FAQs

Beanbills in an online web application built to optimize, automate and streamline invoice processing for small to medium sized businesses. By combining new document scanning, recognition and reporting technologies, beanbills dramatically reduces accounting overhead – and improves controls. Beanbills accommodates existing processes, allowing companies to easily adopt its solution with minimal setup and disruption. No modifications to existing accounting software is required. It is an ideal solution for service-based organizations, such as property management and development, construction, shipping, health-care, government and professional services.

If you are using a traditional manual paper-based approach to processing, here are 5 reasons why beanbills is quicker, less error prone and more cost effective.

• It automates many of the manual based tasks you perform everyday, like data entry, filing, routing, coding, dealing with taxes and archiving. This saves major time.
• All invoices are digitized and available instantly. No more time spent searching filing cabinets or in front of the photo-copier.
• Everything is automatically organized and centralized and accessible online to any user with access. Great for sharing information between multi-office locations.
• Reduces errors through greater accuracy and visibility. Widely available statistics show it takes 6 times as much time and effort to fix an error than if you got it right the first time.
• Bottlenecks for coding or approving are drastically reduced, increasing processing speed, you can work on or approve invoices throughout the month, no need to wait until a full folder is put on your desk.Take advantage of settlement discounts.

beanbills is ideal for large companies who process thousands of invoices a month. In fact the more invoices you process the more value you will get from using beanbills. With built in business rules and workflow, invoices are automatically routed to the correct approver which improves control and reduces bottlenecks.

Anyone within your organization who handles invoices in their daily work, from the accounting staff to the executives, will benefit. It is web-based allowing staff located away from the head office to easily view, process and approve invoices.

You can provide and remove user privileges to whoever you’d like to have access to your invoices on a project by project basis.

Beanbills was designed to be flexible and make it quicker and easier to perform many of the same functions you do now.

Beanbills captures all sorts of invoices, from small retail or credit card receipts to standard supplier multi-page invoices. If you can scan it, we can process it.

This will vary on the number of users and workflow requirements. Ultimately the system is very quick to setup, it’s the business process that needs to be understood and mapped out which requires thought and planning.

Beanbills is designed to be user-friendly. It’s web-based tools are simple to use. It take approximately 1 hour to work through the quickstart guide provided.

You can change the number of users at any time. Contact us with the changes you need, and we’ll make them for you.

Cancel at anytime. As you’re billed monthly, you can cancel without paying a hefty penalty

Once the document image is on beanbills, it is secure and accessible to you at all times. beanbills will store your documents for as long as you have an active account.

Once the document image is on beanbills, it is secure and accessible to you at all times. We recommend that you keep your documents for one year and then shred and recycle them… beanbills will store your digitized documents for as long as you have an active account. According to the IRS in the united states, and the CRA in Canada, are you can destroy your original paper documents provided they are sufficiently backed-up and accessible, both of which services beanbills provides.

In the event that you cancel your account you will be given the option to have all your digital documents returned to you. There is a charge for this service. However at anytime, while your account is active, you can export all your information into a variety of common formats like excel and PDF. Once your account has been canceled, we will delete all your information permanently.

Our goal is to allow our customers to easily import their beanbills data into most commonly-used accounting packages on the market.

Currently, beanbills supports QuickBooks, Timberline Office and any accounting system that has the ability to import accounts payable transactions.

Importing your chart of accounts is fast and easy. You can also import vendors, projects, and customers.

beanbills enables customers to track expenses by account but does not replace an accounting system. Beanbills is buil to integrate with accounting packages so customers that need the functionality of an accounting system can still have all the benefits of beanbills.

You can export your payables and payments to QuickBooks from beanbills. This means all of your information will be available in your accounting package without any double data entry. You can also import all of your accounts, projects, vendors and customers from QuickBooks into beanbills. Beanbills will then leverage all of your existing business information, without you having to re-enter any of it.

You will need access to the Internet, and Firefox ( 2.0 or higher ). For Mac users, you’ll need Firefox ( 2.0 or higher ) web browser. Any document scanner that scans to PDF is recommended.

Bean maintains e-mail and premium phone support from 8:30am to 4pm PST.

Extensive support materials are included in addition to setup and quick start guides, and a searchable FAQ manual.

Web-based one-on-one or group training is available upon request.

Beanbills is offered as a monthly subscription. Pricing is based on how much of the solution you use. See pricing details here

A full refund will be issued during your initial 30 days. Refunds will not be issued after the first 30 days.

Refunds will not be issued beyond the initial 30 days of usage. Contact Bean Services to cancel at any time for the end of the calendar month, please note service will cease at the end of the calendar month that the cancellation request is given.

We consider all information on beanbills strictly confidential and take various extended precautions to ensure it’s safekeeping. Please view our privacy and security policies for more information.

Bean employees may access your information only to help provide you with our service. We educate all of our employees about the importance of keeping our customers’ information confidential and secure. Please visit our Privacy Policy.

We design and maintain security procedures that protect your information on-line and off-line. We encrypt all information and protect it with 128-bit Secure Socket Layer (SSL) technology. We use firewalls and intrusion-detection devices to prevent unauthorized electronic access to the servers where your information is stored, and we isolate those servers in cages to prevent unauthorized physical access.

Our Terms of Serice are avaialble for review here

You may cancel your service by letting us know via email when you’d like to cancel. Cancellations are processed on the last business day of each month, if we are not informed of your intention to cancel by the that day, you will be considered to have subscribed for the next month and charged accordingly.