Hi Justine

> I am looking for a simple and easy to use invoicing system for
> a client. I don't want a complete accounting package (at this
> stage) but has any of you used www.office-kit.com software.
> They have an excel based programme but there are a few glitches
> and I would love to hear from anyone using it regularly.

No experience with named package - but I suggest GST might mean a lot of programs should be omitted. (I'm not a fan of programs requiring GST to be set manually - a client uses MS Money for everything - and every year he has errors because GST doesn't work automatically.

The BankLink debtors program might be one to consider - but I'm not sure it's available to non-BankLink users.

QuickBooks could probably be used. You put "at this stage" after saying you don't want a complete accounting package - so if you might want one later, it has the added advantage that you don't need additional software.

Best wishes

Phil Astley
www.businessacademy.co.nz

You don't mention what sort of business your client runs. Do they provide services or sell products?
In my case I ended up writing my own invoicing system for various reasons.
Firstly I didn't have much money to spend when I started out, and I'm a programmer.
Secondly, since I mostly charge for time, I needed an effective job tracking system that could handle lots of stop-start work down to a few minutes, that would add it all up and generate an invoice.
Personally I'd tend to stay away from something written in Excel. Excel is a great analysis tool, but it is not a robust way to store data.
I know a few clients who use a program called Invoiceit It's NZ developed and fairly cheap, and it's written using Microsoft Access, which is a much more robust way to store data than Excel (You don't need Access to run it though)
I develop with Access myself, and know it's strengths and weaknesses (it has plenty of both!) and I'd consider it a suitable platform to build a small invoicing system on.
One of these days I might tidy up the rough edges and put my own system on the market, but for now I'd suggest taking a look at Invoiceit ( www.invoiceit.com )

Hi Christopher

Now we don't know each other - so this story does not necessarily apply to you. But I had a client who had written his own invoicing system - as part of his project management / jobbing system for his IT business. Every year this cost him a lot of money - and that was with us writing off a lot of time. So one year I decided invest the time to find exactly why his system and our accounts never matched exactly. I forget the details now, but it boiled down to the fact that he had done what he needed - but not worried about the detail - which of course was what we used. When we showed him the problems in detail, he was able to go through and fix them - although he soon after installed a replacement system. It may not have done exactly what he needed - but it was near enough - and the accounting results were accurate.

Of course that's just one of my lessons that led me to formulate my own policy - today I only act as accountant where the business owner is prepared to do them via BankLink, or more commonly where they run a semi-proper accounting system that caters for NZ. Right now I'm feeling quite good about that policy as everyone else starts worrying about the change in GST rates - and the associated complex issues.

Hi Phil,
not just the 'home made' accounting software can give problems. I know a MYOB consultant who just about went bankrupt because they tried to sell a product that wasn't up to what was required.
I've been heavily embroiled in trying to clean up the mess with a big Microsoft ERP installation for a while now as well. It does the accounting (mostly) ok, but there's so much else that just didn't integrate with the business model.
I suspect your client should have talked to you sooner about his system. My accountant has been generally pretty happy with the information I provide, and it doesn't cost me much, but then I do work with data downloaded from the bank which makes things a whole lot easier. The only error I've run into is where I've coded something incorrectly, and my accountant has picked up on it.
Moral of the story, it doesn't matter what system you use big or small, check with your accountant to find out what your system should provide, and make sure you fill them in on all the details of your operation as even accountants can advise the wrong product if they don't understand fully how your business operates.

I use quick books and have no problems.

Being a developer, I have also made my own invoicing and accounting system. Mine is web based via an intranet and does everything I need, it also means that I can easily write new reports to gather whatever data I need.

It also does the small helpful jobs like emailing me at the start of each month with a list of customers who have overdue invoices and need to be chased up.

My accountant has commented several times that my books and accounting information is some of the most tidy that they've seen, and because everything is in a database I can write reports which supply the information any way they require, whether it's excel, csv, pdf or print out.

If you have the skills (and experience) to code something yourself I would say go for it, just make sure your accountant checks that everything is working as it should. And make sure you have a nightly backup system (goes without saying)

If you don't have the skills but know somebody that does, I would say stick with an off the shelf product. I've heard so many nasty stories about systems that have caused problems because it was written by somebodies 'mate'.

I've heard nothing but bad things about MYOB but that's just my 2cents

I think I know why Newbie and I have a differing view of MYOB, and also all the drama I've had trying to fix the Microsoft ERP system for a client. We're actually all right.
MYOB does make some products that work well. The problem is they went on a buying spree a few years back and have integrated what were third party products under the MYOB brand. Microsoft has done the same thing many times. Unfortunately this results in products that are branded the same, but in reality are completely different, and with acquisitions, some of the original core people who know how stuff works can get lost.
While I'm not all that familiar with MYOB I'm sure core software that's always been MYOB works fairly well, but where there have been acquisitions, that's where the wheels can come off.
It's actually a similar story to a developer creating their own system in consultation with their accountant. It can work well, as they know their system, but someone who's not an accountant getting a developer who's not an accountant to write a system for them is asking for trouble, as there's likely to be a break down in understanding of how things should work.

One I have been recommending to small businesses for many years and use myself for various organisations and small businesses that I do quotations and invocing for is Cashbook from Acclaim Software - www.acclaim.co.nz. I have been using it since 2001 with no problems. they have just provided a free upgrade for the new GST. Always helpful if you have a problem, Very reasonably priced and very easy for a novice to use. I very highly recommend. I verify that I have no percuniary or otherwise interest in this. I genuinely do think its a great package.

I use Xero.com I find it is easy to use, inexpensive and quick at marking deposits against outstanding invoices.

I love that it works on my iphone so i can take it everywhere and I don't know where I'd be without it.

www.xero.com

Take a look at Xero - it's the new boy on the block, and is giving MYOB a run for its money. Its on the cloud, so it can be used anywhere there is an internet connection, and it updates your bank transactions while you sleep. It has quartered the time it takes you to do your books, and its fun! www.xero.com

Recently we have been recommending Xero to our clients. Clients really love the fact that is simple to use plus when the bank feeds are operational is cuts down on the financial data entry. Recurring transactions can be automated. The reports are great and provide the business owner with all the important financial information any time. The other great feature is that you can collaborate with your accountant online so that if you have a problem you can get it sorted now rather than in six-12 months time.

The other big advantage is that because it is in the cloud, if your computer fails you don't lose your information, back ups are done automatically for you, plus updates come through all the time with new features.

Request a free trial and get it set up by a certified advisor and discover how simple it is. www.xero.com

Tania Garbes
Forward Accounting NZ Ltd

Accounting is an integral part of our business and finance world. However there are some accounting ethics to be kept in mind for all financial transactions made. This article will shed some light on accounting ethics and as to why it is important.

Sheila Hawkins
pptse.net

If it's JUST invoicing then Freshbooks is good & free. I really rate Xero if you want the accounting side of things.

BTW I'm an IT contractor - I use Freshbooks to track my time and Xero for accounting/invoicing.

I buy meat off a guy in Waikato who sends invoices with a thing called Invoice Xpress. Don't know much about it but they look neat - www.invoicexpress.co.nz

We use Xero - and love it - however it's pretty much pricing itself out of the market for SMEs - current price is generally somewhere between $50 and $60 per month - a tall order for a small business with simple accounting requirements. I've taken a look at the latest version of MYOB - it's great - sits in the Cloud now, which is a huge bonus. Looks as though many of the great features of Xero have been taken on board in this version of MYOB, and is only $25 per month - this is the option I'm currently recommending to SMEs. Justine, not sure why you don't want a full accounting package for your client at this stage - if it's due to the size - ie very small number of transactions, quite frankly I would simply use an Excel spreadsheet - check it, lock in the formulas, etc - not rocket science and certainly no need for any coding etc.