Tag: software

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AI Tools Revolutionizing Small Business Operations

Cafe worker using a laptop at a table while staff serve customers

AI is no longer just for big companies. Small businesses are using it to save time, sharpen marketing, improve customer service, and make everyday decisions. Adoption is moving quickly, too: by 2024, surveys estimated that 20% to 40% of U.S. businesses were using AI tools. Among respondents to the Federal Reserve’s 2024 Small Business Credit Survey, nearly 40% of small businesses were already using AI or planned to start soon.

How are small businesses putting AI to work?

  • Some owners rely on AI features already built into familiar software, including billing platforms and accounting solutions.
  • Others use widely available tools such as ChatGPT or Google Gemini to draft and polish blog posts, emails, and social media content.
  • Some invest in paid tools such as Claude to research ideas, solve problems, and tackle more complex work.

Industry-specific uses are catching on, too. One business uses AI software to track caregiver visits to clients’ homes. Another uses it to forecast HVAC service demand based on local weather. More advanced firms are building custom models or adding AI-powered features to products for their own clients.

Why are some owners still cautious?

Not every small business is ready to dive in, and that hesitation is understandable. Owners have real concerns about accuracy, confidentiality, intellectual property, and the time it takes to learn something new. Others are interested but simply do not know where to begin. And some are not convinced they need AI at all. As one respondent put it: “I hope not. We make cheeseburgers.”

It’s time to get started

AI does not have to be overwhelming—or reserved for companies with massive budgets. The best approach is usually to start with one real business problem, choose the right tool, and build from there.

Ready to save time, work smarter, and grow with confidence? Reach out to Mendelson Consulting and Noobeh. We help small businesses turn technology into practical results with guidance that fits the way they actually work. Together, we can identify the right opportunity, take a smart first step, and help your business do more, better.

Make Sense?

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Data at Work: Intelligent Automation is Your Business Robot

Imagine having a business where connected systems are free-flowing conduits for data to move intelligently into and out of with ease. 

Software and systems connecting to one another isn’t new at all. For many years, businesses have recognized the value of having information entered in one system available in another.  Entire ERP frameworks have been created based on this concept of entering data once and using it in many ways.

A single technology stack or framework may offer such a capability, but even the most robust system may need to rely on expert systems or add-ons to address aspects of the operation.

When two or more systems need to connect, the idea is to create that connection and enable the unattended and intelligent movement of data.  People shouldn’t have to get involved for the information to flow from one system to another… it should just go by itself.  Like a robot.

A simple example might be someone who owns a web store and does their bookkeeping with QuickBooks.  The webstore isn’t running QuickBooks. It is running an e-commerce solution or shopping cart system. This allows customers to buy things online.  However, the webstore does create sales orders and charge transactions and may even manage an inventory of salable items.

Business owners often take on the task of getting the information from the webstore to QuickBooks and vice versa. They either enter the information manually themselves or hire an employee to do it.  This manual re-entry of information introduces a large potential for errors in the data entered and is time-consuming and costly.

If it is problematic for a small retailer, imagine having the problem multiplied many times over. It is unimaginable for even small businesses with active and growing operations. As the volume of data grows, the time consumed and the data entry error costs stack up.

“It was just awful,” said David Clothier, treasurer of the Knoxville, Tenn., company, which operates more than 500 Pilot Flying J truck stops nationwide. “There were humans everywhere.” wsj.com/articles/the-new-bookkeeper-is-a-robot-1430776272

Rather than having a person re-type the information from one system into another, software-based integration programs are generally available to help users map the data and move it from one solution to the other.  This approach is faster and reduces the error rate, increasing the overall value and usefulness of the information.

Automation isn’t the only requirement that makes this all robot-like.  The additional requirement is intelligence.  If people still must get directly involved for something to happen, then all the happening is still based on human performance. No robots here.

Intelligent integration of information occurs when the systems at both ends can make decisions and act on them. 

For example, a business might use a solution that allows vendors to submit their invoices electronically.  Through a base of rules that match invoices to requests and approvals, the system can issue payment and record the transactions automatically and without human intervention, saving hugely on personnel and processing costs.  Robots (the automation solution) wouldn’t make up all the rules but could follow them repetitively and without question once established.

…software can help businesses operate more effectively. “If you think like a human, there are only certain things you can do. When you think like a robot, many things are possible.” wsj.com/articles/the-new-bookkeeper-is-a-robot-1430776272

It isn’t a new paradigm for improving business operations, this doing of things a bit smarter than before and leveraging technology to get more done in less time.

The difference is that the pace of change is increasing, giving businesses less time to address inefficient processes and outmoded working models. Mendelson Consulting and the Noobeh cloud services team recognize that intelligent automation and integration shouldn’t be a one-time setup. Instead, we partner with clients to find the best solution to not only address today’s needs but tomorrow’s new demands.

jm bunny feetMake Sense?

J

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Software and the Business Lifecycle

Every year, roughly 4.5 million US small businesses are started. The fuel which drives the American economy, small businesses account for more than 99% of all businesses in the US. And job creation happens in small business, which means growth also happens here. Growth happens at every stage of a business if the business is moving forward. From just starting out to achieving large enterprise status, the lifecycle of a business carries with it a multitude of learning moments.

As businesses implement solutions to manage accounting and operational needs, there is often less consideration for the agility of the solution to meet changing and expanding business needs than there is for affordability and the immediacy of the implementation. Small business owners frequently adopt solutions because they fit the needs now, not understanding what may happen when the business outgrows the solution. Sometimes a product meets the functionality requirements quite nicely yet can’t handle the increasing volume. These are among the issues facing growing businesses and forcing stakeholders to make more buying decisions regarding the software supporting the operation.

Each stage of a business where functional or process requirements change drives to another software buying decision. This buying decision is most often met with angst, as considerations include not only cost, but data conversion vs re-loading, new process or system design and setup, user training, proofing the system (running parallel?) and a host of other issues, not the least of which is the business benefit to be derived.

If information is power, too many businesses are losing that power when they migrate from one software product to another.

Businesses often lose valuable historical information by leaving transactional and other detail data behind when they change from one business software system to another.  This should be an area of focus and key discussion point when any change to systems is considered.  After all, the insight and business intelligence gathered over the years was likely instrumental in helping the small business grow to become a successful big business and will continue to be important for years to come.

Maximizing a return on investment is crucial with any business expenditure, whether it is in people, processes or systems.

The selection of software to support the operation plays a most important role in finding that value return, as the software is what empowers the people, guides the processes and drives the systems’ foundation. Knowing the crucial positioning of the software selection in supporting business growth and recognizing that future changes may risk loss of valuable business intelligence, the importance of the initial selection becomes that much greater.

Mendelson Consulting will help you review your business and processes, building an understanding of what functionality needs to be supported and how the business intends to operate. For businesses looking to take the next step, we help identify where automation can improve efficiency and productivity. With that understanding, we help business owners and stakeholders navigate through the overwhelming landscape of solutions and approaches to find the right one for your business.

At every step and stage of business growth, Mendelson Consulting looks ahead to what’s next, helping our clients plan for the future.

While we don’t have a crystal ball, our experience coupled with industry and product knowledge allows us to make recommendations which minimize loss of valuable business intelligence while maximizing the ROI of the software which it informs.

jm bunny feetMake Sense?

J

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Love It or Leave It? QuickBooks Desktop Needs Internet Explorer 11 and Microsoft Uninstalls It.

We all know that software companies recommend running current versions of their frameworks and applications. Often for security reasons, software developers regularly update their products to make them more capable of avoiding or fending off attack of various kinds. New feature and integration delivery and updated compatibility requirements are also big drivers of software updates. Especially as online threats increase and attack potential skyrockets, businesses need to keep their systems updated and secure, and a regular cadence of updates and upgrades makes good sense… but only when the potential impacts of the upgrade have been thoroughly explored. With Windows 10 and 11 and the improved Edge browser (improved over IE), users are loving the enhancements and features. QuickBooks desktop users, on the other hand, might have preferred that Microsoft just leave Windows browsers alone.

The Internet Explorer 11 desktop application will be retired and go out of support on June 15, 2022

Microsoft is removing Internet Explorer 11 on some Windows 10 computers, and it doesn’t come with Windows 11. According to Microsoft:

The future of Internet Explorer (“IE”) on Windows 10 is in Microsoft Edge. What does this mean for commercial organizations, IT admins, developers, and end users? Microsoft Edge brings you a faster, more secure, and more modern web experience than Internet Explorer. Also, Microsoft Edge with Internet Explorer mode (“IE mode”), is the only browser with built-in compatibility for legacy IE-based sites and apps.

As announced today, Microsoft Edge with IE mode is officially replacing the Internet Explorer 11 desktop application on Windows 10. As a result, the Internet Explorer 11 desktop application will go out of support and be retired on June 15, 2022 for certain versions of Windows 10.

Internet Explorer 11 has been an old technology browser for many years now, so it isn’t surprising that Microsoft is moving ahead with Edge. Browsers are used for far more than just viewing static web pages or bulletin-board chat rooms, so they have grown into frameworks that support a wide variety of processes and procedures. As browsers go, IE11 just doesn’t cut it any longer. But there is a hitch that can really mess up the (literally) millions of QuickBooks desktop users out there who innocently update their computers when Microsoft pushes it via Windows update.

IE11 gets removed from the machine, but QuickBooks desktop 2021 and earlier are dependent on IE11 to run

A little dependency is unavoidable in any good relationship where cooperation and compromise are involved. But being a little too dependent on another can be unhealthy and put a lot of stress on the relationship. Dependencies are among the things to consider any time a software update or upgrade is about to be installed. What relationship does the software about to be updated have to other applications or services installed? Is the new version going to get along with the other applications on the system, or will it even run on the current system? These are the things which should be closely looked at to avoid problems post-update.

Many users are already reporting problems opening their QuickBooks desktop software due to IE being removed from their Windows 10 computers. Microsoft has announced the retirement of IE11, but most users either don’t pay attention to those notices or they don’t really understand the implications. These are among the things that Mendelson Consulting and the NOOBEH cloud services teams pay attention to for you, so that we can help you avoid the things that keep your business from doing business.

If you find that your QuickBooks desktop software will no longer run due to IE having been disabled or removed on your computer, you can link here to find instructions on how to disable and enable Internet Explorer on Windows 10. This will get IE re-installed on your computer so that you can make your QuickBooks desktop software work again.

QuickBooks Desktop 2022 versions are compatible with Windows 11 and Edge browser

QuickBooks Desktop 2022 versions, including Pro, Premier and Enterprise editions, are certified as fully compatible with Windows 11 64-bit, but only if you have installed R3 or later. Other year versions of QuickBooks (and QB 2022 desktop running a prior update release level) may experience unexpected issues including problems with browser compatibility.

What’s the benefit of modernizing if it breaks your business?

Updating application software often means also updating your operating platforms. To keep your business running smoothly, you need to make sure to keep your computers and your application software up to date. It makes no sense to fix a vulnerability in one place but leave another open. Yet sometimes your software vendors don’t do things in an order that works for you, and you end up breaking something that the business depends on. This is where companies find additional value in what Mendelson Consulting and NOOBEH cloud services offer.

For customers running their QuickBooks desktop applications on the Microsoft cloud with NOOBEH, we got you covered. Among the many benefits of working with Mendelson Consulting and NOOBEH cloud services is that we help keep your business software and systems working for you, not against you. We stay up to date with the latest changes to platforms and software systems to ensure that compatibility and performance isn’t compromised. We help businesses leave their old systems and migrate to modern, agile cloud platforms that businesses love.

jm bunny feetMake Sense?

J

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Cloud for Small Business: Gain Hardware Independence

Small businesses tend to approach their business IT in terms of the tangibles.. the hardware and software they can see and touch.

The desktop PCs where the programs are installed, the server in the back room where the files are stored, and the backup that goes offsite (tapes? discs? usb drives?) is the stuff most small business owners think of when asked about the computing technology they use. This view isn’t very comprehensive when it comes to considering the costs of purchasing and maintaining IT in the business, yet it identifies a major problem with the typical small business IT approach.

The problem is the dependency on the hardware and the reliance of the small business on the operation of individual computers.

The solution to this reliance on on-premises hardware? The cloud.

The solution to the problem isn’t centered on using web-based applications. The real solution to this small business IT problem is cloud platform, like Microsoft Azure. When businesses deploy a private cloud server they get solution that allows them to run all their desktop and network applications and store their data on a virtual platform that isn’t tied to any particular piece of hardware in the office.

Microsoft Azure offers virtual computing resources, managed and secured on Microsoft’s hardware in Microsoft datacenters. Rather than purchasing and maintaining hardware on-premises, business can deploy virtual networks and servers on the Azure platform. This makes the systems far more versatile and resilient than would be affordable to do otherwise. Surprise server hardware failures become a thing of the past, and buying ahead for possible future needs is no longer required because the systems can be upgraded on demand.

Businesses still need desktops where users access their programs and data, but the “desktop” can be a cloud desktop rather than the local PC desktop.

Remote desktops on the cloud server keeps software licensing and business information securely stored on the cloud server rather than being resident on user computers where it is more easily compromised. Users may still browse the internet and do other things with the local PC desktop, but using the cloud desktop for business applications and data means that just about any PC could safely be used for work.

When applications and data are managed on-premises, it makes changing servers or workstations a big deal. 

Changing desktops or servers means that software must be uninstalled and reinstalled, data must be migrated and user profiles and permissions may need to be recreated. When the cloud server is where users get their desktops, computer workstations become interchangeable because nothing is really installed on them other than the connection to the cloud desktop. This is also why traveling laptops and home computers become more secure for business use, because the applications and data are really running on the cloud server and not on the local device.

The cloud platform provides what the business needs without the lock-in to on-premises hardware or SaaS/Web-based software.

Rebuilding servers due to hardware failures, upgrading systems to handle future growth or replacing aging hardware all contribute to the unpredictable cost of managing and maintaining on-premises computer systems. SaaS and web-based software solutions lock-in data and lock-out many future options, yet they don’t address user desktops and the rest of the applications and data the business needs.

Rather than risking outages and lost productivity, businesses are finding that running their systems on a managed cloud platform provides more stability and consistent performance for a reasonable and more predictable cost. Desktop and server software licensing is able to service multiple locations when installed on a cloud server, and workers at home can access the tools to be just as productive as they are in the office (maybe more).

Make Sense?

J

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QuickBooks changes and enhancements for 2020: My 2 Favorite Fixes and Let’s Talk Cloud Hosting

Accounting professionals and small businesses worldwide use QuickBooks software to manage business finances. Launching Basic and Pro versions in 2000 and increasing market share from 74% in 2004 to boasting more than 94% in 2008, Intuit continues to successfully serve the needs of small and growing businesses.

Over the past few years, Intuit has focused quite a bit on SaaS and online services, promoting QuickBooks Online Edition, mobile payments and full service payroll as solutions that can meet specific business needs and which drive new customer adoption of the products. While customers may initially attach to QuickBooks because of one of these capabilities, it is the richer functionality found in Pro, Premier and Enterprise which often causes the business to run the desktop editions.

Intuit knows that the desktop editions remain hugely popular, which is why they continue to be updated and supported. And this is also why payments, payroll and other functions supported by the product are handled as integrated service rather than software; It’s a great way to make sure customers upgrade their QuickBooks software regularly, even when it sits on the desktop.

qbwordle

The changes in QuickBooks for 2020 aren’t amazing… it seems like they are more tweaks and adjustments than real feature releases. I’ll list a few of the changes below, but first I’d like to point out the 2 changes that I think might make a big difference.

These are my 2 favorite changes with QB 2020

1. QuickBooks Enterprise 2020:  Landed cost

How did you get along without this before? Manual calculation, that’s how. Landed cost capability gives visibility to actual, complete product costs because it adds freight, duties, insurance and whatever other expenses relate to the purchase. Allocate the costs to item bills and you now have a complete view and tracking of the real cost of bringing in the product.

2. It is Now Easier to Reset the Admin Password

Yay! No more 20 questions! The Admin password for a company file may now be reset without having to enter a bunch of information and answer a lot of questions to verify identity.  The process now asks that the user pick their email address from a drop down list of emails registered with the QuickBooks license. A token is emailed to the address to use in resetting the Admin password.  The key here is to make sure your QuickBooks registration information remains up to date so that an email you can get to is used for this process.

Here’s the list of changes in QB 2020.

You can see more on Intuit’s website.

QuickBooks Desktop Pro, Premier, and Accountant

  • Automated Payment Reminders
  • Automatically add customer PO# to Invoice emails
  • Combine all invoices meant for a single customer into one email
  • Find and open your company files with the addition of a file search option
  • Enhanced Accessibility to improve usability for vision-challenged users
  • Collapse columns in reports
  • View detailed status of direct deposit payroll
  • Smart Help: Press F1 for improved content and search experience

QuickBooks Enterprise Solutions 20.0

Here are the changes specific to QB Enterprise

  • Complete picking and packing operations as part of single workflow
  • Track product landed cost
  • Manage product vendors with primary and alternate vendor selections

Intuit continues to do a fine job of making QuickBooks desktop the most useful and easy-to-use solution for small business finance, and we make it run best in the cloud.

Where QBO (the online edition) might work for very small businesses and those with very limited requirements, the real work gets done in the desktop editions. My team helps make running the QuickBooks desktop editions easier and even more useful in the cloud.

A quality cloud hosting approach can deliver anytime/anywhere access, greater IT resiliency and faster disaster recovery, but only if done properly (note my favor for private tenant hosting rather than multi-tenant or shared hosting). The wrong platform introduces poor performance, limitations on applications and breaks in processes and workflows, and may even compromise security and complicate recovery when something does go wrong.

QuickBooks desktop solutions are the right fit for many small businesses, and these businesses demand mobility, security and flexibility in their IT systems. Providing this is our way of helping make QuickBooks desktop a little bit better.

jmbunnyfeetMake Sense?

J