So far whilst working on my clients books, I have bought 6 ring binders and 3 packs of file dividers, as well as two packs of printing paper to staple his receipts and invoices on and to print off reports.
I charge £8 an hour for my bookkeeping service. I was wondering if you guys charged seperately for any stationery that you purchase specifically for that client, like me with the ring binders that I am using for his work.
I don't want to charge more an hour because I would struggle to get it, but the files and binders for this client have already cost me just over £20 which is over 2 hours worth of my work.
Normally clients provide me with ring binders. Sometimes I have clients who don't but if they are going to be long term client normally if it is the odd ring binder or two I would not bother charging it on but the number you are talking about would certainly get the client to pay.
I have never bothered charging clients for paper for reports or payroll reports.
As you have already purchased this for your client and assuming you have receipts maybe next time you talk to client mention it and he may say he is happy to pay.
Normally with a new client I normally say that paper for reports etc I provide for free but if I need any ring binders or other stationery ask client whether he wants to provide this or if wants me to purchase this on his behalf and reclaim the money afterwards.
I'm not sure as a client that I would want to be paying extra for stationary.
I think this is maybe something which needs to be costed into the work you are doing for the client at outset. Perhaps a set up fee on top of your hourly rate to cover such costs.
Maybe just my view, I'm not sure if others would agree
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I would agree with lotstolearn. I think it looks very professional to present clients with the work you have done for them in a file/folder and to charge them for it I think will look a bit 'petty', if you know what I mean.
I also agree with Sue though, why not add half an hour or so to their bill to recover the cost of your stationery.
I dont charge extra for any stationery I use, like `Lots to Learn`, my hourly rate reflects this.
But Ive had a few chats with my husband over this as he is an electrician and charges clients for parts, which is what you would expect - he says a bookkeepers `parts` are the paper, folders etc., used to actually do the job ! we always reach a stand off on this subject.
I agree that files, dividers etc are the 'parts'. I have a clause in my 'Terms of Business' to allow for this.
At the end of each year, I ask the client if they would like to provide me with files for the new year, or would they like me to buy them. If I buy them, I pass the invoice on.
I also send out monthly statements for them to customers. This cost of postage would mount up if not passed on. Even one book of stamps each month would be £50 - £60 per year each client. It soon mounts up.
I don't charge for paper or envelopes, though. Reports are part of the service, and anyway, most are sent by E Mail.
But why on earth are you buying two packs of paper to staple the receipts on? Is this necessary?
I think that if you feel you are out of pocket providing stationery, you should either increase your hourly rate maybe to £10 per hour. Or just work out roughly how much you spent on stationery and charge an extra half hour or so to cover. I think, as others have said, that clients would think it is petty to make a separate charge for stationery. I charge £15 per hour. And I provide the occasional lever arch, plastic wallets etc.
Babs, Ive had to buy 2 packs of paper to staple to all my clients receipts and invoices in order and put them into date order in files, there were a lot as his accounts needed doing from april 2006
Thank you for your suggestions, I did agree with my client when I took him on that I would buy folders etc and give him the invoices answer now that I am close to finishing his accounting year, thought now might be the time to get it out of the way, just wanted your thoughts.
From reading this thread think it is similar to the hourly rate V fixed fee debate, there are 2 ways of looking at it.
My clients much prefer to pay my hourly rate as it is £12.50 + VAT per hour and pay the stationery as and when, as some clients have little of no stationery and I don't want the hassle of having 2 different rates for clients so this way is fair on all clients.
Most clients it is a one of purchase when they buy accounts software, others have manual cash books so it is as and when.
