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How to document bilings

mcwlandscaping

LawnSite Gold Member
Location
Nashua, NH
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
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!
 

Soupy

LawnSite Gold Member
HOOLIE said:
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!
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.
 

yardmanlee

LawnSite Senior Member
Location
roanoke virginia
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
 

kc2006

LawnSite Silver Member
Location
Northeast Ohio
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
Location
Mooresville NC
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.
 

grass_cuttin_fool

LawnSite Gold Member
Location
Virginia
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.

wayne
 

GlennZ

LawnSite Member
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

Glenn
Clip Lawn Care.
 

Team Gopher

LawnSite Platinum Member
Location
-
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Hi mcwlandscaping,

im using computer generated bill. Do i just print out two and keep one for my own personal records
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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