subject: Manual vs. Automated Bookkeeping Systems....The cost of not converting [print this page] Manual vs. Automated Bookkeeping Systems....The cost of not converting
An accounting system for your business is not as simple as a shoebox or file folder. These items will collect and organize your important business information but you need to look at what the numbers are telling your business. An accounting system will take your business beyond record keeping and provide important financial indicators. "
It can be a scary project to move from a manual to an automated bookkeeping system. But with the numerous software choices available today, the task doesn't have to be daunting and can provide numerous benefits and savings.
In many small business offices you will find shoeboxes, file folders and even pizza boxes (the customer preferred the shape of the box) which are full of business receipts, invoices, and accounting data. These piles accumulate throughout the year, and are only dealt with at the necessary time - Tax time. Learn before it's too late why your accounting system can cost your business and more. The two biggest concerns with transition to an automated system are COST and TIME.
COST: With the numerous products available on the market now, an automated system is as inexpensive as $99. The system you need will depend upon the size and nature of your business, as well as the scope of information you wish to be able to generate.
TIME: Time is often a miscalculated resource. Most business owners do not place a cost associated with their own personal time. But one of the greatest savings in automating your bookkeeping system are the costs associated with your time.
A prime example is with customer invoicing.
In a manual system, time is spent on: Generating the invoice , either handwritten or electronic format Manually recording the invoice in a spreadsheet (or other form) to track your sales/income, re-entering the information listed on the invoice Tracking taxes collected Recording the payment of the invoice in a banking system Setting up a system to track whether that invoice is paid by customer - perhaps a 3rd entry of the same information?
Each step is conducted independently of the other and leaves much room for human error. The automated system would allow you to enter the sale ONCE into a system. This one-time entry would replace Steps 1-3 of the above process. Another entry would be required upon receipt of payment, which would replace Steps 4-5.
The automated system will also save you time with repeat customers, as all the information would already have been entered.
In addition to all of the time savings, the control maintained within an automated system is significant. With your manual system, are you able at a glance to: Know how much money is outstanding from customers? Which customers have a pattern of delinquent payment? What your sales are at this moment in time? What your expenses are at any given moment? Are you making money?
The time-savings benefits are endless with an automated system, but the most important factor is the ability to know the financial position of your business at any given point in time
8 Reasons for Upgrading Your Accounting System:
Expense Creep: It starts off innocently as you begin to add more regular expenses to your operations. Without monthly tracking of expenses and costs, you cash flow can quickly dry up.
Overdue Accounts: Ignoring the need for an accounting system can make tracking accounts receivables a guessing game. Don't be in the business of bank lending. Misplacing a 90-day overdue account is costing you money.
Cash Flow Crunch: Every business will experience the highs and lows of cash cycles. To overcome periods of cash shortages or to get needed funding, an accounting system will help you identify who owes you money and places for expense cuts. Create a full financial summary every quarter.
Lack of Data Security: How safe is your shoebox? Is it reinforced steel, fireproof and waterproof against major disasters? Important financial information needs to be stored on a removable disk and on a secured offsite location. Never take a chance assuming it can't happen to you.
Added Costs: Having an accountant or bookkeeper organize and compile your accounting data at year end can be costly. The more that you are able to do throughout the year, the lower your costs will be at year end. Organize your invoicing, accounts payable, accounts receivable and most important know your cash flow.
Audit Risks: Surviving an CRA audit can be easier if all financial matters of your small business are in order. Providing an auditor with financial statements, organized files, and well tracked transactions will make everything easier for all parties involved.
Bankruptcy: With the majority of businesses failing in the first 5 years, poor financial management remains one of the top reasons for failure. It is your responsibility as a small business owner to maintain and regularly assess your financials. Not putting an accounting system in place early during your startup can mean the end of business. Proper accounting can help you see money losing strategies before it is too late.
Financing Difficulty: Don't bring a shoebox of invoices and receipts to your banker or investor meeting. The professional appearance of your company's books is part of a winning strategy to financing. The price of business ownership comes with the responsibility of establishing an accounting system. On the plus side you feel more control over your business, less stress, and better profitability.
