mention to the kids I didn’t plan anything for dinner, to which my daughter replies: “Yeah? And, what’s new?” So, there’s that.

I hit #InboxZero, take a screen shot and then post it to Twitter. WINNING!

8:30 pm – 11:30 pm: Kids are in bed, and I spend some time doing reviews of apps from and scheduling social media posts with my favorite social media management app, HootSuite. I might also waste these last few hours of the day on Reddit or playing 2048 while my husband and I watch…what else? Law & Order, of course.



Stacy Kildal

Stacy Kildal

Contributor at Fundera
Stacy Kildal is owner/operator of Kildal Services LLC—an accounting and technology consulting company that specializes in all things QuickBooks. In 2012 & 2013, Stacy was named one of CPA Practice Advisor’s Most Powerful Women In Accounting. Stacy is one of the three hosts for the QB Show and has also been featured frequently on Intuit’s Accountant Blog, Community "Ask the Expert" forums, at various Intuit Academy To Go podcasts, as well as hosting a number of Intuit Small Business Online Town Hall sessions. She is a big fan of working mobile and has been recognized by Intuit as being an expert on QuickBooks Online, having written Intuit’s original courses for the US, Singapore and Canadian versions.
Stacy Kildal