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Poll: How do you manage your accounting/invoicing?
Thread poster: ProZ.com Staff
ProZ.com Staff
Local time: 23:10
SITE STAFF
Aug 8, 2014

This forum topic is for the discussion of the poll question "How do you manage your accounting/invoicing?".

This poll was originally submitted by ArtefactHT. View the poll results »



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Mary Worby  Identity Verified
United Kingdom
Local time: 07:10
Member
German to English
+ ...
I voted other Aug 8, 2014

I do my invoicing myself using an invoicing/accounting tool and I have an accountant deal with the technical stuff!

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neilmac  Identity Verified
Spain
Local time: 08:10
Spanish to English
+ ...
Other Aug 8, 2014

More or less the same as Mary. I keep a list of jobs (sorry, "projects") for each client in Word and when it comes to billing I do up my own invoices with Excel.

At the end of each quarter or tax period I send the lists of bills and other info to my agent (gestor in Spanish) who prepares the tax returns, as I'm terrified of falling foul of the Spanish tax authorities (again)...


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Teresa Borges
Portugal
Local time: 07:10
Member (2007)
English to Portuguese
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Other Aug 8, 2014

I do my own invoicing but I have an accountant for the quarterly VAT returns, the yearly listing and all the other financial statements. She is worth every euro I pay her!

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Marjolein Snippe  Identity Verified
Netherlands
Local time: 08:10
Member (2012)
English to Dutch
+ ...
Exactly! Aug 8, 2014

Teresa Borges wrote:

I do my own invoicing but I have an accountant for the quarterly VAT returns, the yearly listing and all the other financial statements. She is worth every euro I pay her!


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Tim Drayton  Identity Verified
Cyprus
Local time: 09:10
Turkish to English
+ ...
I work with an accountant ... Aug 8, 2014

... for VAT, but do my own income tax returns. The latter is very simple here in Cyprus, thankfully. Apart from that, I track invoices and incoming payments through notes in a desk diary.

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Rudolf Frans Maulany  Identity Verified
Netherlands
Local time: 08:10
English to Indonesian
+ ...
Others Aug 8, 2014

Others, because from my experience If it is a contract project the client administration will help to do invoicing but if not I do the invoicing just using Word and VAT returns myself and an accountant for the yearly listing and tax return.

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Lori Cirefice  Identity Verified
France
Local time: 08:10
French to English
Myself with excel Aug 8, 2014

I do my own invoicing and keep my own books in an excel sheet. I basically list all payments and expenses in chronological order, with a separate column for VAT. I do my own quarterly VAT returns, it's really not that complicated. At the end of the year, I send my excel sheet + copies of all documents and VAT returns to my accountant, who does my annual return and balance sheet. The accountant also does my annual VAT adjustment after checking everything!

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Thayenga  Identity Verified
Germany
Local time: 08:10
Member (2009)
English to German
+ ...
Excel Aug 8, 2014

I do my own invoicing and keep track of expenses/income on an Excel sheet.

Even though some of my clients have their own invoicing/payment systems, I still write invoices for them to keep a track record for my own overview as well as for the tax office.

A couple of years ago I bought accounting software, but never got around to re-installing it after my hard drive took its parting last summer.


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Philippe Etienne  Identity Verified
Spain
Local time: 08:10
Member
English to French
Same here Aug 8, 2014

Mary Worby wrote:

I do my invoicing myself using an invoicing/accounting tool and I have an accountant deal with the technical stuff!

So do I, but I voted accountant!

Philippe


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Reed James
Chile
Local time: 03:10
Member (2005)
Spanish to English
I use Translation Office 3000 Aug 8, 2014

For the past 7 years or so, I've been using Translation Office 3000. It tracks all of my jobs, clients and invoices and automates much of the admin work I do. This gives me more time to translate or take time off from work. You can download your free trial copy here: http://www.translation3000.com/176.html

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Jon Hedemann  Identity Verified
Denmark
Local time: 08:10
English to Danish
+ ...
Translation Office 3000 Aug 8, 2014

Reed D James wrote:

For the past 7 years or so, I've been using Translation Office 3000. It tracks all of my jobs, clients and invoices and automates much of the admin work I do. This gives me more time to translate or take time off from work. You can download your free trial copy here: http://www.translation3000.com/176.html


I also use Translation Office 3000 (version 10). Don't you miss real-time updating of exchange rates, though...?


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DianeGM  Identity Verified
Local time: 09:10
Member (2006)
Dutch to English
+ ...
Other ... Aug 8, 2014

Like Mary, Mariolein, Teresa and Phillipe - I have an accountant for everything except invoicing which I do myself. I keep track of everything in an Excel sheet.

I am really surprised by the number of people who do it all themselves.




[Edited at 2014-08-08 14:49 GMT]


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LegalTransform  Identity Verified
United States
Local time: 02:10
Member (2002)
Spanish to English
+ ...
Keep it simple Aug 8, 2014

I print each invoice out and put it in a pile (oldest invoices on top).

When the invoice is paid, I write "PAID" at the top and put it into another pile.

At the end of the year I separate the paid file by company and add up the total amount received from each company. When the tax forms come in, I compare the amount on each form to the amount on my list for that company.

Total time spent on invoicing per year = less than thirty minutes



[Edited at 2014-08-08 15:20 GMT]


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Triston Goodwin  Identity Verified
United States
Local time: 00:10
Spanish to English
+ ...
Freshbooks Aug 8, 2014

I recently started using a website called freshbooks. I really like it, my clients can pay me directly through the platform, I can set up reoccurring payments for my website clients, I can do everything from my cellphone and I can export everything to my tax software at the end of the year. I like easy

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