How to scan and upload your files

       NOTE: Always write on each Invoice or receipt the type of expense.  

As you obtain receipts and invoices from your various service providers, you know what type of expense it is, so simply write that information on the receipt or invoice.

This will identify the type of expense so that when you send that scan document to us, we will know what type of expense it is and where in your general ledger chart-of-account classification it belongs.

  Example:

• Diesel fuel

• Auto Expense

• Truck repairs 

• Equipment Lease

• Plus . . . .  .  etc

Identifying the type of expense by writing that information on the receipt or invoice as you obtain them, identifies the receipt or invoice expense for you and for us.

This way, when you scan your documents you would know the expense type and be able to save them by expense group name as follows:

• Income - Canadian/US

• Truck Expense

  • Using this expense group as an example. You could have incurred and obtained four expense invoices and/or receipts as follows.

    (1) For Tire Repair, One (1) For Diesel Fuel

    (1) For Truck Parts an One (1) For Repairs.

  • By writing on each of these receipts what type of expense they are, when you send us this information as a PDF file named Truck Expense, we will be able to place these in your GL account in each of the expense named category.

  • This way when you receive your quarterly operating statement, each expense will be shown as a separate expense item and as a percentage of your gross income for the quarter. 

• Bank Statements

• Tax information/forms

• Support Auto Exp

• Home Office Exp

When you upload the files, you would simply upload them into the expense information month folder located in the master upload folder.

The files you scanned and saved for upload would consist of the following.

1. The Income Info File:

   The files in this set would be your business incomes and income related invoices and information including broker statements.

2. The Truck Expense Info File: 

   This would be all of the truck operating expenses with your type of expense noted on each expense document scan

   Always have a separate file for Diesel Fuel. US or Canadian

3. Bank Statements.

   This will be your bank statements for the month or quarter.

   Prior to scanning the bank statements, please review and identify any direct debit expenses that you do not have a paper invoice or receipt to be scanned.

4. Tax Info/Forms

   This will be all tax related information, notices of assessments, GST/HST returns page-1, or other CRA letters or request.

5. Home Office Exp

   At setup, we will provide you with an home-office expense scan-doc information.

6. Support Vehicle/Auto Exp

   At setup, we will provide you with the support vehicle scanning information.

Keep in mind doing this will help us properly classify your operating expense and help bring more meaning to the financial report we produce for your information. In addition, it will allow us to file your scans on our backup server in easy to retrieve format. 

Another benefit: In the event of a CRA AUDIT, we can easily send you or send direct to CRA, copies of the required invoices and receipts, stored on our document management backup server, by month, which will eliminate the need for you to take time-out from working to make copies of the required invoices and receipts.

Some of the benefits:

Your operating statement of profit/loss, will reflect your business operating expense as a percentage of your gross business income.

This breakdown of your operating expense details, will give you the opportunity to know your numbers. You will know what areas of your business expense needs your attention due to what that expense reflects as a percentage of gross revenues. Is it too high in comparison to industry average or a prior year?.

General Notes:

When you scan your documents always line them up the way you would read the receipt or document.  From top to bottom. Even in the case of scanning multiple receipts, keep them in the top to bottom view format.

Getting Started

Click the sign up now link, complete the sign-up form and click submit. 

We will contact you to review the information and arrange to setup your business on our service and your business information upload and download folders and create and send you your user name and your preferred password.

(888) 456-6504