PDA

View Full Version : Why Should I use QuickBooks?


FLC2000
01-23-2012, 05:47 PM
I used to use QB back in the day when I first started for invoicing. Its scheduling software was not something I liked so I switched to Gopher. Gopher is basic but it does the job.

This year I plan on hiring a couple guys to start working for me so I can hit the bricks and expand and finish up my hort. degree.

I have heard that QB can do payroll and there is also a service I can sign up for to start accepting CC's.

Whats everyones experience with QB and what can it offer me?

StBalor
01-24-2012, 04:10 PM
I too am curious about Quickbooks. I have never used it but am thinking about it this year.
I was looking at their website and was thinking about purchasing QB pro2012. Do i also need to buy the payroll software or is it included in 2012?

Do not mean to hijack your thread just figured since we both needed info on QB better to get it all in 1 place.

Pamcakes38
01-24-2012, 04:23 PM
I am the office Manager and we use Quickbooks. It is wonderful! i can say it is worth the money. We do accounts payable and receivable, payroll and except credit cards also we also keep track of some inventory. We actually where using another site for credit cards but found out the rates AB had and it was much more reasonable. The other great thing about QB is the help file is great. I would defiantly recommend it.

Puddle of Oil
01-24-2012, 07:13 PM
I don't like em! It was a bit complicated for me. It's not designed specifically for this business so it makes things a little more interesting when trying to learn it. Maybe if I was willing to give it more then 6 hours to figure it out Id stick with it, but I prefer the old fashion way, just suits me better.

FLC2000
01-24-2012, 08:11 PM
I am the office Manager and we use Quickbooks. It is wonderful! i can say it is worth the money. We do accounts payable and receivable, payroll and except credit cards also we also keep track of some inventory. We actually where using another site for credit cards but found out the rates AB had and it was much more reasonable. The other great thing about QB is the help file is great. I would defiantly recommend it.



I signed up through intuit today to start accepting CC's. Since intuit makes QB's I assume that they will run together.

As far as the payroll part...does it update with tax laws like how much should be removed from an employees paycheck?

JB1
01-24-2012, 08:20 PM
I signed up through intuit today to start accepting CC's. Since intuit makes QB's I assume that they will run together.

As far as the payroll part...does it update with tax laws like how much should be removed from an employees paycheck?


all you need is how many exemptions the employees have and whatever your percentage for workers comp and it figures it out.

GreenI.A.
01-24-2012, 09:46 PM
a good thing with quick books is that any CPA is going to be able to access it, by my CPA accessing my QBs, i save a subsantial amount on my taxes. He can easily double check anything he has questions about, saving a lot of time which equals a lot of my money saved

DuallyVette
01-24-2012, 10:35 PM
You can buy "QB pro 2012 & Enhanced Payroll" in a box together. SRP $349.00. I got it on sale for $249.00 a couple of weeks ago. Costco has it for $259.00- both in one box. I've been using QB since 1996. I buy it each year in a box together, otherwise QB will charge you $299 just for Enhanced payroll (3 employee limit)

FLC2000
01-25-2012, 10:06 AM
all you need is how many exemptions the employees have and whatever your percentage for workers comp and it figures it out.

Sounds easy enough.



a good thing with quick books is that any CPA is going to be able to access it, by my CPA accessing my QBs, i save a subsantial amount on my taxes. He can easily double check anything he has questions about, saving a lot of time which equals a lot of my money saved

What do you mean by accessing it? Without being at your computer how can they see it?

JB1
01-25-2012, 10:10 AM
Sounds easy enough.





What do you mean by accessing it? Without being at your computer how can they see it?




I have been using it for several years and always learning new things about it, it is a powerful program and can do a lot of things. I really like the payroll part where you just e-file your forms and pay all online. I have just switched to the online version so trying to learn that now.


as is with any program your not gonna set down and be an expert instantly, it does take time to learn it, but once you do, life is easier.

FLC2000
01-25-2012, 11:00 AM
I have been using it for several years and always learning new things about it, it is a powerful program and can do a lot of things. I really like the payroll part where you just e-file your forms and pay all online. I have just switched to the online version so trying to learn that now.


as is with any program your not gonna set down and be an expert instantly, it does take time to learn it, but once you do, life is easier.




Sounds like something I should have my wife do. She's more patient and computer knowledgable than myself.

DanaMac
01-25-2012, 11:36 AM
Been using QB since 1995, and I would be lost without it. I upgrade only every 3-4 years, not every year. And I do pay for the payroll program each year since I have two employees. My accountant moved to Hawaii years ago, and I can upload my QB file to them directly, or I can send them a cd with the file.

GreenI.A.
01-26-2012, 02:44 PM
Sounds easy enough.

What do you mean by accessing it? Without being at your computer how can they see it?


With quick books you can back up the file and email them or put them on a flash drive. Your CPA should then be able to open it on their program. I upload it to mine every month

Mountain Peak
01-26-2012, 04:25 PM
I use quickbooks and gopher. I track all of my mowing and invoice out of gopher. At the end of the month I simply put the monthly totals for income into quickbooks, really easy. I download my bank statements into quickbooks and it makes it easy to balance my books.
When I had employees it was really simple to compute the taxes and such with quickbooks once it was set up. I could literally put a employees hours in and print a check in a couple minutes.
The payroll feature was great and most accountants have a plan they can get you a better deal with rather than going straight though intuit. (My accountant does, it saves me a little money) it downloads the state and federal tax rates and you are set.
I still use intuit for credit cards. I have a swiper on my iphone that I can but rarely use. I have a form I made for customers to fill out and I can log online and run the card. Easiest way I have found. A card swiper didn't make sense for us.

landscaper22
01-26-2012, 10:21 PM
I just switched this year to QB pro myself. As already stated, it takes getting used to, but is not very difficult. I switched from gopher myself. I have not signed up for cc payment yet, but all those features are available. Of course it is extra money for payroll, credt cards etc. I will say that I had to be a little creative when trying to get everything to run smoothly and make all the billing easy. But, it is really customizable. You can even take an invoice template and do basically whatever you want to it, then save it.
I too really liked gopher, but due to lack of support and upgrades, I decided to give it up. The software itself is almost perfect for my needs, but once I started having technical issues, it just became a nightmare to deal with. The main reason to switch to QB is that it is the most popular business software by far. It is not perfect for our business, but it is good for what it was designed for.
I just went back to doing schedules manually. I try to sit down every day or two and enter all services as invoices in QB.
The credit card thing is something I have been really debating on for the past year. As mentioned, I don't think the swiper would do much good. Most people that would use a card are never around when we service. So, I would have to charge their card manually after the visit or at the end of the month. I just want enough interest from customers before I do that.

FLC2000
01-27-2012, 09:10 AM
I agree about the card swiper. The main reason I got it was for one time customers. That way I wouldnt have to worry about being stiffed. If they want a one time cut they can pay that minute.

This sounds like something that could really help me so I think Im going to get it.

landscaper22
01-27-2012, 08:30 PM
I agree about the card swiper. The main reason I got it was for one time customers. That way I wouldnt have to worry about being stiffed. If they want a one time cut they can pay that minute.

This sounds like something that could really help me so I think Im going to get it.

Yeah, that's a good idea.

FLC2000
02-22-2012, 12:11 PM
So I got it up and running. I think this is something that is really going to help me streamline my business. I got the email going so I can email invoices, Im having a payment button added to my website through Intuit and overall Im pretty happy with QB.

The only question I have is how do I seperate what each customer pays? On Gopher I could put in customer X pays X amount for mowing and at the end of the week I would input my schedule for that week and whatever I charged a certain customer would pop up.

Can I do that on QB or do I have to manually enter the charge?

LB1234
02-22-2012, 09:29 PM
when i used to have employees i utilized a company to do my payroll processing. Basically I called in every two weeks gave my employees hours and they took care of the rest. Payroll company (ADP) was responsible for deposting all taxes and providing me with the paychecks to sign. Direct deposit was an option but I choose not to do it at the time. Two problems I had with this. First...i had to then have my secretary enter all the tax docs into my quickbooks. Second, the end of the year the accountant the had to change all the mistakes i made.

I then switched over to quickbooks payroll. LOVED IT! Was just as simple. Instead of picking up the phone i turned on my computer and entered the hours and clicked a few buttons. QB would do all the calculations and for taxes, withholdings, vacation time, etc. Only thing I was responsible for was paying the quarterly taxes...all done online by clicking buttons. Accountant loved it to b/c it was all correct at end of year. the best part about it...it was a FRACTION of the cost of ADP with much less hassle.

WildLake
02-22-2012, 10:42 PM
The only question I have is how do I seperate what each customer pays? On Gopher I could put in customer X pays X amount for mowing and at the end of the week I would input my schedule for that week and whatever I charged a certain customer would pop up.

Can I do that on QB or do I have to manually enter the charge?

Im trying to figure that out too. Not having that feature could be a deal breaker for me. I will not enter all of that manually.

WildLake
02-23-2012, 08:57 AM
If you have a mac as I do, I don't think you can save customer specific prices like on gopher. On pc however, you can apparently go into preferences somehow and check "price levels" for different services and assign those levels to each customer. This is what I was told last night. Hope I was misinformed about the mac thing or hopefully I can get a refund for the QB I purchased online yesterday. Entering each price manually is a joke. I loved how gopher would allow each service to be saved at each customers individual price. You could just print invoices with only having to enter dates and services, no looking up prices. You could also have different hourly rates for each customer or for different services. I don't know if this is possible with QB either.

Not trying to highjack, just some of my QB concerns.
QB seems like a good program other this.

WildLake
02-23-2012, 10:30 AM
So I got it up and running. I think this is something that is really going to help me streamline my business. I got the email going so I can email invoices, Im having a payment button added to my website through Intuit and overall Im pretty happy with QB.

The only question I have is how do I seperate what each customer pays? On Gopher I could put in customer X pays X amount for mowing and at the end of the week I would input my schedule for that week and whatever I charged a certain customer would pop up.

Can I do that on QB or do I have to manually enter the charge?

Under "item", add each customers name instead of add services, then add a new "item" that is a service for that customer, but select the box to make it a "sub item" and choose the customer that you want it to be a sub item of and it will be save at what ever price you choose for that customer and you can save descriptions too. You have add a new service item for each service as a sub item for each customer, Huh? Anyway that is the only way I can figure out. Price levels will work the same way but Ive confirmed that feature is not available for Mac.

FLC2000
02-23-2012, 10:32 AM
Under "item", add each customers name instead of add services, then add a new "item" that is a service for that customer, but select the box to make it a "sub item" and choose the customer that you want it to be a sub item of and it will be save at what ever price you choose for that customer and you can save descriptions too. You have add a new service item for each service as a sub item for each customer, Huh? Anyway that is the only way I can figure out. Price levels will work the same way but Ive confirmed that feature is not available for Mac.

Thanks.

Im not a computer guy but can you explain why it wouldnt work MAC's but it would for PC's?

WildLake
02-23-2012, 10:55 AM
Thanks.

Im not a computer guy but can you explain why it wouldnt work MAC's but it would for PC's?

What I just explained will work on Macs. Price level is a different feature that is not on the Mac version. Not sure why not or how exactly the price level feature works but if you have a Mac you can do as I explained above. I'm new to Mac and qb but I guess I will use the method in my last post. Once all of you items(customers) and sub items(services) are set up it is very similar to gopher
Posted via Mobile Device

FLC2000
02-23-2012, 11:09 AM
Gotcha. Thanks.

NC Greenscaper
02-23-2012, 06:17 PM
What I just explained will work on Macs. Price level is a different feature that is not on the Mac version. Not sure why not or how exactly the price level feature works but if you have a Mac you can do as I explained above. I'm new to Mac and qb but I guess I will use the method in my last post. Once all of you items(customers) and sub items(services) are set up it is very similar to gopher
Posted via Mobile Device

The price level feature that your refering to will not add individual price level to an invoice. If you assign a $50 price level and then charge 2 mowings at $45 each, then you will get a message, " the current price level for this customer is $50, do you wish to proceed?" something of the sort. It is just a warning.

WildLake
02-23-2012, 08:00 PM
So adding customer names as items and using services as the sub item for each "customer/item" works really well. The only problem is that it looks weird on the invoice. Solution is to open an invoice and select the invoice template, then edit template. You can then select to make the "item"column not show up on invoice. You will however need to put the service description on each service sub item for each customer.That will be what shows up on the invoice for the service. I also checked the boxed for "serviced" in the edit template menu. That allows you to add a date for each service on the invoice. Takes some time to setup but I currently have it running almost identical to gopher. I can probably help if anyone who has questions.

WheatBookkeeping
02-23-2012, 10:39 PM
Get QB, it will do everything you need to do. Use the payroll and CC features. However, take the time (and I mean time) to learn QB thoroughly. Be ready to commit, long term, to the QB way of doing things.

If you are the type that will have a heartburn about data security and worry about where Intuit is storing you files out there on the “cloud”, you may want to reconsider. I’m just saying.

Bottom line – I like QB. I use it almost exclusively. That’s just me . . . I can do the books old school or new school or no school. But, I know you guys don’t want to take a lifetime to learn this stuff like I did, nor should you have to, running your business is first priority.

Take care~

tamo
02-23-2012, 10:58 PM
So adding customer names as items and using services as the sub item for each "customer/item" works really well. The only problem is that it looks weird on the invoice. Solution is to open an invoice and select the invoice template, then edit template. You can then select to make the "item"column not show up on invoice. You will however need to put the service description on each service sub item for each customer.That will be what shows up on the invoice for the service. I also checked the boxed for "serviced" in the edit template menu. That allows you to add a date for each service on the invoice. Takes some time to setup but I currently have it running almost identical to gopher. I can probably help if anyone who has questions.

No need to go through all of that hassle. I have QB for Mac and simply create an item for each of my mowing customers. For example "Mow Jones" In the item template I can give a specific price for that customer and a description of the work.

From then on every time a type in "Mow Jones" the description of work and price automatically appear on the invoice.

There's even an auto set up when you get a new customer. Just type in the customer's name in the item portion of the invoice and it will automatically ask you to set up that item (price ect..)

I do use sub categories to keep track of what percentage of jobs I'm doing. For instance I have sub categories of mowing, clean ups, hardscapes, sod ect... That way I know exactly what jobs I'm doing.

WildLake
02-23-2012, 11:12 PM
That sounds like a similar end result. I guess Im anal about my invoices and how I input data. Also I have dozens of services for some of my commercial accounts. Using the sub item option keeps all of that customers services with that customer. I will likely use your method for the mow only accounts. I hated having the name and service as the listed "item" on invoices, but you can hide the "item" and just display the item descriptions on the invoice. Looks perfect and works just like the Gopher Im used to.
Thanks.

Also I love the customization options for invoices. I was freaking at first but have caught on and really like QB for Mac.

FLC2000
02-27-2012, 06:55 PM
I just emailed my first invoice for the year for a mulch job I did. I gotta say, buying Quick Books and utilizing it properly may have been the smartest thing I have done so far in 12 years of business. I have a feeling that not only is this going to save me a ton of money but its going to make my life easier and really streamline my business.

zturncutter
02-27-2012, 07:44 PM
I have been using Quickbooks Pro for over 10 years now and for the first time this year using Quickbooks Pro 2012 I am scanning all my vendors invoices into Quickbooks and attaching the pdf file to the payment. No more file cabinets full of receipts, bills and statements. Company file gets backed up on a thumb drive, to intuit daily and my CPA quarterly, I love it !!!

FLC2000
02-27-2012, 08:54 PM
I have been using Quickbooks Pro for over 10 years now and for the first time this year using Quickbooks Pro 2012 I am scanning all my vendors invoices into Quickbooks and attaching the pdf file to the payment. No more file cabinets full of receipts, bills and statements. Company file gets backed up on a thumb drive, to intuit daily and my CPA quarterly, I love it !!!



How do you scan them? Does QB offer something like that or are you using an outside product?

I was thinking about getting something like this.

http://www.neat.com/solutions/neat-solutions/receipt-scanning

mattfromNY
02-27-2012, 09:05 PM
for those of you accepting CC's through Intuit, how much are you being charged per swipe? Monthly? etc.
I ask bc I was trying to sign up last night, and read in one page of the 'sign up today' section $15.95 per month, plus 1.47% for swiped cards, 2.47% for keyed in cards, PLUS 27 cents per transaction. (Then in fine print, it said 27 cents per transaction at time of sale, then 27 cents per transaction when the end of day when a batch is run).
I have tried to call Intuit, and lines were busy so the answering machine took my info and said they would call me back within an hour. That was this morning at 8am, I haven't gotten a call back yet.

zturncutter
02-27-2012, 09:12 PM
How do you scan them? Does QB offer something like that or are you using an outside product?

I was thinking about getting something like this.

http://www.neat.com/solutions/neat-solutions/receipt-scanning

All you need is your scanner/printer. In your write checks window in pro 2012 there is a paperclip symbol on the page over the check, left click and follow simple instructions and Quickbooks does the rest.

zturncutter
02-27-2012, 09:19 PM
for those of you accepting CC's through Intuit, how much are you being charged per swipe? Monthly? etc.
I ask bc I was trying to sign up last night, and read in one page of the 'sign up today' section $15.95 per month, plus 1.47% for swiped cards, 2.47% for keyed in cards, PLUS 27 cents per transaction. (Then in fine print, it said 27 cents per transaction at time of sale, then 27 cents per transaction when the end of day when a batch is run).
I have tried to call Intuit, and lines were busy so the answering machine took my info and said they would call me back within an hour. That was this morning at 8am, I haven't gotten a call back yet.

Those figures sound about right, even though they sent me a swiper for my smart phone I never use it. I key in the numbers or the customers pay online directly. American Express is much higher.

mattfromNY
02-27-2012, 09:42 PM
So, unless I run into problems collecting checks from customers, I cant justify accepting CC's for only a percentage of my 150 or so customers. My monthly average collected per customer is around $120-200 for regular maintenance (residential). So, lets say 50 of those customers pay with CC. That would be 32 cents per customer (15.95/ 50) PLUS $2.96 ($120.00X 2.47%) PLUS 27 cents when I swipe the card, PLUS 27 cents when I close the batch= $3.82 per customer. Or $191.00 per month. What are the advantages everyone has found to justify the added expense? Save enough on paperwork? Or stamps, envelopes, trips to the bank? Do customers 'sign up' for services they normally wouldn't bc of accepting CC's? Thanks in advance, I'm just really on the fence about whether to start accepting them or not.

FLC2000
02-27-2012, 09:43 PM
for those of you accepting CC's through Intuit, how much are you being charged per swipe? Monthly? etc.
I ask bc I was trying to sign up last night, and read in one page of the 'sign up today' section $15.95 per month, plus 1.47% for swiped cards, 2.47% for keyed in cards, PLUS 27 cents per transaction. (Then in fine print, it said 27 cents per transaction at time of sale, then 27 cents per transaction when the end of day when a batch is run).
I have tried to call Intuit, and lines were busy so the answering machine took my info and said they would call me back within an hour. That was this morning at 8am, I haven't gotten a call back yet.



It depends on how much you are doing. Personally Im only going to be using it for one time mow customers. If it stays below 1250 a month there is no monthly charge but a swipe charge of 2.7 and a keyed in charge of 3.7. If you do over that its 12.95 a month with a 1.7 swipe rate and a 2.7 keyed in rate.

FLC2000
02-27-2012, 09:44 PM
All you need is your scanner/printer. In your write checks window in pro 2012 there is a paperclip symbol on the page over the check, left click and follow simple instructions and Quickbooks does the rest.



Cool. thanks.

FLC2000
02-27-2012, 09:48 PM
So, unless I run into problems collecting checks from customers, I cant justify accepting CC's for only a percentage of my 150 or so customers. My monthly average collected per customer is around $120-200 for regular maintenance (residential). So, lets say 50 of those customers pay with CC. That would be 32 cents per customer (15.95/ 50) PLUS $2.96 ($120.00X 2.47%) PLUS 27 cents when I swipe the card, PLUS 27 cents when I close the batch= $3.82 per customer. Or $191.00 per month. What are the advantages everyone has found to justify the added expense? Save enough on paperwork? Or stamps, envelopes, trips to the bank? Do customers 'sign up' for services they normally wouldn't bc of accepting CC's? Thanks in advance, I'm just really on the fence about whether to start accepting them or not.

I added accepting CCs AND emailing invoices.

For me personally its time spent on invoicing and money spent on paper, envelopes and postage.

On top of that it beats waiting for a check. The money is there instantly.

I dont pay ONE bill anymore through the mail. I do all my bills online. Its just easier that way. I just assumed my customers would find it easier also.

mattfromNY
02-27-2012, 09:50 PM
Thanks for the input. I'm still waiting for a call back from Intuit, maybe they will iron out all the details for me. I will let you know what they say.
Didn't mean to hijack the thread from the OP, but I appreciate the info.
As others have said, I've used QB since day 1. my accountant appreciates the ease of doing my end of year books. Every day I learn more and more 'shortcuts' and cool little features that save me time and make things easier. Definately takes time to learn, but the help section does a good job and most accountants/ book keepers know their way around enough that a $50.00 or $100 couple hour session will get you familiar enough to the basics to make you comfortable.

FLC2000
02-27-2012, 09:53 PM
Thanks for the input. I'm still waiting for a call back from Intuit, maybe they will iron out all the details for me. I will let you know what they say.
Didn't mean to hijack the thread from the OP, but I appreciate the info.
As others have said, I've used QB since day 1. my accountant appreciates the ease of doing my end of year books. Every day I learn more and more 'shortcuts' and cool little features that save me time and make things easier. Definately takes time to learn, but the help section does a good job and most accountants/ book keepers know their way around enough that a $50.00 or $100 couple hour session will get you familiar enough to the basics to make you comfortable.

You may want to call again. Ive never had to leave a message and wait for a call back. There has always been someone there to help me. Sounds like your call may of gotten lost somewhere.

You werent hijacking it at all. Making a business easier to run is why I got QB and I, like you, are always looking for a way to make things run smoother.

eco.lawns
02-28-2012, 09:13 AM
I use QB online and just signed up for CC processing with them as well. The plan is to store my clients cc info and once a week I will charge everyones card. Im done extending credit to ppl without money!