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How do all of you bookkeepers keep records for your clients? Do they snailmail you receipts, bills, etc? Or send you copies, or scan and send them through email?

 

I have a meeting with a potential client later this morning, and was just wondering how you all worked it out with your clients!

 

I searched the archives, but couldn't find anything!

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Mail, fax, scan, email, courier... I've used any and all. Most of my clients snail mail, a few have a post office box in my post office where I pick up their mail (they use that address to have their bills sent to as an A/P address - they mail the other stuff to the box themselves). realtimeaccounting.com has an awesome thing where you buy a scanner ($500) and they hook it up so that anything that's put through that scanner automatically uploads to a special directory and notifies you. This is great if you have a client that needs more "real time" accounting. I have never used it, but it sounds cool.

 

Anyway, most just mail it or fax it or scan it :-)

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Thanks for the info! Thats pretty much what I assumed, but wanted to make sure I wasn't missing any secret "tricks of the trade."

 

Thanks!! :D

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Good luck with your meeting Kristen!! You'll do great!! I also receive my clients infomation mostly by snail mail making sure the client know to have a tracking number applied heaven forbid if the info was lost. I also have a couple of clients that send only e-invoices through email. If you are meeting the client in person and if they is local you might suggest a custom pickup of their info. I do this for one of my clients they like the personal contact and gives us a chance to discuss if I can further assist them in a better way or let them ask questions which all leads to more work and boils down to more money:) Again I wish you the best and I am curious to which software you are planning to use as you know I'm a big fan of Peachtree but most love QB not that I don't like it just not my fave:)

 

Virtually yours,

Julie Wilson

www.yourvirtualsecretary.biz

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I LOVE Peachtree, and prefer it. But my 2 potential clients use Quickbooks, and I beleive thats where they both want to stay (I know at least one of them does for sure).

 

I WISH I could get them both to convert to Peachtree! :thumbup:

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I now outsource all my bookkeeping work for my clients, but the person that I outsource to lives very close to me and we keep close in contact regarding the clients and their work. .

 

Most of my clients are local so we pick-up and deliver and, as Julie said, it is great for the personal contact and discussion of any business matters.

 

I have one client that scans his receipts/bills etc and emails them to me as a PDF. This works for him because he doesn't have a lot of transactions - it's just that each transaction is a large one.

 

The others we pretty much just do year-end cleanup for them so they just courier everything.

 

HTH,

 

:)

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I too have local pickup for my clients. Definitely make sure you have a tracking number if they send it to you via snail mail. With my pickups, I supply a box file with my name on the binder. When I pick up the box file I replace it with an empty one to be filled back up again. This means that when I get back into the car there is no chance of losing imporant papers and when I am back home in my office, if someone comes to visit, (like friends, family or clients) I can just close the box and eveything is kept confidential, ie clean desk policy.

 

Bonus for me here in Australia, because the kilometers are business related, I can claim them back on my tax return. Since 1st of July (the beginning of our financial year) 50% of my kilometers are business related and therefore under Aussie Income Tax Law I can claim 50% of my running costs. Not sure about what you can claim where you are. Maybe someone else can help you with that.

 

Good luck :D

 

BTW I use MYOB Accounting Plus which seems to be the software of choice over here for small businesses.

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