All you pro's out there!

[HappyGrasslawncare]

How do you guys keep up and organized with all your customers? do you use a computer program, certain books? appreciate any help :waving:


-Cam-

[verant]

Many of the big LCO's use computer programs like quick books and such. But I am much smaller so I just make my own system of an Invoice I type up on the computer and a file system to record hard copies of the bills I have sent out. When the customer pays, I record it and put my copy of their invoice in their own file with their name on it. It works for me.

In terms of mowing and when I did work for them, I have a schedule that I record the date in a calendar when I mowed their property. So when I send the bill at the end of the month it is easy to see the services I did for them that month

[Hell on Blades]

I'm small, but I use a combination of systems. I use quickbooks to track expenses and break them down by job, but only invoice once a month. I use an Excel template for my invoices and update it at the end of each day (which is also when I BALANCE my books). Especially for the new guys, I think keeping up with the paperwork is the biggest nightmare. Every time I record a receipt, it goes right into an envelope for the accountant at the end of the year. Also, if you balance with the back's website every night, you will not run any danger of getting the checking upside down. ---

Another note -- always keep a separate business checking account. And, especially while you're small-- use the debit card for CASH purchases only. Stay out of the credit nightmare.

[l3en007]

Regardless of how "small" you are, you HAVE to have a program like quickbooks. I bought it last year and was only using it for invoices and a customer list. So I put an ad out on craigs list looking for a quick books expert. A lady replied requesting 17 bucks an hour. I met with her at a local starbucks and it was well worth it! It took me about 4 hours to learn everything. Now I link my business account right to quickbooks. Quickbooks is good because you know EXACTLY how much money your making, and EXACTLY how much your spending. Good luck!

[HappyGrasslawncare]

Regardless of how "small" you are, you HAVE to have a program like quickbooks. I bought it last year and was only using it for invoices and a customer list. So I put an ad out on craigs list looking for a quick books expert. A lady replied requesting 17 bucks an hour. I met with her at a local starbucks and it was well worth it! It took me about 4 hours to learn everything. Now I link my business account right to quickbooks. Quickbooks is good because you know EXACTLY how much money your making, and EXACTLY how much your spending. Good luck!

how much does that program cost?

[Hell on Blades]

You can use the free online version -- but only track up to 20 customers. You cna get the program at Sam's for about $75 or at Staples for $90.

[EagleGrounds]

I use groundskeepr pro, its pretty nice.

I poked around a quickbooks and it is very nice too.

I think i am going to switch to quickbooks next year because you can connect directly to my bank(i think) to mange those finances too + everything groundskeepr does.

Then you can get a QB plugin to manage lawncare routes, equiptment, etc!

I cant wait until next year :P

[gravtyklz]

Another good thing about quickbooks is that if you ever screw things up in your books, finding a bookkeeper or accounting who is very familiar with quickbooks is easy.

Also if you ever want to start accepting credit cards you can run those through quickbooks.

[Hell on Blades]

I'm looking to start accepting credit -- I think it'll wind up with faster payment through the web... any suggestions?

[jsw2008]

I used to use excel spreadsheets all the time at my "real" job I used to have, so I got pretty good at making custom spreadsheets. I keep up with all my records on excel. I have all the formulas set up so I can break down expenses and profit all kinds of ways. When I get a payment or have to buy gas or whatever, I record it in the spreadsheet when I get home that day and everything automatically updates as far as month to date and year to date. I send most invoices via email. It's worked for me for 4 years now. As far as appointments and such, I use a daytimer. Old fashioned, but it works for me.

[HappyGrasslawncare]

sounds great.

[TNTurfGuy]

Another good thing about quickbooks is that if you ever screw things up in your books, finding a bookkeeper or accounting who is very familiar with quickbooks is easy.

Also if you ever want to start accepting credit cards you can run those through quickbooks.

Stay AWAY From Quickbooks for charging credit cards... They have the HIGHEST FEES and charge you for EVERY transactions where other providers don't. There are a lot of different options out there and most come with contracts and minimums, READ THE FINE PRINT, if you aren't sure about it or don't understand it ask questions or get someone else to look at it. It's like a cell phone once you sign the contract you're locked in with a penalty to get out. One more reason we use paypal (https://www.paypal.com/us/mrb/pal=RZCBCPZNKRXNS). It's easy no fees, no minimums, no contracts. You do pay a higher rate but no fee per transaction. It works for us.

TN Turf Guy

[SangerLawn]

I did do everything on excel. I used that program for my first 2 years since it is free and came with the computer. Once we started using quick books I felt like an idiot for not buying it earlier. Most of these programs out there made just for lawn care is basically a soupped up version f quick books but more expensive….get quick books, you will love it

BUT......i do not run credit cards lol

[Chilehead]

Open Office 3.1 for 90% of what I do. Accounting, marketing, and sales programs I shall keep quiet on for now. My reasons are my own.

[Q in Sac]

Lawn Care owners, QuickBooks is your best option for your business. Heads up, you can get (eBay, legit version) QuickBooks 2006 Pro for under 100 bucks with all the "bells and whistles". Plus, there are classes (local colleges or SBA business centers) in your area where you can get familiar with the program and use it to you advantage. I will be purchasing 2006 Pro version for my business. And of course, its a write off. :)

[IMAGE]

Sorry I missed this earlier. I use LMS to track customer accounts, expenses, and to do daily routing. I set up all customers with "auto invoices" and it automatically creates my daily schedule based on how the account is set up. Best part is customers can view thier accounts 24/7 online, and pay online too.

Oh, LMS is www.LandscapeManagementSystem.com

[jsw2008]

I just checked out LMS and that seems like a great system. Is it really only $5 and change a month? Got to be some hidden charges somewhere.

[lawnpro724]

I've been using Quick Books Pro since 98 and it has worked out great for me. If you like very detailed reports and the ability to check on open invoices and past due accounts with reminders and much much more Quick Books Pro is the way to go. I also use a large erasable calender that I use to mark down each account that was mowed.

[IMAGE]

I just checked out LMS and that seems like a great system. Is it really only $5 and change a month? Got to be some hidden charges somewhere.

Yeah thats it! no extra fees at all! I've been using it for a year and a half and love it! All my mowing is set up on auto schedule and it makes the invoices for me automatically! All I do is edit the time on the invoice when I finish the job. Oh, and I email the invoices to customers, saves me $$ in stamps -- so it pays for itself :) :weightlifter: