I have a question and I'd like some suggestions for what you'd do in this situation. I am pretty new to freelance bookkeeping and I have a client who's not exactly making it easy.
He keeps basically no records, definetely doesnt want to learn quickbooks or anything like that and wants me to keep up with his daily landscaping customers. But how do I get that information from him, in emails he tells me the name, sometimes misspelled, and what he did and about how much he charges them but sometimes he doesnt even know that because "well uh you know they kinda know what I charge them and send me the checks, I just cut their grass or whatever." For checks that come in he might tell me the name and amount, but no check number or date or little things that I would keep record of but he doesnt seem to care about. He's asked me to send invoices to customers he forgot to tell me he's seen.. Is there a simple - I mean super simple! - software or form or anything to extract the info I need that someone like this would be willing to do on a daily basis.
I'd like to see what you all can suggest and I appreciate the help. Thanks!
Clients are only as bad and disorganised as we are willing to accept. Personally I lay down some ground rules with all my clients and if they decide to deviate from these they're on their own.
I would suggest that you work with the client to get a system in place, it doesn't need to be a comlicated system. In this case perhaps he can call you every time he finishes a job and leave a voicemail about what he did, for who and how much he charged. This leaves no time for him to forget. What about a quick text message even?
He clearly isn't very good with paperwork, and if he had time to play with software he wouldn't need you, would he? I don't see any value in putting more barriers in place. The key to an effective system is that it needs to be really easy for him, and work for you too.
For the cheque issue, do you get his bank statements? If you know the amount you should be able to match it to the cheque and get the date it was banked and the number from there.
Hope this helps.
Kris
-- Edited by kjmcculloch83 on Monday 16th of July 2012 10:27:14 AM
I would try him with an excel spreadsheet, if he uses something like google drive (it's free) then you would be able to see it without him having to send you anything.
However it sounds like he wouldn't even fill this in properly, so you may be fighting a loosing battle. You could try telling him if the HMRC decide to audit him then he will be in a world of trouble for not keeping proper records and hope this scares him into keeping the information you need.
I have a client that is similar, and in the same industry (maybe it is something to do with landscape gardeners?). He does not sound quite as bad but it is getting to the point where I will sack him if he gets worse, as it is getting close to bordering on negligent, and too much like hard work for me for it to be viable.
I suspect you will find, that whatever you do, he will not change, so you will be in a perpetual state of anxiety, while he takes no responsibility
it is getting to the point where I will sack him if he gets worse,
Have you noticed though that clients have no comprehension that you can tell them that they are no longer clients.
I'm sure that they think that taking on a professional is the same as buying a tin of beans. Anyone can buy it and once purchased it's yours forever.
This client sounds a complete nightmare who is not running the business as a business.
Do you want to be associating your business with clients like that?
Don't forget that your clients are a reflection of you. Each one comes with an image and reputation threat to your business that needs to be evaluated when setting the fee level for that client. (should you deem that there is a cost that you are willing to accept the risk at).
That pricing strategy can be viewed as the old, if you don't want a client make the fee's so expensive that they decide to go somewhere else rather than you getting rid of them.
As I say though, from the sound of this client I would be prone to just dumping them... Or giving them away... (doubt if you could sell this one).
kind regards,
Shaun.
p.s. just a flying visit as just had to pop to B&Q before going into the office.... lol, fear not, it was actually an office close to B&Q and just went to collect a few new office chairs not an axe (or Chainsaw, lol Bill).
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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.
p.s. just a flying visit as just had to pop to B&Q before going into the office.... lol, fear not, it was actually an office close to B&Q and just went to collect a few new office chairs not an axe (or Chainsaw, lol Bill).
Wonder if there would even be a raised eyebrow if one went into B&Q and bought some soundproofing material, an axe, a shovel and a bag of lime?
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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.
Someone has posted a reasonable question and the other members of the forum have given reasonable advice without trying to belittle the member asking the question, then the thread just creates its own life and goes off to a tangent most would not dream possible.
