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200 clients!
I'm impressed you have managed without proper software, I now have only 55 and wouldn't be without IRIS.
I can't recommend anything else I'm afraid but honestly, cost should be way down your list of priorities, anything that helps you manage client affairs and the firm's workings is worth its weight.
what i do
I am probably where you are. Currently have 160 clients (seen 4 prospective last week and seeing 6 this week) and currently use taxcalc for accounts and tax and use basically 4 spreadsheets to manage practice management
Spreadsheet 1 - client list - my database that has all the client data eg names, addresses, telephone numbers, email addresses, UTR numbers, VAT numbers etc.
Spreadsheet 2 - monthly reminders - tab for each month with the tasks for each month eg year ends in the month, accounts due to CH in the month, VAT returns due for the month, accounts 6 months after year end so can chase etc.
Spreadsheet 3 - timesheet - to keep track of time have date, client code, work code, narrative and time in blocks of 10 per hour. Each quarter sort the time sheets by client account number and cut and paste time for the client for the quarter to a spreadsheet for each individual client to see time to date on job or to write off time if been invoiced.
Spreadsheet 4 - WIP - details of all jobs in with deadlines, stage of job eg still to be started, started, reviewed, drafts to client etc
Once January past going to look at what options are going forward. Broadly see 2 choices
1. Carry on using taxcalc for accounts and tax and bolt on a PM module. Going to look at MBPractice Manager and Logical Office, Basically need the following; ability to track jobs, keep timesheets easy so can see at a click the time on the clock for the client, be able to send reminders automatically to clients, easy to do engagement letters and standard letters to clients, etc.
2. Go to a fully integrated package such as Digita or IRIS
At the moment my hunch is that I will stay with taxcalc which I think is better than IRIS for accounts and tax (have used IRIS when was an employee in practice for about 15 years) and bolt on Logical Office which had a 1 hour demo off yesterday and was very impressed with. Seems to do everything I need plus a lot more eg can use it as a paperless office option as well as the other stuff I need.
Integrated solution
I would always recommend an integrated solution as it can save so much time - nothing is out of sync.
I use Digita as it's cheaper than Iris and more flexible and I love the technical support.
Digita can help with the conversion of data but it's a big step but worth it in the long run.
Agree but
It isn't integrated with your other software.
I agree, fully integrated software is always going to be the creme de la creme (in most cases anyway).
But the OP said they were erring towards Logical Office which is not an intergrated solution.
As a side note, didnt you used to use HQ yourself? I may be mixing you up with someone else :-)
Firmzen - Practice Management for Accountants
Hi,
Disclaimer - I'm the founder of Firmzen.
Firmzen, an online practice management software for accountants, has been around for 2 years and our sole focus has been to automate as much as possible in an accountant's life.
Here's some of what Firmzen can do today:
1) Track Companies House, HMRC and other deadlines automatically.
2) Automate SMS / email reminders to clients / yourself well before due dates.
3) Keep track of unbilled work, raise Invoices, automate payment follow ups and more.
There's more - like defining workflows / procedure lists for services, time and expense tracking etc.
Please feel free to reach out to me at sameet[at]firmzen[dot]com and I'd be happy to set up a demo / trial for you. Thanks.
-- Sameet