Thursday, February 25, 2016

Transaction Timesavers

QuickBooks can zip you through the two basic ways of producing and distributing invoices and other forms: on paper and electronically. Within those two camps, you can choose to produce and send forms as soon as you complete them or place them in a queue to process in batches. For sporadic forms, it’s easier to print or email them as you go. But when you generate dozens or even hundreds of sales orders, invoices, statements, or checks, printing and emailing batches is a much better use of

Producing Statements

Statements are the perfect solution for businesses that charge individuals for time and other
services in bits and pieces, such as law offices, cell phone service providers, and astrology advisors. Statements can summarize the charges racked up during the statement period (usually a month). They’re also great for showing payments and outstanding balances, the way your cable bill shows the charges for your monthly service, the pay-per-view movies you


Telling your customers how much they owe you and how soon they need to pay is an important step in bookkeeping. After all, if money isn’t flowing into your organization from outside sources, eventually you’ll close up shop and close your QuickBooks company file for the last time.

Paying for Expenses

Although most small business owners sift through the daily mail looking for envelopes containing payments, they usually find more containing bills. One frustrating aspect of running a business is that you often have to pay for the items you sell before you can invoice your customers for the goods.
If you want your financial records to be right, you have to tell QuickBooks about the expenses you’ve

Tracking Time and Mileage

When customers pay for your services, they’re really buying your knowledge of how to get the job done the best and fastest possible way. That’s why an inexperienced carpenter charges $15 an hour, whereas a master woodworker who hammers faster and straighter than a nail gun charges $80 an hour. When it comes right down to it, time is money, so you want to keep track of both with equal accuracy. Product-based companies track time, too. For example, companies that want to increase productivity often start by tracking the time that employees work and what they work on.

Setting Up Other QuickBooks Lists

Open any QuickBooks window, dialog box, or form, and you’re bound to bump into at least one drop-down list. These lists make it easy to fill in transactions and forms. Creating an invoice? If you pick the customer and job from the Customer:Job drop-down list, QuickBooks fills in the customer’s address, payment terms, and other fields for you. Selecting payment terms from the Terms List tells the program how to calculate an invoice’s due date. If you choose an entry in the Price Level List, QuickBooks calculates the discount or markup you extend to your customers for the goods they buy. Even the products and services you sell to customers come from the Item List.

Bank Accounts and Credit Cards

You’ve opened your mail, plucked out the customer payments, and deposited them in your bank account. In addition to that, you’ve paid your bills. Now you can sit back and relax knowing that most of the transactions in your bank and credit card accounts are accounted for. What’s left?

Some stray transactions might pop up—an insurance-claim check to deposit or handling the aftermath and bank fees for a customer’s bounced check, to name a couple. Plus, running a business typically means that money moves between accounts—from interest-bearing accounts to checking accounts,