How to document bilings

Discussion in 'Business Operations' started by mcwlandscaping, Dec 31, 2005.

  1. mcwlandscaping

    mcwlandscaping LawnSite Gold Member
    Messages: 3,163

    How do you do it, im using computer generated bill. Do i just print out two and keep one for my own personal records or do i save each and every one i do on the computer as a record? Thanks

    HOOLIE LawnSite Gold Member
    Messages: 3,981

    Mike- I currently use Gopher to keep track of everything for the business. You can easily see who/when/how much you billed. Not sure exactly how you are doing it now.

    And Happy New Year!
  3. mcwlandscaping

    mcwlandscaping LawnSite Gold Member
    Messages: 3,163

    Oh, oops, im just doin the print out two of each bill.
  4. Soupy

    Soupy LawnSite Gold Member
    Messages: 3,125

    Just so you know, Gopher saves the invoice, but if you use the invoice message, payment string, sub text etc. then that info doesn't save, only the invoice items.

    Let's say you add a invoice message stating a price increase starting next month, or a note about fuel surcharge etc. You don't have no way of proving it later unless you actually print two invoices and file one. As for as book keeping, yes Gopher saves the invoices.
  5. yardmanlee

    yardmanlee LawnSite Senior Member
    Messages: 898

    I print 2 copys one to mail off to the customer and the other to file, so when I
    recieve their check I can document the date I recieved and the check # then put that into a file that says invoices recieved. just more or less a back up
    in case something happens and I lose my Info on the computer
  6. kc2006

    kc2006 LawnSite Silver Member
    Messages: 2,443

    Right now I'm using "lawnpro" a cheaper software program. It prints the invoice with a stub at the bottom that the customer detaches and returns. Some people don't do this so I'm going to start removing them before I send them next year. I keep these in a folder for "hard documentation" and then lawnpro keeps track of all invoices also, then at the end of the year I print that list out and I print my expense list out also from there.

    PMLAWN LawnSite Gold Member
    Messages: 3,534

    I invoice with Quick Books pro and everything is saved. But it is wise to keep a hard copy of every invoice you print as a back up. IRS likes that.
  8. grass_cuttin_fool

    grass_cuttin_fool LawnSite Gold Member
    Messages: 3,526

    When I invoice some one I save the copy on my computer and then I use a Flash drive to back that up so I have 2 copies just in case my pc goes down. I started out doing paper copies for everything but the cost and storage it takes up alot of room. At the end of the year I burn everything to a CD and keep that for my records.

  9. GlennZ

    GlennZ LawnSite Member
    Messages: 56

    We run a virtually paperless paperless office. No need to save a 2nd copy since our software keeps track of all this information and I can reprint it any time

    Clip Lawn Care.
  10. Team Gopher

    Team Gopher LawnSite Platinum Member
    from -
    Messages: 4,040

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    Hi mcwlandscaping,

    I think most LCO's won't print out invoices to save them if they are able to save the invoice in their computer. Just make sure you are backing up your data then.

    Thanks HOOLIE and Soupy for your kind words.

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