Contracts, contacts, brainstorms, invoices, receipts, receipts, and more receipts. Keeping it all straight (and knowing what to keep!) can be a full time job and require more filing than you desire. Believe it or not, you CAN go paperless in your small business and still keep track of important documents.
Client Management
Tracking your contacts, especially in service-based businesses, can mean the difference between getting a paycheck and not getting one. Client Management apps help you store contact information, important documents, and leads.
- 17hats: My current Client Management tool. My favorite feature is the e-signature contracts because it also helps keep paper out of my client’s home!
- AllClients: Similar tasks to 17hats, but not nearly as well designed.
- Knowify: Great for contractors. Their support staff is helpful and kind. They also offer a free coaching session (via phone and shared screen) to walk you through set up and execution.
Invoicing
Getting paid is all part of business. I like the ability to invoice at the end of each session.
- Invoice2go: By far, my favorite invoicing app. The Reports function allows me to see my sales by quarter, year, month, and client! I love reports.
- Quickbooks Self-Employed: QB has an invoicing function, but it lacks the Reports, and the itemized invoice feels clunky.
- 17hats: One of the “17 hats” this app wears is the ability to invoice. It’s decent from a desktop, but leaves much to be desired in the smartphone version.
Mileage Tracking
At tax-time, you’ll be glad you tracked your mileage! Those suckers can add up!
- QuickBooks Self-Employed: Auto-drive tracking that is categorized (business or personal) with the swipe of a finger.
- MileIQ: The free version only offers you 40 drives per month, so I suggest not using the “Auto Drive” function unless you’ve paid for premium. Like QBSE, you classify drives with the swipe of a finger.
- Expensify: You have the option of tracking mileage based on an odometer reading, GPS, or manually inputting the drive. The biggest drawback is having to remember to start the GPS or noting the starting odometer reading.
Receipts
Oh, tiny scraps of paper, you are the bane of my existence! Understandably, small business owners are hesitant to trash their receipts because of possible write-offs.
With that said, did you know the IRS has accepted electronic versions of your receipts since 1997? Just be sure you can read the vendor’s name and address, date of purchase, purchase amount, and what the purpose was for your business. You will also need to be able to print a hard copy, just in case.
- Expensify: The SmartScan feature makes tracking receipts a breeze! With the touch of a button, you can have your receipt documented and stored per the IRS requirements.
- QuickBooks Self-Employed: If you choose to link your bank account, QBSE will automagically populate transactions on your account. All you have to do is classify the transaction and snap a photo of the receipt!
Bookkeeping
Keeping good records will tie all of these apps together in a tidy package.
- QuickBooks Self-Employed: As a trusted name in finances for decades, they’ve perfected the tracking and itemizing process for small businesses. The direct import of transactions means one less step for you. It’s great to see your Profit & Loss all in one spot.
- 17hats: 17hats integrates with QuickBooks, but lacks the P&L statements. I also found the category setup to be confusing. However, you can assign income and expenses to a specific client’s project, if you so desire.
Document Storage
For all other documents (insurance, handbooks, hiring and firing information, client photos, etc.), it’s good to have easy access with the swipe of your finger!
- Dropbox: Cloud-based document storage. Share files and folders with ease and access everything from a desktop or smartphone app.
- Google Drive: Also cloud-based document storage, with easy sharing and collaborating functions. In my opinion, Google Drive edges out Dropbox because you can also create and edit documents (using an additional Google Docs app) from a smartphone.
In summary, it IS possible to go paperless in your small business and still keep excellent records.
If you need help going paperless in your small business, schedule an appointment with Katie Can Help!