Manage Accounting Automatically - dummies

Manage Accounting Automatically

By Marina Martin

Although every organization has its own comfort and ability level when it comes to process automation, there’s no excuse for generating routine accounting material like invoices and receipts by hand.

Every major accounting software and online merchant account includes the option to auto-create invoices and receipts. (If yours does not, that’s a really good sign that it’s time to upgrade or switch.) Some of the best tools include the following:

  • Harvest: This is both a web-based and a mobile app, so employees who work by the hour can track billable time from anywhere and autogenerate client invoices. You can also set it to create and e-mail invoices automatically at set intervals.

  • Conga Composer: If you use as a CRM to track clients, you can also autogenerate invoices, receipts, and just about any other document by using Conga Composer to create Microsoft Word and Excel templates. You can then generate documents for a whole list of clients, or on a one-off basis with a custom button.

  • Microsoft Word mail merge: You can insert merge fields into an invoice template you create yourself in Microsoft Word, and then auto-fill those fields based on an Access or Excel database. This isn’t ideal, but it works in a pinch if the alternative is truly doing it by hand.

Receipts and invoices are a great place to highlight news, important information, or other information about your business. For example, you can include a reminder that customers can check your 24/7 online knowledgebase for customer service assistance at the bottom of your receipts.

Even if they don’t need help at the time, that little note can help remind them to check your self-help resources when they do need assistance, lowering your customer service costs.