Discuss Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Software? in the Business Related area at ElectriciansForums.net

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T

Tidy Max

Hello folks,

Once again i find myself turning to the forum for advice, this time its paperwork related.

I am getting myself in a right mix up with my invoice numbers, purchase order numbers, quote numbers and job numbers..... please can a few of you shed some light on how to organise said unique identifiers!

Do any of you use software which will manage them for you? If so please suggest it. It takes me so long to produce an invoice that its hardly worth doing. Anything that could possibly manage my quotes and invoices would be ideal.

Max
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

On my very basic level I have sheets of sequentially numbered labels the numbering starts with a letter and stick, say, a label beginning with A on the invoice then for the next invoice the next number, or next available label if i have lost a few. For POs numbers beginning with B....
Easiest way i could see without having computers available at every point in my work.
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

I use Intuit Quickbooks Pro and this does all this for me. I also use the invoice number against the certificate(s) I do for jobs.

People always want to cut corners and "save" money but a decent PC based system need not cost the earth and will help you loads!
 
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Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

another one for quickbooks, i dont use anywhere near its full capability but invoicing is very good, i very rarely print out now, which saves paper and postage as i can email invoice direct to client. Invoices look professional and you can easily track your invoices overdue for payment.
I dont raise POs for suppliers just use client name but again all bills are entered into quickbooks so you know how much you have to pay / have paid and the wonderful think is, the VAT is just about 5 clicks away. Once a year i put in all wages, rents and expenses and it does corporation tax as well.
Costco was selling quickbooks single license for about £120, it has saved me many many times over.
I do my own books and have paper and two copies of the database, thats it.
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

another one for quickbooks, i dont use anywhere near its full capability but invoicing is very good, i very rarely print out now, which saves paper and postage as i can email invoice direct to client. Invoices look professional and you can easily track your invoices overdue for payment.
I dont raise POs for suppliers just use client name but again all bills are entered into quickbooks so you know how much you have to pay / have paid and the wonderful think is, the VAT is just about 5 clicks away. Once a year i put in all wages, rents and expenses and it does corporation tax as well.
Costco was selling quickbooks single license for about £120, it has saved me many many times over.
I do my own books and have paper and two copies of the database, thats it.

Do you use it for your estimates too?
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

No, i should look into that, at present i use excel to knock up the figures and then email quote to client just using the body of the email in txt
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

No, i should look into that, at present i use excel to knock up the figures and then email quote to client just using the body of the email in txt

You are missing a trick then. Do the estimate in quickbooks, you email it like your invoices. When you've done the job you can create the invoice from the estimate, make any changes and send!

This also allows to to keep track of estimates sent!
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

Have you got your logo and scheme logo on your invoice and estimates?
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

I do work for letting agents so if one agent is call Wibbily Wobbly then I my invoice is WW-3-029 so that means 3rd year of trading and job No 29 for them I also run 4 basic spreadsheets Sales,Purchase,Banking,Milage and at the end of the month enter the totals on a totals sheet that helps me fill in my self assesment .

Also on the Bank spreadsheet I can see what jobs are complete and what ones I have put a quote in for in other words keep it simple .

Also use the MS briefcase utility to back my business folder up every week Never leave it all on a PC/laptop always back it up
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

Thanks for all the replies. Sorry ive took so long to acknowledge them been off ill.

I think quickbooks is the way to go. I know a guy who also swears by it and has been telling me to get for a while.
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

Women tend to be useful for this sort of thing and not all of them cost an arm & leg to own & run. Just chuck all of your bits of paper at them and leave them to get on with it. :8:
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

Thanks for all the replies. Sorry ive took so long to acknowledge them been off ill.

I think quickbooks is the way to go. I know a guy who also swears by it and has been telling me to get for a while.

You can download a trial version and have a "play"
 
Re: Organising, Invoice Numbers, Purchase Orders and Quote numbers help needed! Softw

Women tend to be useful for this sort of thing and not all of them cost an arm & leg to own & run. Just chuck all of your bits of paper at them and leave them to get on with it. :8:


You incinerating that's all I'm good at? :38:
:86:
 
Extreme software suite by Amtech for estimating if you're looking for a good system it also has job costing and accounts modules.... They also do a smaller system called work smart which is just a estimating and Job costing/invoicing package about £200....
 

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