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View Full Version : What programs do you use and why?



SM MOWING
20-08-2011, 07:30 PM
Hi, thought i should start a thread for newbies where everyone lists the programs they use for Accounting/Invoicing, Schedualing etc and the pros and cons of it. Keepit real simple and personal like:

Accting/Invoicing: Quickbooks
Pros: Blah Blah Blah
Cons: Blah Blah Blah

Schedualing: Gopher
Pros:............
Cons: ..........

Hope this helps everyone whose starting out like me and need some good direction in computing software.
Thanks in advance!

happymowin
20-08-2011, 07:51 PM
i use the ipen on the ipaper, and have an idiary that i also use the ipen on.

the ipen can be used in conjunction with the idiary for scheduling

the ipen and ipaper can be used for invoicing, or writing reminders to myself

i use an irefidex to find my way around (sat navs are so 2010), and use the ipen and ipaper to write directions to the next job.

pros - its so simple even I can do it.
- its reliable, and as long as i dont leave the idiary on the back of the ute, it never needs backing up.

cons - its not fancy, so you get no kudos for bragging you use it.

happymowin
20-08-2011, 07:52 PM
sorry, i forgot to smile :)

****
20-08-2011, 08:17 PM
I use pen and paper.
The missus uses the I-ron
LOL
Looked at tablets in Officeworks today and could see a use if there is software that is quicker and easier to use than a pen and paper.

m287j
20-08-2011, 09:15 PM
Accounting/Invoicing - Quickbooks Plus 2011/12
Pros - can customise invoices, email direct from Quickbooks, payroll for staff, reports are excellent
Cons - can't send quotations, need the $1,000 version (Quickbooks Pro), doesn't have a scheduler for appointments

Scheduling - Microsoft Outlook Calender
Pros - Easy to set up times and recurring appointments, syncs with my iPhone
Cons - can't make notes about client visits, sprays used etc.

watlebird mowing
20-08-2011, 09:22 PM
iPen and ipaper for me aswell.
NASA spent millions developing a pen that worked in zero gravity, the Russians took a pencil......... K.I.S.S.:shifty

****
20-08-2011, 09:39 PM
Reach accounting to store all the important numbers of in and out - free 2 year subscription ;)
Day to a page I-diary synched to the I-biro works pretty bloody well.
I-Biro's tend to wander away if they are not tethered to an I-Pocket and so it pays to get a couple of boxes to keep in the glove box. Best thing is they are compatible with all formats of I-Paper and dont require regular updates or re-booting.

Tender Lovin Lawn&Garden
18-09-2011, 01:26 AM
I use myob live accounts for my invoices. At 25 a month it means i dont have to outlay a lot of money for software and it is all kept online so i dont hae to worry about hard drive failing(which has happened to me) and losing everything or a viruse causing the same affect. I can email the invoices straight to the customers that are regulars. I also have a paper invoice for the occasional one off customers that want a recipt as they hand you the money.

I used gopher for schedualing as i have found that sometimes you forget to write some one down for there mow in two or three weeks time and then before you know it there gone and some one else has your customer. I also transfer them from the gopher with an ipen to the i diary and take the idiary with me in the ifield and am in the morning up loading from gopher to idiary and at night from idiary to both gopher and myob.

I also have a poblem of the ipens constantly dissapearing but one day i will find that chinese bastard and give him what for. I think you all know the one i am talking about sum c#nt. he steals every thing.

Bluey
18-09-2011, 09:38 AM
It's whatever works best for you. I find hand writing everything down tedious. I love the idea of printing the run sheet from gopher each morning . Takes a couple of seconds and your good to go.

Accounting, invoicing/quoting - Quickbooks

Scheduling - Gopher but having a play with Keep It Easy

Navigation - GPS. I find it fast and easy

I use the diary for recording notes for quotes and contacts taken during the day but that is about it. I guess at the end of the day some people use software tools some don't. As long as your getting the job done is what counts. I try to spend as little as possible time on these tasks so look for things that make it easier for me. Some people like the old tried and true methods. I like to try different things.

Bluey
18-09-2011, 09:40 AM
Accounting/Invoicing - Quickbooks Plus 2011/12
Pros - can customise invoices, email direct from Quickbooks, payroll for staff, reports are excellent
Cons - can't send quotations, need the $1,000 version (Quickbooks Pro), doesn't have a scheduler for appointments


Matt you can set up and invoice template as a quote and then use that. Just make it pending

Bluey
18-09-2011, 09:50 AM
I also transfer them from the gopher with an ipen to the i diary and take the idiary with me in the ifield and am in the morning up loading from gopher to idiary and at night from idiary to both gopher and myob.



Why not just print out the schedule tender. That's what I do. I have then in a little folder that holds 2 months of run sheets. I always keep the past months sheets just in case I need to refer back to them. At the end of each month I file the oldest and we are ready to go. All notes on jobs are recorded direct to the run sheet as are times etc. At the end of the day I use this to do my invoice and mark each job as invoiced with the date. When they pay up I do what I have to in QB and also mark the job sheet as paid. This way I can tell at a look at the job sheet if they have paid or not if I am in the field. This has come in handy when some one says "didn't I pay you last time" A quick look at the job sheet and there is the answer

courty
18-09-2011, 12:13 PM
I'm using Keep it Easy software for everything,has saved me a heap of time at the computer.A few mouse clicks at the end of the day and everything is done.
I carry a small diary around in the ute but it's only for job notes ,new calls and stuff I need to replace or am running low on,gets transfered to KIE every night.

Tender Lovin Lawn&Garden
18-09-2011, 01:00 PM
Why not just print out the schedule tender. That's what I do. I have then in a little folder that holds 2 months of run sheets. I always keep the past months sheets just in case I need to refer back to them. At the end of each month I file the oldest and we are ready to go. All notes on jobs are recorded direct to the run sheet as are times etc. At the end of the day I use this to do my invoice and mark each job as invoiced with the date. When they pay up I do what I have to in QB and also mark the job sheet as paid. This way I can tell at a look at the job sheet if they have paid or not if I am in the field. This has come in handy when some one says "didn't I pay you last time" A quick look at the job sheet and there is the answer

i didnt have a printer that worked for a long time and now i got this one i have gone through a black inc cartridge in just over a month i printed out a auction catalogue that had quite a few pages on it but not that much i havent even gone half way through the reem of paper i brought at the same time. I think thats way to much ink and at 40 a go i thought it would be more thrifty with a pen.

ian
18-09-2011, 01:39 PM
i didnt have a printer that worked for a long time and now i got this one i have gone through a black inc cartridge in just over a month i printed out a auction catalogue that had quite a few pages on it but not that much i havent even gone half way through the reem of paper i brought at the same time. I think thats way to much ink and at 40 a go i thought it would be more thrifty with a pen.

what kind of printer,have you looked at ebay i have a epson tx 100 ordered cartridges from ebay i think it was 15(6 black and 3 each color) for $19.99 delivered and they seem ok so far

Briangough30
18-09-2011, 02:29 PM
I use Adminsoft, it's free, which caught my eye, doesn't use much room on the PC. I bought a book on how to use it, helped with the difficult stuff, but you can do without it. It does invoices, customer reports, inventory, and quotes, and more. It has a diary and notes section for each customer. I keep what I charge them and their lawn preferences there. There is a section for the next mow, but it doesn't come out and hit you. So the idiary is better there :)

Briangough30
18-09-2011, 02:30 PM
btw, a google search of "Adminsoft" returns a result in the first page.

courty
18-09-2011, 04:58 PM
Forgot to mention that one of the nice things about KIE is that if you have to reschedule but forget to,the software keeps reminding you that the customer is overdue.

HPM
18-09-2011, 09:20 PM
i use the pen and diary but i got real fancy and bought one of those eraseable pens that rubs out with the heat of the rubbing motion...
very cool..
untill you leave it on the dash in the sun and all the ink dissapears..solution??
after getting really cranky i came up with a nugget..put it in the freezer..and all the ink reappeared..very cool..

brettly
20-09-2011, 04:50 PM
Just a question to the lads using Quickbooks. Im presently opting for a accounting program to keep things under control(havn't seen the accountant for 2+yrs!)..Is there an advantage using a program my accountant is using?..is Quickbooks 'online' better than the offline version? I have only a few clients requiring invoices so thats not a biggie at the moment but inevitably will be, lots do direct deposit.Have been using the trial Quickbooks Easystart 2011-12 edition and it seems ok, just gotta get the jist of it and record everything i do :)

Currently trialing both lawnpro and KIE ..deciding which is best, both are good for the sceduling side of things. Using a diary presently to record things.

Redlandsguy
20-09-2011, 05:48 PM
Accountants tend to have programs that will import your data from the common bookkeeping programs and I don't think you really want to buy one of the programs that they use.

I prefer to have my info off line at home, just don't want it out there. I know they should be secure, but then so should the PM's emails and I believe they have been hacked.


Just a question to the lads using Quickbooks. Im presently opting for a accounting program to keep things under control(havn't seen the accountant for 2+yrs!)..Is there an advantage using a program my accountant is using?..is Quickbooks 'online' better than the offline version? I have only a few clients requiring invoices so thats not a biggie at the moment but inevitably will be, lots do direct deposit.Have been using the trial Quickbooks Easystart 2011-12 edition and it seems ok, just gotta get the jist of it and record everything i do :)

Currently trialing both lawnpro and KIE ..deciding which is best, both are good for the sceduling side of things. Using a diary presently to record things.

Bluey
20-09-2011, 06:53 PM
PM GlassnGrass. He is the QB guru

Dan04
20-09-2011, 08:48 PM
Have a look at mobilebiz it is an app for your android phone/ tablet, it is great and only cost me $24.00.

fitternturnercook
21-09-2011, 09:48 PM
I use cashflow mananger, has a invoice section , banking and has a section for invoicres and can tell me who not paid, i use the triplicate invoice books , client gets a copy ,a copy for file , and one left in book. filed one gets paid stamped on and date, and gets put in the months flie with reciets , have a file for unpaid invoices , my messy system works for me . just need a better system to set a daily run up , if it did not ran , client home , gate unlocked, all would be sweet but getting there.

South West Home Maintenance
22-09-2011, 12:04 AM
that mobilebiz pro looks impressive guys are there any other options for android phones that i can check out and any recommendations?

chevron
22-09-2011, 05:53 AM
Couple of others you can check out for android are Zoho Invoice and Invoice 2 Go.

glassngrass
03-10-2011, 10:01 PM
Zoho is interesting - they have a suit of programs/services that cover all manner of things - eight collaboration applications, thirteen business applications and nine productivity applications - get just the services you want.
Zoho have well priced invoicing only, also full accounting product called Books.
Invoices automates reminder notices to overdue clients (like FreshBooks)
I plan to trial the invoicing only - looks like a real contender for FreshBooks which I highly recommend as an invoicing only solution. I am not very familiar with either so can't comment further.

I am also trialling a FREE web-based alternative that has me excited -http://www.wave.com

Another looks good, but this is software and not web-based http://www.nchsoftware.com/accounting/index.html

Neil&family
03-10-2011, 11:22 PM
i used the trial version of express accounts with express invoice. Worked well but god help u if u need suport. U would have Better luck with telstra

brettly
04-10-2011, 05:40 PM
i used the trial version of express accounts with express invoice. Worked well but god help u if u need suport. U would have Better luck with telstra

geez..must be bad :)

HandyMowing
08-10-2011, 01:31 PM
Zoho is interesting - they have a suit of programs/services that cover all manner of things - eight collaboration applications, thirteen business applications and nine productivity applications - get just the services you want.
Zoho have well priced invoicing only, also full accounting product called Books.
Invoices automates reminder notices to overdue clients (like FreshBooks)
I plan to trial the invoicing only - looks like a real contender for FreshBooks which I highly recommend as an invoicing only solution. I am not very familiar with either so can't comment further.


I have been using Zoho Invoice for a few weeks on my iPhone and think it's great. It takes 2 seconds on the job to generate the invoice and email it as a pdf to the customer, and as soon as they pay it sends off a thank you email to them also. Haven't looked over Zoho Books but will be doing so in the next week or two.

glassngrass
09-10-2011, 04:07 PM
If you are using Zoho Invoices then consider upgrading/switching to Zoho Books.
Books has ALL the features of Invoicing (inc. automated reminder emails to clients) plus is a full accounting package.
It does have the ability to create reports for balance sheets, profit/loss, aging reports for receivables and payable, reports based on sales/service items.

You can also perform bank reconciliation, however does not have the features to support payroll, inventory or import bank statements.
Even if you don't want Zoho for full accounting, if you need to create more than 150 invoices each month then Zoho Books is actually cheaper!
Zoho Invoices is included with Zoho Books.
An email to Zoho support returned a prompt reply -
"We agree that SMS alert in addition to email reminders for the payment due reminders would be a great feature to have on the product as it would reach the customer faster than the email. We will pass on the suggestion to the development team for discussion and consideration. We will keep you posted on the progress."
Has fantastic ability to customize your invoices/statements to extreme (not just two or three vanilla styles with your logo added)
I also liked that Zoho Books provides for several custom fields for clients. I use these to record unique client BPay reference numbers, or card/account type and four digits of bank account/card number on direct debit arrangements which I make print on invoices along with the BPay logo and my Biller Code.

Alternately, keep using your Zoho Invoices and consider also using a FREE web-based accounting package such as Wave Accounting.
shortcut - bit.ly/wave
Basic customization of your invoices - four 'vanilla' styles with your logo added.
Wave can import bank statements, (bank feeds for US banks. I have asked if they would consider adding Aussie banks and am awaiting rely)
Has good reports, too! Does not have payroll - but there is a work-around for any accounting package to accommodate recording of payroll.
With Wave you can attach an image of your source documents to your transactions. The image file is stored in your Google Docs in very neatly managed folders.
This even imports from FreshBooks (https://vanguardbookkeeping.freshbooks.com/refer/www)!
A GREAT BIG TIC
If you are not yet using an accounting package (or are sick of your existing) then you must at least look at this.
shortcut - bit.ly/wave

I set up first client on MYOB Live Accounts recently.
I dislike the product in the purple boxes, however found MYOB Live relatively pain-free. It is neither complicated nor bulky - much better that I anticipated.
It now has basic Payroll built in. Reasonable reports, however cannot 'drill down' to transactions from those reports.
Disappointed on a couple of fronts - customize Invoices means 'add your logo'. No customer reminders.
For ease of use, ability to import statement and bank feeds, and adding additional users (eg. your bookkeeper or accountant) for a price of 25/month then I would still give this a tick.

A Google search will reveal many and various solutions.
Depending on the exact mix of features you want, you may be able to find one that is free (or near free).

http://www.billfaster.com/smallbusiness.asp
http://tradeshift.com/
http://www.myclientbase.com/
http://www.invoicera.com/
https://www.rapid-billing.com/

http://freelancefolder.com/14-web-based-invoicing-tools-to-make-sure-you-get-paid/

http://www.billingboss.com/invoices/overview
"Unlike other invoice solutions, Sage Billing Boss allows you to send unlimited invoices to unlimited customers. All for FREE. Sage Billing Boss is here to help you meet your No.1 need - getting paid quickly and easily. "
Free, but no automated reminders.

I believe that for most of you a full accounting package is not necessary - but you SHOULD move to a good invoicing solution that :
1. Print professional invoices
2. track who owes you
and
3. send automated reminders - to ensure you get paid sooner

If you plan to hire employees in the future, don't be put off services that don't have built in payroll.
There are many online payroll services - I use and recommend PayCycle - forever FREE for first employee, then small incremental cost based on number of employees. This integrates directly with Xero, but is easy to take the totals from each payrun and enter them in your accounting package

What features are most important to you?
If facing a choice of solutions I recommend you pick the one with automated reminders even if it does not have bank feeds.

Here are my top three web-based for lawnies :

If cost is not a factor, I recommend :
FreshBooks (https://vanguardbookkeeping.freshbooks.com/refer/www)plus Xero

Otherwise, for great budget solutions :
proven FreshBooks (https://vanguardbookkeeping.freshbooks.com/refer/www)and add free Wave Accounting if you want full accounting
or Zoho Books

brettly
07-12-2011, 09:22 PM
I have a cpl of clients that are requesting a quote (to be sent via email) for the services i need to do. Unfortunately i dont have software to do that, invoices wth logo Yes but not estimates/quotes. Any recommendations? Free preferably...Freshbooks? Zoho Invoices? Express Invoices? I dont want a complete acc package just would like to list customers and email/print invoices/estimates. Using pen & paper for schedules etc easier for me given irregularities of this business, cancellations/rain etc

Chris B
07-12-2011, 09:37 PM
if you don't want any specialist software you can always modify your invoices to quotes.. add the details then save as pdf in microsoft word or similar .. then attach to email. Hi xxxx, please find attached quote as discussed. Regards Mighty mow.

what do you use for invoices? or is it all paper based?

PaulG
07-12-2011, 09:43 PM
I have a quote book. I scan the quote into the computer as a pdf file and attach the file to the email. I don't get much call for written quotes so this does the job for me.

There's an App that I was looking at last night though for the Android phones ( I think it's on iPhone too) called Invoice2Go which does invoices, estimates etc. They do a desktop version too. There's quite a few when you search 'invoice' in the Android Market.

PaulG
07-12-2011, 09:48 PM
http://www.youtube.com/watch?v=76f1DEXBL4Q

brettly
07-12-2011, 09:50 PM
if you don't want any specialist software you can always modify your invoices to quotes.. add the details then save as pdf in microsoft word or similar .. then attach to email. Hi xxxx, please find attached quote as discussed. Regards Mighty mow.

what do you use for invoices? or is it all paper based?

Yes, did that on the last quote i had to email, said "find attached invoice/estimate for the work needed to be done" ..just wanted to look a little more professional and have stated that it is a quote..was using lawnaid.com which added logo etc , like to have the automated reminder and thanx for payment features and keeping track of those that were emailed in regards to date/price.

Bluey
08-12-2011, 06:04 AM
Sounds like you really do need a package. There are heaps out there even spme free ones but my advice is that if it is going to be part of your business bite the bullet and get a good one. Try Keep It Easy

DavidS
12-12-2011, 06:42 PM
Brett,

I use Gopher for quotes and scheduling, kills two birds with one stone. You can add your letterhead to the invoices and then email quotes, you can even use the invoicing side if you want, not the greatest but better than nothing. But the best aspect of Gopher is the equipment maintenance and usage history. No other software has this option and that's why I use it. I cna tell when any of my units need aservice and also log any maintenance that I have done.