Effective Bookkeeping: Do You Do Everything Twice?
There are easier ways to work ...
Posted by Alison Mead on 22/05/2023 @ 8:00AM
Are you the sort of bookkeeper who has exclusive access to a company's bookkeeping software, or with the ease of cloud and multi-user systems, do you have clients who also get involved with the accounts too?
When it comes to effective bookkeeping, there are easier ways to work than entering everything twice!
Previously, I have taken over the bookkeeping for a client where they raise invoices in Word, or kept records in Excel, then the bookkeeper took those records and entered them into the bookkeeping software.
"This effectively means everything is entered twice!"
I quickly spoke to the business owners and changed the processes so the person doing the invoicing was able to access the accounts package and create and send the invoices direct from Sage, Xero or Quickbooks to prevent possible double-entry or omission issues.
Then, if they are also responsible for chasing payments from customers, the next step is to show them how to enter the receipts in the software too, so debtors (what you are owed) was always up to date and correct and statements could be sent out to customers at the touch of a, button.
This then meant the sales figures were much more accurate, and debts could be chased more promptly rather than waiting for their bookkeeper!
The next stage is getting whoever pays the bills to upload those to the accounts package and mark when they are paid. This is basically 90% of the bookkeeping done and you, as the bookkeeping expert, can then do the bank reconciliations and enter those odd items which are not invoiced, double-check the VAT has been done correctly, and produce management reports if needed.
It is so much easier doing bookkeeping as you go along and getting the person who has raised the invoice or paid the bill to record it straight into the accounts package as they do it.
If you feel you need to review your bookkeeping processes, or you are a business owner who would like training for their staff to implement these suggestions in your business, then get in touch.
"It can reduce your bookkeeping or accountancy bills if you do this right!"
Be warned, if the person doing the job is not accurate and does a bad job then your bills are likely to increase, as spotting mistakes in a job done 90% correctly is harder sometimes than just doing the job yourself.
Make sure you get the training right and review the data being entered when you first initiate new systems like this.
Until next time ...
ALISON MEAD
Would you like to know more?
If anything I've written in this blog post resonates with you and you'd like to discover more about effective bookkeeping or you need to review your bookkeeping processes, it may be a great idea to give me a call on 01604 217365 and let's see how I can help.
Alison loves bookkeeping and supporting bookkeepers. She has been helping clients to be better bookkeepers in Sage 50 for over 24 years and has been Xero Accredited in accounts and payroll for a number of years too.
She specialises in a very unique hand-holding method of training, helping bookkeepers and business owners to use their accounts software as and when they need support in setting up and producing their invoices, reports and financial information.
Alison combines her role at Silicon Bullet with her Forever Living network marketing businesses and is often to be seen at business networking meetings as she likes to keep busy.
You know what they say: if you want something done well ask a busy person!
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