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An active bank account, your online banking credentials (username and password), and a mobile device that receives texts.

There are several places on the ZenBusiness platform to link your bank account. When you first land on the ZenBusiness dashboard, you’ll be presented with a black pop-up window that’ll prompt you to link your bank account. The other way to link your bank account is by navigating to the ZenBusiness Money Overview page. On the Expenses tile, you’ll see where to link your bank account.

When you begin linking your bank account, first locate your banking institution (Bank of America, Chase, Wells Fargo, etc). You’ll need to enter your banking credentials (username and password), approve sharing your bank account data, and then choose which accounts you want to link. Plaid will display all the accounts that are available to you through that banking institution. For example, if you have a checking account, savings account, and a credit card, you can bulk select all of those accounts at once.

We’ve integrated with Plaid. Your data is secure and will never be compromised. Check out Plaid’s website if you want to know more about their data security:

https://plaid.com/safety/

Yes, you can link an active credit card, as long as the banking institution is supported by Plaid.

Because errors can vary, it’s best to contact our Customer Success agents.

If your online banking credentials or account number has changed, you’ll be prompted to relink your bank account. If you see this message and think it’s an error, please contact our Customer Success agents.

Typically, you’ll see transactions for the last 30 days. Once those expenses have been tagged as business or personal, you’ll be prompted to approve pulling in prior expenses.

• On the Expenses page, select the gear located on the bar chart.
• Select “Banks & Integrations” for a list of linked bank accounts.
• To unlink your bank account, toggle off all the accounts under the same banking institution (e.g., if you want to unlink a Bank of America checking account, toggle off all of the linked Bank of America accounts).
• Once all the accounts have been toggled off, a confirmation pop-up will ask if you’re sure you want to unlink them. Select “Yes” to confirm.
• If you ever need to relink an account under that same banking institution, you must go through the link bank account steps again.

Yes, link multiple accounts by selecting all the accounts listed after you’ve entered your online banking credentials. You may see many accounts listed, such as your checking account, savings account, and a credit card account. You may select all three if necessary.

First, you should confirm that the spelling of the bank is correct. If it is, it’s likely Plaid doesn’t support that particular banking institution. This is more common for small credit unions.Take these steps to see if Plaid can make your bank available: https://plaid.com/trouble-connecting/

Generally, any expense not directly related to your business should be marked as “Personal,” so it’s not included in your self-employment tax estimates.

For more detailed info about deductions, check out this IRS article:

IRS Recordkeeping for Small Businesses.

The Deduction Finder will scan through all of your expenses and show a grouping of expenses based on certain categories – Very Likely (likely a business expense), Not Likely (not likely a business expense), and Needs Review (we can’t tell if it should be business or personal).

All you have to do is confirm those categories are correct by selecting each transaction in bulk and marking them as Business or Personal. For the Needs Review transactions, make sure to spend some time on those and mark them appropriately.

If you’ve already tagged most of your expenses, the Deduction Finder may not find anything new for you to tag.

Follow these steps to manually tag an expense:

• Navigate to the Expenses page, and select “Add Expense.”
• Enter/edit the following data:
  • Date of expense (defaults to today’s date).
  • Vendor (place where transaction took place).
  • Dollar amount.
  • Status (Business or Personal expense).
  • Select a category (travel, advertising, business meals, etc).
  • Select the correct business. If you have only one business, the default is your business name. If you have more than one business, use the drop-down menu to choose the business associated with the expense.
  • Client.
  • Bank account associated with the expense.
  • Add any relevant notes.
  • Upload any related receipts.
  • Add expense frequency. The default is “One-Time Expense.” If it’s a recurring charge, you can change the frequency to Weekly, Monthly or Yearly.
  • Select “Save Details.”

ZenBusiness Money lets you upload a receipt when adding or editing a transaction. The file format for receipts should be an image or a PDF.

To upload a receipt within an expense, select the specific expense from the list. Then select “+ Add a Receipt” and follow the instructions.

When exporting the Expense Detail List Report, there is a column called “Receipt,” which includes a link to each uploaded receipt.

You can split the expense by selecting “Split,” instead of Business or Personal. Indicate the dollar amount that should be counted as a business expense and the dollar amount that should be counted as a personal expense.

Yes, you can create a custom business or personal child category. That means the main categories you see listed are directly related to the Schedule C tax form – so you cannot change or create a parent category. You can add a subcategory like “Etsy account” to the main category of “Advertising.” To create a custom category, follow these steps:

• Navigate to the Expenses page.
• Select the gear.
• Select “Business Categories” or “Personal
  Categories” based on what category type you want to create.
• Select “+Add.”
• Enter the name of the category.
• Select the correct parent category.
• Select “Save.”

To access the Expense reports, navigate to the Expenses page, select the gear, then select “View Reports.” These reports are available to download or email:

• Business Expenses by Business
• Business Expenses by Category
• Business Expenses by Vendor
• Business Expenses by Client
• Expense Details List with Receipts
• Personal Expenses by Category
• Personal Expenses by Vendor
• Total Expenses from Recurring Vendors

To import your expenses, navigate to the Expenses page, select the gear icon, then select “Import Expenses.”

• You can import both expenses and income, so make sure you indicate what you’re importing.
• Download the file from your banking institution and save the file as a .csv. If you don’t see that option, select any spreadsheet option available and resave it as a .csv file.
• Once you select the import type, upload the .csv file.
• Assign the columns from your spreadsheet using the drop-down next to each field and selecting the correct header for the column with that data.
• The Overview page will list all of your transactions from the file. You can deselect the checkbox next to any transaction you don’t want to import.
• Once you’re ready to import the selected transactions, select “Done.”
• You’ll get a pop-up window letting you know that the import is complete.

To access the Expense reports, navigate to the Expenses page, select the gear then select “View Reports.” The following reports are available to download or email:

• Business Expenses by Business
• Business Expenses by Category
• Business Expenses by Vendor
• Business Expenses by Client
• Expense Details List with Receipts
• Personal Expenses by Category
• Personal Expenses by Vendor
• Total Expenses from Recurring Vendors

Expense rules help you automate your expense tracking by automatically tagging transactions from that vendor in the future.

When you begin to tag your expenses, you may see a banner display that says, “Suggested Rule.”

• To view the suggested rule, select “Review Now.”
• If you want to add the rule being suggested, you can also edit the following before saving it: Transaction name, Vendor, Tag (personal or business), Business, Client, or Category.
• Select if you would like to automate those options for all transactions from that vendor (past and future) or only future.

If you think some of your expenses are no longer showing, it’s likely just a filter! While on the Expenses page, change some of the default filters. For example, if you tagged several business expenses as “business” and you no longer see them, change the default filter of “All” to “Business.” Also make sure that you scanned the entire list of expenses, including any additional pages. We never delete your expenses, so if you are unable to find them even after going through these steps, please contact one of our Customer Success agents to assist you.

After you link your bank account(s) and/or credit cards, any additional money that is added to those accounts shows up as income on the Income page. You can tag those deposits as either business deposits or personal deposits. These dollar amounts are all tied to your Profit & Loss tile on the Overview page and your Taxes (estimated tax amounts).

Yes. If you’ve received income through a different bank account, you can add income manually by going to the Income page and clicking “+Add Income.” Complete the following info:

• Date of deposit.
• Source of the income.
• Dollar amount.
• Business or Personal.
• Select the business name from the drop-down if it isn’t already listed.
• Select the bank account, if it applies (optional).
• Add any notes..
• Upload a file or photo.
• Select “Save Details.”

If someone pays an invoice, it should show up as a deposit from your bank account, which will automatically pull into the Income page. Once the deposit is processed, you’ll see it and be able to tag it as business or personal.

Income rules help you automate your income tracking by setting up rules to automatically tag certain deposits for you. For example, if you always want a deposit from Client X to be tagged as business income, setting up a rule will help with that.

• Navigate to the Income page.
• Select a deposit that hasn’t been tagged yet.
• Select “Create rule.”
• The rest of the info is already filled out for you. But some fields are available for edits.
• Select if you want to automate this for all transactions from that vendor past and future, or future only.

To get the most accurate tax estimate in ZenBusiness Money Pro, make sure you set up your tax profile.

You can set up your tax profile one of two ways. When you’re a first-time user, you’ll be presented with a pop-up window on the Taxes page that’lll prompt you to set up your tax profile. Or, you can navigate to the Taxes page → gear icon.

You’ll be able to select the state in which you will file your taxes, your state and federal filing status, number of exemptions, and your annual W-2 salary before taxes. (That’s if you have a salaried job, in addition to owning a business or working as an independent contractor).

Note: ZenBusiness Money Pro’s Tax Engine doesn’t estimate any taxes owed on your W-2 income, since those are already withheld. It’s still important to add your annual W-2 salary so ZenBusiness can estimate your business taxes using the correct bracket(s). If you’re married filing jointly and your spouse has W-2 income, include their annual salary in this field as well.

With ZenBusiness Money Pro, you can track the tax payments you make throughout the year, so your tax estimates can be as accurate as possible. By tracking your tax payments, the Taxes screen will reflect how much you’ve paid and how much you owe.

There are two main ways to track your tax payments:

• Manually add your tax payments:
  • Navigate to the Taxes page.
  • Select “+Tax Payment.”
  • From there, you can add the payment and complete the details like whether it’s a federal or state payment, which quarter it’s for, and the amount of the payment.
• Mark an expense as a tax payment:
  • On the Expenses page, you can do this by selecting the expense and checking the box that says “This is a Tax Payment.”

The following reports are available under the Taxes section:

• Schedule C
• Tax Details (for Tax Filing)

This is a great question and an important one. We recommend you read this IRS article for specifics and requirements around recordkeeping and what’s deductible:
IRS Recordkeeping for Small Businesses.

We include the self-employment tax filing fee in your ZenBusiness Money Pro subscription, both for state (one state only) and federal. We’ve partnered with TaxSlayer to help you file your business taxes. For any questions related to this or TaxSlayer, please visit their Customer Support Page. Call them at (706) 922-6741.

ZenBusiness Money Pro can save you both time and money on your tax filings.

Customers who have purchased ZenBusiness Money Pro receive a free annual tax filing through TaxSlayer (https://www.taxslayer.com/), which includes filing federal taxes plus one state.

During the tax season (January through April), the “File Taxes” button will be available and will also export all of your tax data from ZenBusiness into TaxSlayer’s online platform. This transfer is done automatically, but you can still manually enter any data that you do not have in ZenBusiness, such as prior-year data, additional income, or additional deductions.

Follow these steps to manually track your mileage:

• On the Mileage page, select “+ New Trip.”
• Enter the From and To addresses.
• If Duration and Distance (miles) don’t pop up, then manually enter the info (if they do automatically fill in and you want to edit them, you can).
• Select Personal or Business Status.
• Select which business the trip was for (default will be your business unless you have multiple businesses).
• Select the customer the trip is attached to (optional).
• Select or enter the vehicle.
• Select “Save Details” to save the trip to your tracking history.

Currently, mileage tracking is only available through our web-based platform and can only be entered manually.

You have the option to set a favorite location under Mileage Tracking. To favorite a location:

• Navigate to the Mileage Tracking page.
• Select the gear.
• Select “Favorite Locations.”
• Select “Add New Favorite Location.”
• Enter the Name and Address.
• Select “Save.”
• The newly added location will show up under your Favorite’s list

You can have multiple vehicles for mileage tracking options. To add another vehicle:

• Navigate to the Mileage Tracking page.
• Select the gear.
• Select “Cars.”
• Select “Add Car.”
• Fill out the car info: Nickname, make, model, whether it is the primary car, vehicle year, and optional (odometer year and reading).

To access the Mileage Tracking reports, go to the Mileage Tracking page, select the gear icon, then select “Reports.” You’ll see the following list:

• Business Mileage by Business
• Business Mileage by Client
• Mileage Detail List (downloadable spreadsheet)
• Personal Mileage by Category

When you first sign up for ZenBusiness Money Pro and navigate to the Invoicing page, you’ll notice a pop-up that prompts you to set up your invoice template. If you don’t have time to do it then and need to come back to it later, no problem. Just select the gear icon on the Invoicing page and fill out the info:

• Upload your business logo.
• Choose your brand color theme.
• Enter your business info:
  • Address
  • Phone Number
  • Note, you cannot change the email address associated with your business as that’s tied to your ZenBusiness account. If you need to change your email on the account, please contact one of our Customer Success agents.
• Enter your default message (optional).
• Set your payment terms:
  • Due now
  • Due in 10 days
  • Due in 15 days
  • Due in 30 days
  • Due in 60 days
  • Customer

You can send Invoices through ZenBusiness Money Pro to clients. Here’s how to get started sending Invoices:

• Navigate to the Invoices page.
• Select “New Invoice/Quote.”
  • This action will create a new invoice. Then select the business the invoice will be coming from.
  • Enter the client’s info and add the items and/or expenses that you want included.
  • You can set an invoice to be recurring or set the invoice to be sent in the future.
  • From here, you can also set discounts for the client.
• Once you’re done filling out the invoice info, you can send the invoice, save as a draft, or send as a quote.

Currently, the limit is $2,500. Please contact ZenBusiness support for help in raising your daily invoice limit.

Yes, you can send a quote to a client by creating the invoice. When you’re ready to send it, click “Send as Quote.”

If you’d like to send a client a payment reminder, locate the invoice and select “Send Reminder.” Note that only invoices that have been sent to clients will show this button. You won’t see a “Send Reminder” option on quotes either.

Once you select “Send reminder,” you’ll see a pop-up that says, “A reminder has been sent.” Select “Ok” to close it.

If you need to remove, delete, or cancel an invoice, locate the invoice on the Invoicing page and locate the action button in the “Action” column. Based on the status of the invoice, the action button may be labeled “Edit Invoice” or “Send Reminder.” Either way, select the down arrow to see a list of other options. As long as the invoice is unpaid, select “Cancel,” which will remove the invoice from the list.

The invoice isn’t technically deleted – it’s archived.