First Look: QBO App for Expiration Reminder

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When I first saw where this app was joining the Intuit QuickBooks Online App Center, I was excited because I have clients who need to track critical expiration dates associated with their business operations. While this app syncs with QBO files, it doesn't sync with QuickBooks Desktop. 

Expiration Reminder, by SkyXoft Technologies, Inc. is an expiration and renewal date tracking App that saves time by keeping all your expiration dates centralized in one place to help avoid penalties from failing to stay current.

Did you realize that most businesses spend hours over the course of every year tracking expiration dates using Excel, of maybe even a pencil and paper), tracking when things like contractor insurance, or even their own workers’ compensation expire?  The same businesses then go through the tedious process of tracking down the information they need so they can attempt to contact the right people about an upcoming expiration or renewal requirement.

Well, Expiration Reminder is an expiration date management App that does more than just track important expiration dates, it actually helps you improve communications by keeping everyone on the same page when it comes to critical expiration dates.

Now, Expiration Reminder offers QuickBooks (online) integration that allows you to automatically sync employees and customers so that the two Apps are always ‘in sync’ when it comes to expiration and renewal date related information.

Features

Expiration Reminder’s Dashboard provides a quick overview of what items are current and which ones are expired. You can easily filter the dashboard information by categories like contracts, employee certifications, permits, warranties, software licenses, etc.

Your Contacts can be anyone either within or outside of your company. When you link to QBO your contacts are matched with either customers or employees, that's why it is necessary to insure that names and email addresses in both systems are up to date and that they match for the same individual or company.  Contacts will receive notifications when an associated item is about to expire.

Group your various categories of items like contract renewals, insurance expiration dates, contractor bond renewals, etc. You could choose to group items by location, business operations, projects, properties, vehicles, almost anything.  Groupings of this type give you an extra layer of streamlining when it comes to viewing current and expiring items.

Expiration Reminder Items are the various tracking requirements associated with your business.  These get linked to 'contacts' whether those are employees or external individuals such as vendors.  You can even upload attachments for each item. 

Reporting, displays and alerts all are intended to insure that you never miss another expiration or renew date requirement.  With mobile reminders, contacts get notifications about renewals on a 24-hour, 7-day-a-week basis right on their mobile device.  You can combine both mobile and email notifications so that all the appropriate parties, like responsible employees as well as customers or vendors, get the proper reminders. 

QuickBooks Online Integration is designed to allow you to sync users from QuickBooks into Expiration Reminder so that you can assign them as contacts on expiration items. If you have already created your QuickBooks Online account, you will be able to sync with QBO after you sign-up with Expiration Reminder. 

  • From the Your Account on the top of Expiration Reminder select Integrations;
  • Within Iintegrations, look for QuickBooks under Accounting, click the green Connect button to start the process;
  • When prompted, log-in to QBO using your Intuit credentials, and Authorize QBO to share your data with Expiration Reminder;
  • Once you connect and authorize the integration, you will need to configure some settings for Expiration Reminder to work with your QBO file the way that will work best for you. To make these settings go back to the Your Account menu at the top of Expiration Reminder and once again select on Integrations.  When you see QuickBooks this time, there will be a blue Configure button

From here you can manage and sync your QuickBooks Users, Employees and Customers.

Create Invoices in QBO via Expiration Reminder Items - you can create a QuickBooks invoice when an Expiration Reminder Item is about to expire. This allows to reduce the entry time on QuickBooks and is useful if you’re tracking expiration dates for contracts for example.

  • To set an expiration item to create a QBO invoice when it is about to expire, click on the QuickBooks tab when creating or editing the expiration item. Now click the checkbox Create an invoice and then select the customer to whom the invoice will be attached. This customer must have already been synced between QuickBooks and Expiration Reminder in order to perform this step.

Expiration Reminder also has an Audit Log that records all changes to the data as well as all notifications sent via the product.  Details are recorded about the users performing tasks, when the tasks were performed, and to whom and via what method, notifications were sent.

Subscribing to Expiration Reminder

If you need to track expiration and renewal information, and dates as part of your business, this is a simple app that integrates with QBO. Unfortunately, it doesn't offer integration with QuickBooks Desktop. I know lots of QuickBooks Enterprise users who really need a method of tracking this essential information. 

Expiration Reminder offers a variety of pricing options that are outlined HERE at the Intuit QuickBooks Apps Center. You can sign-up for a 14-day free trial HERE.

For more details on the various features and functionality of Expiration Reminder, visit their main website.

I would encourage you to give this app at least a "once over" if you need help keeping track of critical expiration dates.