I know alot of you have specific software, like QB's SAGE and VT, but as your business grows do you keep separate spread sheet of how many customers you have etc (hopefully clients are increasing), what I am asking is how much 'house keeping' do you actually do on your own business, other than doing your own books and of course you own SA etc. Do you have certain systems in place that you have built yourself or do you use your accounting software that you have? I do all my invoices through QB's and track the money that way.
I am just thinking out allowed as I have different people on different VAT quarters and year ends some are different again.
I know Kris on here is a techy sort of guy so you may use a different software altogether.
I'm old school Amanda. I've got a big A2 wall calendar to the left of my desk with scribbles all over the important dates for clients.
For my own accounts I use VT and treat my own company the same as I would any client... Well, except that I don't give myself so much grief about leaving the self assessment to the last minute.
Each client has their own permanent Excel spreadsheet plus a scratch pad excel spreadsheet that I use as a work area on a seperate screen when playing with their books and records.
I also have an A4 desk diary and an Excel workbook where I keep notes and mark mportant dates although I don't use it anywhere near as much as I intended to, I depend instead on the desk diary and wall calendar.
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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.
For managing my clients I use Amphis Customer. I have tried lots of different packages, but nothing can beat this on price and features. It allows me to save notes to client files, contact details, emails to and from the clients, letters, I scan and attach their Id too. It can do invoicing but having recently moved a number of clients to Xero, I use that too. Amphis also handles my diary and tasks. The thing it doesn't have that I would lime is the ability to add milestones to tasks and to save tasks as templates, but I can't have it all. You can set recurring tasks so I have a reminder for each client ust before their VAT quarter end and another a week before it's due to be filed, the same with payroll dates and PAYE payment dates. I can then send template emails from it to remind then, or text messages.
As said, I now use Xero with receipt bank for my bookkeeping and while I've tried many software packages for self assessment, I always return to Andica.
For signing of forms I used HelloSign, it is a monthly fee, but saves the printing and chasing clients to physically sign papers.
The strange thing, though is that for all the software I use when I was doing Tax returns I resorted to a paper table in checklist form on my notice board. I found it quite motivating when i started to see whole rows crossed off.
I am going to look more at logical office soon, but it will need to be really special for me to move.
I use a diary to record hours worked and I use my Outlook calendar to remind me of all my important dates like Vat quarters etc. I do have a spreadsheet that has every clients name,address,d.o.b, paye ref, UTR,No (shoe size ha ha!!) so that no matter where I am if a client rings me I can access information if needed
I have a large spreadsheet that has all my clients on which includes; client number, name, address, tele no, email, tax reference, CH authentication code, annual fee, year end, etc.
I then have a spreadsheet that has all the months of the year and tasks for that monthly including; year ends, 10 months into year for tax planning, accounts due at Companies House, 6 months after year end so can chase as only 3 months to file accounts, management accounts due that month, VAT returns due that month. I use this for all ltd companies and any sole traders/partnerships that do mang accounts or VAT returns for as know that all other work for sole traders and partnerships will be due for SA by end of January. For SA returns this year had a spreadsheet of all clients due to do a return and updated as to when completed so just a case on the 31st of January to check that online account with HMRC was all updated in line with spreadsheet.
Then have a separate spreadsheet where I record my timesheets. Basically split each hour into units of 6 mins ie 10 units an hour then have columns with client name, file number, code for work done eg 1 year end accounts, 2 bookkeeping, 3 personal tax return etc (have about 20 different codes), time done. At end of month summarise this by client number then copy and paste to spreadsheet for each client so I can keep a track on time. Write it off and attach WIP to invoice when do invoice to see what time incurred is against fee issued.
For invoicing i just invoice on an excel template and send a PDF copy to client.
Maintain my own accounts on SAGE but a number of months behind so need to get that up to date.
Have a summary spreadsheet of all invoices issued and have a column of date paid so can see at a glance who is still outstanding.
Have a spreadsheet of all monthly standing orders which go through every week to make sure that those who are due to pay have that week. Chase up any that havent.
Going forward I need to look at getting a CRM system but need one that can do the following; timesheets, billing, book in jobs and keep a track of stage, reminders for tasks due eg accounts, annual returns, VAT returns, mang accs, etc. IRIS would do this but too expensive for what you get so happy to use taxcalc at the moment which does everything i need from an accounts and tax viewpoint and just work with spreadsheets. Going to look at a package called glide which heard about last year on accountingweb and have seen has been updated since i last looked at it. Costs i think about £20-£30 per month.
Need to get some CRM system in place as looking to employ someone on a part time basis with the view of it going full time and going to put them through a traineeship with ACCA. Going to meet a potential client tomorrow that is looking for up to 2 days bookkeeping work per week. Said could take it on in the short term but in the longer term with about 120 clients to service would need additional help.
Wow MArk that sounds complicated with so many spread sheets. I am looking at a CRM, I will probably go for the one that Kris uses. They give a 60 day trial first which I thought I try.
Thanks for all your replies its nice to know what people do.
We use some of DMCs solutions for our CRM and Accounting needs, we were a bit dubious at first since they don't offer the cheapest solutions. However they do offer free trials which is always a bonus as you can then figure out if their solutions would be right for you and your business. Here is the website address incase you're interested http://www.dmcsoftware.co.uk/
Hope this help anyway.
Cheers
Mike
-- Edited by mjonesuk on Wednesday 12th of February 2014 11:36:42 AM
I'm similar to Mark.
I have a spreadsheet which has my client database on.
Another spreadsheet which shows me what work needs doing in each month.
Another spreadsheet showing invoices issued and any notes I need to put on it, which also includes a forecast for next 12 months.
Appointments are on my outlook calendar which syncs with my mobile.
Each client also has there own client folder on the computer where all correspondence etc gets filed.
