I have recently set up in practise proving bookkeeping and accountancy services. It would be really helpful to know from the forum how members record and collate their time spent as well as the chargeable expenses for each of their clients. I feel sure that must be some good (and inexpensive) for this but I have been able to track this down.
I would also be very grateful to know the best way to set up a diary system for the myriad tasks, dates and deadlines for each of the clients I am hopeful of taking on in due course!
My Diary is still an A5 day per page desk version. But I'm with Jenny on Excel for recording absolutely everything (of course also makes it easier to analyse your time later on)
__________________
Shaun
Responses are not meant as a substitute for professional advice. Answers are intended as outline only the advice of a qualified professional with access to all relevant information should be sought before acting on any response given.
The website www.fourfourtime.co.uk appears to have a good utility to log time. Havent tried it yet but it looks simple and easy to use.
You will of course have to pay for this software so probably best to use an excel spreadsheet per client until you are up and running with sufficient number of clients to justify purchase of software.
I have an excel spreadsheet which I have named "client activity tracking" where I keep track of everything to do with when things need to be done. Each column has a target, which may be "starting a tax return" to doing a payroll run for a particular month etc..... a "1" goes into the column until its completed and then it is changed to "0". If there is also a important date that goes in the next coloumn. At the bottom I know how are left to do! I also colour code everything - so its easy to see outstanding stuff at a glance. (Blue is finished, Black is not started, Red is in progress, and Green is waiting on client)
I've have a sheet for each year - and they go back to 2003, so I can compare and analysis each year against each other which is useful for marketing purposes and allows me to make adjustments in how I run my business. Each year I seem to add extra columns to include other information I want to keep track of on a single sheet - this year I added 2 columns - against one added last year for "invoiced fees" - 1 for Projected annual fees, and the other for "difference between projected and actual".
I also use Four Four Time (http://www.fourfourtime.co.uk) software to easily keep track of actual time spent (or wasted!!!)
Appointments - I've reverted back to my pocket diary provided by my professional body. I make sure I check it every day - first and last thing. This is the one I pull out when I make any arrangements for anything.
I use outlook only for recurring events that I need to remember. I have google calendars, but found it would not send e reminders if I used the Iphone to set up the event - the idea was for when I was out of the office as my Iphone is not linked to my PC so I have never been able to use it with outlook.
-- Edited by YLB-HO on Thursday 26th of May 2011 04:09:54 PM
I use outlook only for recurring events that I need to remember. I have google calendars - the idea was for when I was out of the office, as I have an Iphone - but the Iphone is not linked to my PC so I have never been able to use it with outlook.
Frauke - that sounds like an excellent spreadsheet.......I've sent you an email
I looked at fourfourtime following your recommendation on a different posting and liked the idea.
Being Northern I'm always on the look out for a bargain so went searching the web for something similar but cheaper and found this http://www.paymo.biz/
It has a permanent free account which suits my purpose and has a useful time tracker that can be launched separately much like fourfourtime's. I operate fixed monthly fees where I can but this provides a useful backup so I know whether I am under or overcharging!
As to diary, I also use a paper diary as number 1 choice same as Shaun, but also have microsoft hotmail calender on my desktop and permanently showing on my android phone. It send me emails for each task or appointment when I set them up - useful when on the road.
Finally the good old 'to do' list sits on my desk each day - though with only 4 clients (started in February) there is not a huge amount on it!
Have you tried Outlook --> Google Calender ----> Iphone
I had to use a similar solution for an Android phone.
-- Edited by ADAS on Thursday 26th of May 2011 04:11:32 PM
I'm afraid I don't know how to: Outlook --> Google Calender
Although the main reason I use a pocket dairy is also I often forget to have my Iphone with me. The battery is crap, so it spends a lot of time being recharged - and then I forget it.
I also have to disconnect the 3G in order to actually use it as a phone - and messages often turn up the following day, even though when the person originally tried to call me I was next to the phone!
I got your e-mail Ken (with no e-mail address to reply), but I'm afraid I don't have a template.
My spreedsheet has developed over the years, and every so often I add something new to the current sheet. This year I also changed how I list clients (seperating Ltd Companies from Individuals) so this years sheet looks different to last years sheet.
No problem Frauke, just as feedback though I emailed through your website. There is a box to input my e-mail address which was duly filled in. I would check with your web provider / designer as that should be part of the contact form you receive.
Would hate for you to lose business because contact details are not there.
I was just looking for a blank copy of the form not necessarily a template, but no worries.
HI, I'm abit old fashioned and use my Diary for appointments and I also have a calender on the wall directly infront of me with my appointments on it + kids stuff for school on it. I find I have to have a visual in front of me otherwise I may forget something important. I use excel timesheet to log time that works OK for me but may try the 'Four four time' as quite a few of you on here use it and I think as I've got busier now that might be a good idea for me. My excel timsheets is very simple and maybe could do with something abit better now.
I use HourGuard time sheet, it's great! I can monitor time I spend on different activities. It creates nice report and then I can see where I've wasted my time :) I am also going to use HourGuard to record time I spend on doing my clients books.
I'm always on the look out for a bargain so went searching the web for something similar but cheaper and found this 
