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Zoho Rounds Out Small Business Suite with Accounting App–Zoho Books

This morning Zoho, known for SMB focused SaaS offerings in the areas of productivity, collaboration, business processes launched an Accounting app: Zoho Books. I typically don’t do detailed product reviews, when I see the first good ones, will link to them – just a few points here and then let’s discuss how it rounds out Zoho’s overall strategy.

The following video introduction is a bit “cutesy”:

-and that’s quite intentional.  In fact simplicity is one of the key points in Zoho Books:

  • Clear, streamlined UI, tabs, easy terminology –i.e. Money In, Money Out. This service is clearly targeted at non-accountants, which is most of us in a small business – hey, even I can understand most of it.Smile
  • That said, Books offers the opportunity to share data and collaborate with accountants (Ouch, did I really needed that reminder for tax time?;-) )
  • Multi-currency support – this is typically a later add-on in many systems, but Zoho has a wide international presence with most of their other services
  • Integration with Zoho CRM, Invoice, Mail – somewhat basic now, will be improved as we’ve seen with the rest of Zoho’s offerings
  • Support for electronic payment systems like Paypal, Google Checkout, Authorize.net. This is a “hidden treasure” inherited from twin service Zoho Invoice, which is a subset of Book’s functionality and can be easily upgraded. Why hidden? Because relatively few know that Paypal offers 50 cent (yes, that’s $0.50 per transaction) Business Payments NOT available through the Web, only via their API, i.e. apps like Zoho Invoice and Boooks.

Having said that, is Zoho Books a Quickbooks killer?

(Cross-posted @ CloudAve » Zoli Erdos)

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Live Mesh: Open, But Still Barely Live. Who Has Time For This?

A few months ago I detailed the obstacle course Microsoft put me on, trying to get to Windows Live Mesh, and somewhat sarcastically labeled it Windows Barely Live Mesh.  Fast forward 3 months, and today Mesh is open – but still Barely Live.

But first things first: I wanted to read on the specs before installing.  You can click on the maze of mostly useless help text, but can’t find out such basics as:

  • is sync strictly via the server or peer-to-peer, a’la FolderShare ( a product Microsoft absorbed)
  • are the files stored up @ the 5G free storage encrypted?
  • etc…

The last one (encryption) is pretty important and for many users / businesses a potential dealbreaker.  Since it’s no-where mentioned, I assume MS does not offer encryption.  In comparison, Syncplicity, a sync-backup-and-more  service launched by former Microsofties offers encryption, and just as importantly the explain what happens to your data before you take the plunge – see my review here.

Oh, well, so the only way to find out is jump in… so I decided to install and test.   No more hoops, simply sign in with my Live Id (formerly Passport) account, and voila! – here’s the download.

2 minutes later:

The “Get more help” takes me back to the already seen generic FAQ.

Normally this would be the time to search the MS knowledge base, or better yet, Google, but this thingie is so new, it’s probably not yet documented.   Who has time for this?  I’m out of here, be back to check on Live (?) Mesh in another few months.

And Dear Microsoft, this one was just a quickie, but you still owe me for last time, se here’s my virtual invoice:

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Virtualinvoice: Time To Fight Back

There are  two types of computer users:

  1. The problem-solving techno-geeks who build hardware, hack software and enjoy every challenge, even bugs to dug themselves get deeper an deeper in… most of us have probably  been there, done that, then grew up.
  2. Those who simply want to use their systems for work, fun or whatever they damn please, and hate when they are forced to spend hours investigating problems that should not occur in the first place, and then they should be documented… I suspect that’s the majority of us.  A few hours here, half a day there, always in the worst possible time.  We feel it’s unfair that we are forced to work instead of [insert your favorite lousy company here]. After all, wear not on their payroll.

Enough is enough.  Let’s fight back!  If you’re a freelancer, or are in any profession where you bill your hourly, you know exactly what your rate is. Even if not, chances are you have a realistic estimate of your time’s worth.  Next time you feel you got robbed of a few valuable hours, just bill it!   Chances are, you won’t get paid, but you’ll feel better.   I certainly do, having just billed MicrosoftMozilla and HP. smile_wink

Remember to tag your invoice / blog post.. whatever as virtualinvoice: I will keep tab of the totals, and periodically publish them.

Viva La Revolucion! smile_shades

Update:  It looks like Bob Warfield is should send a Virtual Invoice about now …

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MS Money: Old Financial Data May Not Be Accessible on Vista

You’d think at least Microsoft’s own products are compatible with Vista.  Well, sort of.  MS Money users who converted from Quicken may be out of luck.

I have a lot of financial data in Microsoft Money and prior to that in Quicken files. Both  applications used to recommend you keep the data files small by archiving earlier years. With today’s faster computers archiving is no longer an issue, but if you’re  a long-time user like I am, you probably have a few old archive files.

Every time you “upgrade” Money (hardly any new value, but if you use online services, MS forces you to upgrade every 2-3 years) your current data file is upgraded to the new formats, too. But what happens to the archive files?

I decided to convert all my older Quicken files to Money, just in case… after all, Money supports Quicken conversion.  Or not: crash.  Crash again.. and again.  I tried several data files, even rebooted the system, to no avail: Money consistently crashed at all conversion attempts.

This is where Vista’s Problem Reports and Solutions comes handy, and yes, a few days later it shows “solution found”. Hm… if they found it, they certainly are not sharing it.  Here’s the user-friendly stuff I found:

<?xml version=”1.0″ encoding=”UTF-16″?>
<DATABASE>
<EXE NAME=”MSMoney.EXE” FILTER=”GRABMI_FILTER_PRIVACY”>
<MATCHING_FILE NAME=”adapt.dll” SIZE=”109360″ CHECKSUM=”0x24BD92C0″ BIN_FILE_VERSION=”16.0.0.1303″ BIN_PRODUCT_VERSION=”16.0.0.1303″ PRODUCT_VERSION=”16.00.1303″ FILE_DESCRIPTION=”MSN Money Adaptation DLL” COMPANY_NAME=”Microsoft(R) Corporation” PRODUCT_NAME=”Microsoft(R) Money” FILE_VERSION=”16.00.1303″ ORIGINAL_FILENAME=”adapt.dll” INTERNAL_NAME=”adaptation” LEGAL_COPYRIGHT=”Copyright © Microsoft Corp. ” VERDATEHI=”0x0″ VERDATELO=”0x0″ VERFILEOS=”0x4″ VERFILETYPE=”0x2″ MODULE_TYPE=”WIN32″ PE_CHECKSUM=”0x25BFE” LINKER_VERSION=”0x60000″ UPTO_BIN_FILE_VERSION=”16.0.0.1303″ UPTO_BIN_PRODUCT_VERSION=”16.0.0.1303″ LINK_DATE=”01/04/2007 07:49:53″ UPTO_LINK_DATE=”01/04/2007 07:49:53″ EXPORT_NAME=”Adapt.DLL” VER_LANGUAGE=”English (United States) [0x409]” />
<MATCHING_FILE NAME=”adaptres.dll” SIZE=”13104″ CHECKSUM=”0xA99DDA54″ BIN_FILE_VERSION=”16.0.0.1303″ BIN_PRODUCT_VERSION=”16.0.0.1303″ PRODUCT_VERSION=”16.00.1303″ FILE_DESCRIPTION=”MSN Money Adaptation DLL” COMPANY_NAME=”Microsoft(R) Corporation” PRODUCT_NAME=”Microsoft(R) Money” FILE_VERSION=”16.00.1303″ ORIGINAL_FILENAME=”adapt.dll” INTERNAL_NAME=”adaptation” LEGAL_COPYRIGHT=”Copyright © Microsoft Corp. ” VERDATEHI=”0x0″ VERDATELO=”0x0″ VERFILEOS=”0x4″ VERFILETYPE=”0x2″ MODULE_TYPE=”WIN32″ PE_CHECKSUM=”0x4855″ LINKER_VERSION=”0x60000″ UPTO_BIN_FILE_VERSION=”16.0.0.1303″ UPTO_BIN_PRODUCT_VERSION=”16.0.0.1303″ LINK_DATE=”01/04/2007 07:00:04″ UPTO_LINK_DATE=”01/04/2007 07:00:04″ VER_LANGUAGE=”English (United States) [0x409]” />

This looks like the problem report sent to Microsoft, not the solution.  There’s one hint though: the filename is AppCompat.txt.  Perhaps it’s a Vista compatibility issue?   Luckily I still have an XP laptop around, the data files are there thanks to Foldershare sync (more on synchronization in the next post), all I have to do is install MS Money on the XP machine and try conversion there.

Voila!  Half an hour later I have the Quicken files converted to Money on the XP computer.  Money’s import/conversion routine is incompatible with Vista!   The whole exercise, including search on the Money Group took me about 2 hours, so dear Microsoft, here’s my invoice for lost productivity:

Oh, wait, we’re in the US, perhaps I should have presented a properly Americanized version. smile_wink

My poor experience was with MS Money 2007, but with Money Plus, the 2008 version of the product line Microsoft shows true ignorance to users’ legacy data needs.  Money Plus comes in four editions: Essentials, Deluxe, Premium, and Home & Business.

Microsoft offers a nice comparison chart, which neglects to mention a small detail, available only at the footnotes:

* Important note – Microsoft Money Essentials will not be able to open previous Money or Quicken files. If you are upgrading from a previous version of Money or Quicken, Money Plus Deluxe may be the right solution for you.

Not opening Quicken … well, it’s their decision. But not opening data from their very own previous releases? And this is hidden in the small print?

I rest my case.

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Firefox 3: Lost a Few Extensions, Found Others… No Smooth Sailing Though

Several of my favorite Firefox extensions did not make it to 3.0 for compatibility reasons, but I found functional equivalents for almost all.  Amongst the (temporary)  losses is  Zoho QuickRead, being replaced by OpenITOnline (The Zoho Team tells me QuickRead will be FF3 compatible in a few days The FF3 compatible Zoho QuickRead update is now available).

OpenITOnline is a handy extension that allows you to read documents online without the need to first download, then open them in the relevant Office applications.  The file formats currently handled are:

  • Documents (*.doc, *.rtf, *.odt, *.sxw)
  • Spreadsheets (*.xls, *.csv, *.ods, *.sxc)
  • Presentations (*.ppt, *.pps, *.odp, *.sxi)
  • Images (*.jpg, *.gif,*.png)

There’s an easy guided setup, where I changed the default Zoho Viewer to the relevant “active” services, i.e. Zoho Writer, Sheet and Show.  OpenITOnline also supports Google Docs and ThinkFree.

My old-style del.icio.us extension was replaced by the functionally richer new one.  The PayPal Plugin became a casualty, just days after I had discovered it.

The upgrade itself was anything but smooth sailing, and I’m not referring to the initial download fiasco.  The new Firefox appeared to work fine on the Vista PC, but exhibited strange behavior on two XP machines.

It simply did not “remember” the settings for two key extensions: every single time I started Firefox I got flooded by pop-up windows to configure Gmail Manager (one window for each account) and had to go through the hoops of setting up Foxmarks. For a while I thought the extensions were to blame, or perhaps a strange interaction with some of the new extensions – once you’re on the wrong track, you can spend hours uninstalling/ reinstalling them in various sequences.  But then I noticed some of my default settings were gone, homepage reset, cookie handling and history tracking all changed.  Weirdest of all was the fact that the “OK” button did not work on any configuration/setup screen.

So now I knew something was wrong with Firefox itself – to cut a long story short, I could fix one of the laptops by some magic sequence of uninstalling/reinstalling everything a few times, but the other one was hopeless.  I had to resort to brute force: uninstall Firefox, wipe out all related directories (those ugly documents etc.. \user\ local data\whatever paths), then System Restore to the day before the Firefox upgrade, then install everything again, followed buy repeated Windows and McAfee updates that the system forgot due to the Restore.  It was ugly.

Now Firefox 3 (almost) works, except that the “Use my choice for all cookies from this site” button does not seem to do anything. (Update: It’s damn frustrating having to hit the same button a zillion times!)

I lost about half a day, and more importantly at a time I really couldn’t afford it, had more urgent things to do.  Not the first time, and I’m afraid not the last one either.  But this time I’ve decided to do something about it: I’m presenting a virtual invoice to Mozilla, for the productive time lost.

Of course this invoice won’t ever be paid.. but I already feel better. Every time a software company hijacks my productive time, I will create a Virtual Invoice.  (I already have another one in the queue, for Microsoftcoming soon).

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TechCrunch Releases New Zoho Service: Invoice

Yes, the title isn’t a mistake: TechCrunch is no longer just powerful media, Mike now can single-handedly release new products.smile_wink.    Today I spent several hours testing a pre-release product, Zoho Invoice, which was a few weeks from it’s planned launch, when TechCrunch accidentally posted the news. The Zoho Team decided to play along, and instead of disappointing TC readers with a broken link, opted to release the product immediately.

Not exactly an orderly Launch, but not the end of the world either, especially not for Zoho, which has a reputation of updating their web-based products frequently. In my early testing today I found Invoice easy to use, with a soothing, pleasant UI where all the icons are in the right place and support the right information flow.   There are some features that were still under consideration as of this afternoon – so be it, this is a “forced” early release, updates and fixes will no doubt be coming soon (using the Feedback button at the top will help issues get fixed quickly).

So what do we have here? Essentially a billing application, that allows the user to create /import Clients, define items (product/service), generate estimates, convert them to invoice and accept payment against it. The Home screen is a Dashboard, providing a quick financial overview:

Information flows easily from one document to another, and there are a number of predefined (customizable) templates that can generate notification emails to the Customer at any stage. Notice the icons change on these two bars:

The Estimate (emailed or snail-mailed to the Customer) can be converted to an Invoice, but when displaying an Invoice, there’s a new icon there to enable entering a payment received.

There are transactional detail, summary, aging ..etc reports to help keep tight control of your receivables.

Although Zoho is primarily known for being the best Web-based Office / Productivity Suite provider, they are not exactly new to transactional business systems: their longest standing product is Zoho CRM (which is an understated name for a mini-ERP), the recently announced Zoho People, and a more full-featured Accounting system is in the works, too.   Talk about CRM, it already has some Invoice functionality, which will later be replaced by the new module, to be integrated with CRM.   For now, Zoho Invoice is integrated with Projects.

The slideshow below explains the setup, various functions and the workflow between them (click the lower right corner to switch to full-screen):

The new billing application is free up to 5  invoices a months, and there is a pricing scale depending on the number of invoices per month, from $5 incl. 25 invoices to $35 up to 1500 invoices.

The two notable competitors are BlinkSale and FreshBooks.  Zoho will no doubt build on the fact that Invoice is just one piece in the puzzle of 16 or so business applications it has to offer.

(Disclaimer: I am an Advisor to Zoho)

Related posts:  Webware.com, Enterprise Alley, Venture BeatZoho Blogs,