Finding the right software - am i expecting too much?

[avalanche]

I have been looking for new software to run my business for a few months, I search the net look at the pricing (if they don't state pricing I move on), I download a trial- spend hours getting familiar then find its flaws and repeat the process.

Am I asking too much?

I want software that will do the job without all the double entry and have flexible workflows but i fear it does not exist

 

[Bob]

You haven't explained your requirements and what is missing from the trials you have undertaken

 

[avalanche]

No I'm just venting to be honest, Its difficult to explain without a long essay but they all seem to make claims that they can do what you want but in reality they fall short

 

[Bob]

We all like a vent now and again

 

[toastking]

Someone wise once said if you cannot explain it simply, you don't know it well enough yet!

Maybe you could show us an example of the not good enough choices? I work for a value added reseller, who also offer our own software products and with countless startups, many of whom are developing software, so there is a real chance I will know someone or something that might be your answer. Beyond this its just generally something I am interested in but with no idea what you want, all this post will ever be is a vent and some helpful people trying to offer help.

Good luck, I'll dip in once in a while to see if any progress is made.

 

[avalanche]

ok i'll try

I use quickbooks with items and estimate using the items,
An estimate can consist of hundreds of items / sub items so quickbooks is not ideal for that
So part 1 of the new software is estimating in an excel type format and needs to sync with quickbooks

My items are all labour items so the description varies depending on customer requirements but I make then all fit to my standard items

If i win the job I raise a purchase order for work done from the estimate in quickbooks but quickbooks has a little glitch where it only shows the item name when selecting the items for the purchase order, the estimate may have many items with the same name but different descriptions so I do not know which i'm adding.

Part 2 of the new software is Purchase orders and tracking- if I estimated for 100 of an item and raised purchase orders for 50 I want to be able to see that at a glance and how many are remaining

There are a few other requirements but thats the main of it
I am basically trying to automate as much of the input as possible, I currently use excel then retype it all into quickbooks, then use my excel estimate to manage the job then retype everything into quickbooks

I purchased this software a few months ago as it seemed to do everything i required but the reality was completely different and was a waste of money

http://www.uniteddesign.com/cs_premier_overview.html

I have demo'ed countless others since and they all seem lacking

There is a need for a comparethesoftware.com site as it is so difficult tracking down software and comparing what it does

 

[toastking]

Ok I do not know quickbooks but we'd offer it with other (note more expensive solutions). But if looking for something for Quickbooks you would need:

- sales functionality - to produce quotes. Any decent package should allow you to use standardised items driven by a catalogue, but with unique descriptions.
- stock management - to track numbers in stock and the +/- of any given timeframe

- you should be able to get purchase orders onto a good accounting package, however you might need to extend on what is there in basic form if you want more from the system.

All in it could get expensive even on a relatively inexpensive option like Quickbooks.

QUICK ANSWER: In terms of Quickbooks and the likely level of investment for this 'make your life easier' solution'?

I'd suggest the answer to your question is yes you are probably hoping for too much unfortunately. My suggestions is it'd probably be best to find something close to your idea and then adapt the way you work to make it cheaper. OR make it yourself and sell it to other people as there may be a market.

 

[ExplorerBDM]

Hi Avalanche,

The company I work for create custom applications and tools, that integrate with packaged software.

I have had a look at the specifications you shared and I'm sure we could help you build something specific to you and your company (and you'd own the intellectual property too).

I'm happy to discuss this with you, if you want to call us on 01132 899 470 and ask for Neil in Account Management.

For more information on bespoke software (vs packaged) I recently wrote a blog, which you can find by Googling "Your Business is Special: So why buy business software, designed for everyone else?".

I hope we can help.


Regards,

Neil

 

[Page]

I am confused

You do not have to submit through QB and can just do using excel

Quotes/estimates etc

Then use QB for the actual accounting side at the top summary level

Or am I missing something

 

[Paul Kelly ICHYB]

In bullet points, write down your key requirements for the software; as many bullets as you want, but keep them brief/one sentence.

Contact the major suppliers sales teams and get them to tell you if they can do it!

 

[avalanche]

I am confused

You do not have to submit through QB and can just do using excel

Quotes/estimates etc

Then use QB for the actual accounting side at the top summary level

Or am I missing something

I need to enter into quickbooks at item level for my job costing

 

[avalanche]

Hi Avalanche,

The company I work for create custom applications and tools, that integrate with packaged software.

I have had a look at the specifications you shared and I'm sure we could help you build something specific to you and your company (and you'd own the intellectual property too).

I'm happy to discuss this with you, if you want to call us on 01132 899 470 and ask for Neil in Account Management.

For more information on bespoke software (vs packaged) I recently wrote a blog, which you can find by Googling "Your Business is Special: So why buy business software, designed for everyone else?".

I hope we can help.


Regards,

Neil

I would think custom software would be beyond my budget, I started off with a £1k budget at the begining of the year and I have already double that

 

[ExplorerBDM]

Understood, but if the time you are spending working around QuickBooks (and searching for fixes) gets out of hand, then please get in touch.

A few days' of bespoke design could give you a tool that works perfectly and which would be an actual asset to your business.

Have you taken a look at PC World's "10 Quickbooks Add-Ons That Can Save You Time and Money" from a few years ago? There are inventory and transaction tools listed which are still on the market now.

Neil

 

[Page]

I need to enter into quickbooks at item level for my job costing

Why can you not do the job costing in excel

 

[avalanche]

I could but i'm trying to eliminate double entry, I want to enter the information once at the estimate stage then transfer it through the various stages

 

[Page]

What about entering once at the job costing stage and work in excel and only have totals in QB

 

[bobrudolph]

Why don't you try to create your own software then? Though at first glance, looks like it'll cost you pretty much if you have very peculiar requirements.
BTW, I'm considering an idea of creating a software for my business myself. Thinking about the possible options, advantages, etc.

 

[ExplorerBDM]

BTW, I'm considering an idea of creating a software for my business myself. Thinking about the possible options, advantages, etc.

Hi bobrudolph,

Hopefully you might find my blog article on the subject of interest: http://www.explorer-development.uk.com/buy-business-software-designed-everyone-else/

Hope it's useful... let me know how you get on.


Regards,

ExplorerBDM

 

[Chris Ashdown]

The CS Premier looks to do all you want so are you using it in the way they suggest or are you trying to make something work the way you want. Sometimes we get so stuck in our own idea of how we have traditionally done things that we fail to see a different route that has the same desitination

Would MS Project be a better solution or maybe a Sage product

 

[avalanche]

Yes CS Premier looked like it would do the job until I purchased it and tried to get it to work for us, It is not very flexible in the way things are done.

I think for the time being I will stick to quickbooks & excel until something better comes along

 

[avalanche]

Hi bobrudolph,

Hopefully you might find my blog article on the subject of interest: http://www.explorer-development.uk.com/buy-business-software-designed-everyone-else/

Hope it's useful... let me know how you get on.


Regards,

ExplorerBDM

It would be useful if you linked an example of something you have built with a rough cost

 

[Scoped Solutions]

Hi Avalanche,

Your issues are not uncommon. Mass market software (Quickbooks, Sage, Excel, Salesforce etc) are by there very nature 'generic'. They will cover just about enough to be useful for most people, but not quite enough to be 'brilliant' for anyone. That's the only way they can appeal to the wide customer base they need to keep their prices unrealistically low.

The only way to get software that matches your needs exactly is to have it developed for you. That way you get the functions you want, and none of the ones you don't want.

What you have described so far isn't rocket science from a development point of view - I am sure that if you wanted to look at a bespoke development we could come up with something that does exactly what you require - but at a cost. You would be probably looking sub 3k, but not by much.

A useful benefit of bespoke software is that it can be changed over time to suit any changing needs in your business thus extending the return on investment.

If you'd like to explore the options then please give me a call on 01282 270015 and ask for Tom - I would be happy to discuss.

Kind Regards,

Tom

 

[Pish_Pash]

I use quickbooks... but quickbooks alone sucks for handling data in bulk, you need to use something to import your data into it (in your case if you use excel, to save double keying of the data, you need to import into Quickbooks from excel)....that would be Transaction pro importer, which despite the name, allows you to import just about anything into quickbooks ...I use it, it saves me soooo much time, my flow is as follows...

Linnworks to get my sales orders ....the data from Linnworks gets exported into MS access (which then adds a lot of value to the raw data, exchange rates, VAT codes blah blah) afterwards the data then gets exported from MS Access to an xls file. I then use Transaction pro importer to get that excel data into quickbooks.

The whole chain looks like an ordeal, but it takes about 1 minute for me to process 50-100 sales transactions, you can dabble with it yourself using their trial...

http://www.baystateconsulting.com/products/01TxnWizard.htm

Hi Avalanche,
The only way to get software that matches your needs exactly is to have it developed for you. That way you get the functions you want, and none of the ones you don't want.

Not so...you can still use a mass market offering but with an tjird party add-on to give you the functionality you need that the core product is lacking.

 

[abellina]

Why you don't try for any CRM solutions for your business may be it will work for you.

 

[Clive.Hornsby]

I use FreshBooks to track time, tasks, projects, outsource labour expenses, create estimates and do invoicing and all without double entry bookkeeping.

 

[avalanche]

I don't think you can create purchase orders from estimates and invoices from bills though

 

[avalanche]

I use quickbooks... but quickbooks alone sucks for handling data in bulk, you need to use something to import your data into it (in your case if you use excel, to save double keying of the data, you need to import into Quickbooks from excel)....that would be Transaction pro importer, which despite the name, allows you to import just about anything into quickbooks ...I use it, it saves me soooo much time, my flow is as follows...

Linnworks to get my sales orders ....the data from Linnworks gets exported into MS access (which then adds a lot of value to the raw data, exchange rates, VAT codes blah blah) afterwards the data then gets exported from MS Access to an xls file. I then use Transaction pro importer to get that excel data into quickbooks.

The whole chain looks like an ordeal, but it takes about 1 minute for me to process 50-100 sales transactions, you can dabble with it yourself using their trial...

http://www.baystateconsulting.com/products/01TxnWizard.htm



Not so...you can still use a mass market offering but with an tjird party add-on to give you the functionality you need that the core product is lacking.

I had a trial of transaction pro importer a while ago and I don't think i could import 1 estimate at item level (correct me if I'm wrong) I think it will only import transactions with the totals

 

[Pish_Pash]

I had a trial of transaction pro importer a while ago and I don't think i could import 1 estimate at item level (correct me if I'm wrong) I think it will only import transactions with the totals

I don't use estimates, but I just fired Transaction Pro Importer up & it looks like it does (indeed needs item level)...


[



Also, this may help...

http://blog.baystateconsulting.com/...sing-transaction-pro-importer-for-quickbooks/

...you'd be best downloading the trial to see if it fits.

 

[woodss]

Also I recommend Zynk from Zynk Software Ltd ... it can sync pretty much anything with anything.

 

[cloudbooks]

CloudBooks is the best accounting software which I recommend you to use. Billing Software + Invoicing Software + Invoicing Management is an online invoicing & accounting software for small businesses and freelancers. It helps you take care of online invoicing, time tracking, payment tracking, sending estimates, expense tracking, client management, client portal, and online payments via credit card or PayPal.

1. Online Invoicing
Create and send complete and detailed invoices in a matter of minutes that are professional, accurate and can be sent to clients via email, fax or mail. Cloudbooks’ invoicing service offers the added features of international currency support and real-time monitoring so that you are alerted every time an invoice is opened.

2. One-Click Time Tracking
Cloudbooks easy-to-use time tracking software records the time that you or your employees spend working on tasks, and allows you to manually input time spent working on projects offline, too. This essential tool makes it simple to bill clients on an hourly basis and lets you analyze and manage how your time is being spent.

3. Online Payments
Cloudbooks comes integrated with PayPal, Accept Online Payments, Credit Card Processing, Fraud Prevention and Stripe to make receiving payments fast and easy. You can accept payments directly from your tablet or smartphone, and Cloudbooks will automatically setup payment reminders for your clients.

4. Send Estimates for Approval
Not only does Cloudbooks make it easy for you to create and send professional estimates to existing and potential clients, but our technology takes it one step further. Cloudbooks has the built in capability for your clients to approve or request revisions to digital estimates with just one click. And once estimates receive approval, Cloudbooks will convert them into projects that can be invoiced.

5. Track and Bill Expenses
Too often business owners lose sight of costly expenses that should be billed directly to the client. By tracking these expenses with Cloudbooks you can add them to invoices in just a few easy steps.

6. Automated Invoice Reminders
Cloudbooks eliminates the stress associated with aging invoices. With automatic reminders sent to clients alerting them of new invoices, due dates and past due notices, you will be able to passively maintain contact with your clients and ensure the timely receipt of payments.

Managing Your Accounting is Stress-Free and Easy,Cloudbooks is Ideal For Businesses of Any Size.
Whether you are a contractor working alone of the head of a blossoming agency, Cloudbooks’ unbeatable qualities offer the flawless time tracking and online invoicing capabilities that every company needs.

 

[Pish_Pash]

Cloudbooks...you never mentioned inventory control. This is 2015...get with the program!

Seems to me none of the software houses quite get it .....order management/inventory control without accounting sucks, accounting without order management/inventory sucks.

The first company that comes up with 'competitvel priced' fully joined up SME package that 'go gets' orders from ebay/amazon, deducts the inventory and then pipes the data into accounts...is gonna be very successful!

 

[johndon68]

The first company that comes up with 'competitvel priced' fully joined up SME package that 'go gets' orders from ebay/amazon, deducts the inventory and then pipes the data into accounts...is gonna be very successful!

Someone may do so but I suspect it is more likely to be a startup than an established players - the problem is that, as an example, eBay have, in the past, made changes over a weekend with no warning that affects the way that the API works which has meant that applications that read certain data suddenly broke and the developers of those applications had to rush out fixes to get their clients up and running again (I know because I've been there).

The problem with the more established offerings in the market is that they are simply not set up to do this sort of thing quickly enough - even if the programmers can make the change quickly, there will then be a whole host of processes that the amended code has to go through before it can be released by which time the users of the software haven't been able to download their orders for a few days which, clearly, would be unacceptable...

John

 

[avalanche]

@ cloud books

Your software does not do what the thread asked so is basically spam