paperwork & secretary

Discussion in 'Business Operations' started by hustlers, Mar 30, 2003.

  1. hustlers

    hustlers LawnSite Senior Member
    from MN
    Messages: 257

    I have a small lco but am sick of paperwork and billing.
    So, i hired a part-time secretary. Me decision was work for someone else or hire a secretary, well see what happens

    Do you owners do your own billing or have someone else handle
  2. baddboygeorge

    baddboygeorge LawnSite Bronze Member
    Messages: 1,249

    had a few secretariesin the past but hell they made matters worse !!!
  3. adrianvbarrera

    adrianvbarrera LawnSite Member
    Messages: 163

    Be careful with hiring people to do your internals.
    They can mess things up even if they don't have bad intentions.

    The first couple of months you have to be right with them for everything so that they do no change the way you do things.

    You are not just going to hire one and never do any paper work ever again. That just doesn't happen.

    Just a thought.
  4. MacLawnCo

    MacLawnCo LawnSite Bronze Member
    Messages: 1,847

    get a girlfiend :)
  5. LawnLad

    LawnLad LawnSite Senior Member
    Messages: 738

    Or a wife!

    Having a book keeper is nice. However, my experience tells me that you need to be very careful about what you let them work on and see within your business. And, as previously mentioned, make sure you clearly define what they must get done and how they are to do it. Check lists and sign off sheets will help initially until they understand the routine and until you feel like you can trust them.

    Remember - this is your money, not theirs. On receivables they may under invoice people or not invoice work at all. Be alert. On payables, make sure you have all statements with matching invoices come to you before they're paid otherwise things may be getting paid of which you're not aware.

    One last suggestion - You should always do your own bank reconciliation. This way you can monitor your money. I do not recommend adding their name to your account unless they have a wedding band on their finger.

    And a last but not least... Accounting has three goals. They are to be on time, accruate and useful in presentation. Keep to these principals and watch your books like a hawk and book keeper can be a nice addition if you can carry the overhead.
  6. MacLawnCo

    MacLawnCo LawnSite Bronze Member
    Messages: 1,847

    Definately agree with Lawnlad, but want to add that you need to be very cautious with who you hire for this job. I know i dont want just anyone seeing all my numbers and then going and flapping their mouth to anyone. Not cool, IMO.
  7. Shuter

    Shuter LawnSite Bronze Member
    Messages: 1,171

    I found, after my wife starting to ask questions about the paperwork, that it is better for me to do the paperwork. I know where everthing goes and where the money is.
  8. KenH

    KenH LawnSite Bronze Member
    from CT
    Messages: 1,622

    I couldnt imagine someone knowing more about my business than me. I do it all myself, including payroll. My wife does do 'no more work' calls for me though, which is a big help.
  9. hustlers

    hustlers LawnSite Senior Member
    from MN
    Messages: 257

    thanks for the insight,
    I ended up hiring my mother, who knows alot about
    the business and can trust her more than my girlfriend, and she
    is a good secretary, just taught her the billing programs

    I decided I will continue doing bank stuff myself.
  10. Paradise Landscapes

    Paradise Landscapes LawnSite Senior Member
    Messages: 959

    I am one cheap SOB! My mom took a business coarse and an accounting coarse. She does everything for me, A great job no problems. Get this:
    FREE SERVICE!:D :D :angel:

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