Talking about providing clients with detailed time tracking... At the moment, I have an excel invoice that I created and each day I put the date a brief (very brief) description of what I did and plug in the time I spent doing it. I use formulas and have my hourly rate in there so it figures it all out for me. I also have a section at the bottom where I have the mileage (also formula based) and can add all other additional charges (my client insists on paying me mileage and for all materials, but I haven't really had many since the start of the project). Anyhow, I'm curious, is it normal business practice to tell them what you did and how much time you spent on something or do you only provide that if they ask?

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Stephanie
New VA in the research phase

I use MS Accounting Express and also started using FreshBooks for those who want to pay online using PayPal etc.

I'm just starting my business so this is great information and feedback. I'm taking notes on all of it so I can start creating my billing policy before I begin marketing.

Thank you :-)

Interesting responses here. I use Excel.

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Carlana Charles - Ciboney Virtual Solutions
Web: http://ciboneyvirtual.com Blog:http://ciboneyvirtual.com/blog

Hi Everyone,

I used MS Accounting 2007, I found this works for me. However, I notice that Quickbooks online is great also (a client I work with uses the software). I was thinking about switching but I love it.

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Julian Johns
Administrative Data Services

Thanks for the great advice on invoicing. Quickbooks is also on my list of programs to learn too. I found a few Quickbooks instructional videos on YouTube. They are not very extensive, more of just an overview of the basics. I used Quicken years ago for my personal finances (also kept books for my church) and they seem somewhat similar. Does anyone know of an online website that offers training or instruction?

In all my research on starting a VA business, I came across two websites that offer free, yes I said free instruction on several Microsoft programs like Access, Word, Excel, and Power Point, but neither offers Quickbooks instruction.

Sandy J., Louisiana

I'm going to start out with using Excel but will also try Quickbooks online.

I am still trying to decide, (quickbooks or ms accounting) thanks for the info...

Before you choose decide what other software or online services you will be using. There are a lot that works well with Quickbooks. I am just MS fan.

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Julian Johns
Administrative Data Services

Originally Posted by VAstResources

Thanks for the great advice on invoicing. Quickbooks is also on my list of programs to learn too. I found a few Quickbooks instructional videos on YouTube. They are not very extensive, more of just an overview of the basics. I used Quicken years ago for my personal finances (also kept books for my church) and they seem somewhat similar. Does anyone know of an online website that offers training or instruction? In all my research on starting a VA business, I came across two websites that offer free, yes I said free instruction on several Microsoft programs like Access, Word, Excel, and Power Point, but neither offers Quickbooks instruction. Sandy J., Louisiana

QuickBooks has free tutorials built-in to the software. You can access them from the help menu.

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Rebecka Melson ~ Virtual Business Services

I just switched to Quickbooks! Awesome program. However, I bill a monthly retainer agreement on the 20th, due by the 30th and send them a timesheet on Monday's. Tell me, do you prefer the retainer method? or pay as you go method? And if so, do you set any minimums? My problem has been a couple non-paying clients, so that's why I bill ahead. I guess pros and cons, no matter what we choose, huh?

Thank you for the tips, very helpful.

Thanks Again,
Anna

I used QB at my previous job as an offfice manager and find it to be a fantastic program.

I have been using Freshbooks and find it to be very user friendly. I am able to track time with a start/stop timer, generate invoices, track expenses, and run reports. I am able to export reports into an excel spreadsheet. You can upload your logo art to customize what your clients see when they log in to view an invoice or make a payment online through whatever online payment service you use (I use Paypal), giving a very professional appearance.

Freshbooks also provides capability for tracking and coordinating team projects, though I have not yet used this feature.

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Jen
www.thinkbigva.com

I use myHours for time tracking (free online software - saves all the back-ups!) - I can add notes and any extra costs like postage/printing/mileage etc. It is easily exported to Excel where I then add my header logo and print to PDF.

I use this as the basis to fill out invoices from my online accounting program, Kashflow (only available in the UK I think). J can then either print to PDF or email direct to client. This system also emails me when invoices/payments (in or out) are overdue and I can also print/email client statements and late payment letters. Best thing about Kashflow is that my account can access my accounts direct and makes life so much easier if I have a problem and need to discuss with him. It is also online and saves on the back ups with all reports etc exportable to Office Suite.


I invoice main clients monthly on 14 day payment terms, and ad hoc clients at the end of the project on same terms. iIalso only bill to nearest minute (not 15 minutes as many VAs do).

Dawn

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Dawn Lane, Cornwall
www.your-office-online.co.uk