I'm looking for a standard database for managing my client list including client details, UTR, VAT numbers, etc and also to manage filing deadlines. I've looked at a couple of software solutions and they come with so many bells and whistles in addition to annual support fees but what I really want is a basic database that ideally would sync reminders of filing deadlines with Outlook so that I could manage companies house and HMRC deadlines all in the one place. Currently using excel spreadsheets combined with checking HMRC and companies house online but it's messy and has work is slipping thru the cracks.
Can anyone recommend any solutions?
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Replies (28)
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You're after the holy grail
You'd think that what you're after would be so basic and straightforward (ok, not the Outlook integration, but certainly the rest of it) that it would be readily available. Unfortunately this seems not the be the case.
What so many of us want is not a job tracking or planning solution (which so many seem to offer) but just a system that's going to remind us that there's a sodding job to do in the first place.
There are some things I'm very good at, and some things I'm not. Among the latter group is administration. A simple tool like the one you mention would save me so many minor panics, and a few hundred quid a year spent on paying penalties where I'm the one that's screwed up.
Come on, there must be something out there....surely?
WS.
Look at Glide
What so many of us want is not a job tracking or planning solution (which so many seem to offer) but just a system that's going to remind us that there's a sodding job to do in the first place.
Come on, there must be something out there....surely?
WS.
Pleased to report this exact program does indeed exist.
The risk that you could forget about a job altogether was a key idea when we designed Glide. Whilst it does do the tracking etc, a key feature is that once you have put a new client on the system and stated say "31 Dec y/e, VAT, Annual return and 2 directors personal tax comps" you then never need to worry about remembering the client again. Jobs are created automatically each year/quarter/month etc and you are prompted to do them via the online dashboard. All deadlines calculated automatically so you obviously get reminded as they approach.
Please do take a look at www.whatsglide.com or get in touch with me.
Thanks
Excel
- it works for me.Are other people just using excel spreadsheets to track their deadlines?
Excel works well
Are other people just using excel spreadsheets to track their deadlines?
SA returns, Co's House Abb Accs, VAT returns, FPS (RTI), EPS (RTI), P11D and P35 filing all handled well by Excel here.
Conditional formatting highlights unfiled returns at any one time - in my case a red box is an outstanding matter - as soon as I type in name / date of fulfilling the obligation the box ceases to be red.
COUNTA function tells me how many tasks have been completed for a given deadline - when deducted from total client list number a further cell tells me how any tasks in that column (deadline) are left (those remaining unfullfilled tasks are indicated by a solid red-filled box (cell) on the client line in the column above).
In theory expensive integrated software "solutions" can have merit, but certainly not so with Sage Tax / Sage Accounts / Sage Practice Solution here.
Outlook
Are other people just using excel spreadsheets to track their deadlines?
SA returns, Co's House Abb Accs, VAT returns, FPS (RTI), EPS (RTI), P11D and P35 filing all handled well by Excel here.
Conditional formatting highlights unfiled returns at any one time - in my case a red box is an outstanding matter - as soon as I type in name / date of fulfilling the obligation the box ceases to be red.
COUNTA function tells me how many tasks have been completed for a given deadline - when deducted from total client list number a further cell tells me how any tasks in that column (deadline) are left (those remaining unfullfilled tasks are indicated by a solid red-filled box (cell) on the client line in the column above).
In theory expensive integrated software "solutions" can have merit, but certainly not so with Sage Tax / Sage Accounts / Sage Practice Solution here.
Spreadsheets certainly have their use but what I would like is to have all the client contact details in the one place including directors details, UTR #s etc. Similar t oMS outlook when you open a contact all client details would be included including deadline which would also set a reminder in your calendar.
Was Card index files
Am trying to move to Excel But can see all sorts of formula errors cropping up and so far am relying on the cards. Definitely need something better. Tried setting up Access, but too difficult for me to program.
Index Cards with dividers
So far this is working better for me than a spreadsheet. I have an index card box with an index card for every client (all their contact details plus year end dates and companies house authentication code). I have a divider for each month of the year plus one for Work Due and another for work in. Each client is filed in the month when there year ends. As I get to that month I move the month divider to the back of the box (so April 2013 becomes April 2014) and every client in that month is moved to Work Due. As the work arrives I move it from work due to Work in and when completed it goes back to the appropriate month. If I have an issue with the work I stick a post it to the card to remind me and I force myself to review everything in work in and work due at least once a week. I also set up the Companies House ereminders (which have saved my neck more than once!). The only To Do reminders I have on Microsoft Outlook are payroll. This system is very basic but works pretty well for me but then I only have 80 clients (mixture of accounts, payroll and bookkeeping). I also have a spreadsheet that captures the client information, including fees quoted, which I use to create Letters of Engagement and Professional Courtesy Letters. Takes me 2 minutes to do both (whereas I used to spend much much longer!) and it also summarises my GRF subdivided my different services. Hope that helps?!
Absolute Accounts Software
This works for me, you put the deadlines for Co House, HMRC etc in there, and at least can see who is due what and when. Prior to this I used Excel, and from that manually put the dates into Outlook so that the reminder would come up there too.
Excel can work if you structure it to do what you're after
I'm not in practice myself, but I have a lot of experience on Excel (and trained in practice many years ago).
I would suggest the following general approach (it might be simplistic, but sometimes the simple systems are the most effective):
One row per client with columns for whatever details you want to store for each client including date columns for next AR due, next CT due, etc. etc.Introduce a calculated column to then shown the earliest date from these (use the MIN function)When you complete an AR, change the date to when the next one is due.Then run a pivot table from the data sorted by the calculated column (in ascending order).Each day, refresh the pivot table and it will show you all upcoming deadlines in order.
If this is not too simple an approach, I could flesh it out in a future blog post at Not Just Numbers.
Let me know whether you think it would address the problem.
Logical Office
We moved to this from spreadsheets. It not only sets reminders but will create standard letters/emails from templates using the workflow buttons (you may wish to tailor the templates first). £40 per month but saves me at least that in time.
Outlook or CRM
I'm sure there are ways to do this with Outlook, e.g. by linking contacts and tasks. You can customise the fields in contacts to hold things like UTR and even fields formatted as dates.
This will require a bit of experimentation but it's free.
Alternatively there are many CRM systems out there that are fairly cheap. Two good examples that might suit your needs are Pipedrive and Capsule, "both of which are in the cloud" and charge monthly.
C'mon
Can't one of you experts in Excel just post us a link to a spreadsheet that we can use?
Please.................................
I might post a simple template on my blog
Opporchancity - I'm goint to do a blog post in the next few weeks, see my comment above. I might also add a simple template to that.
BTC?
Have you looked at BTC? It has a PM module as well as the SA and CT elements. And all link together. You can set up your own tasks. I'm still using excel with this though as I'm just used to it, but BTC holds all the client and company info.
Excel v Access
I've developed my own solutions in both.
The main problem with Excel is (unless you want to be really sophisticated) that there is a practical limit on the number of fields of info you can capture / record, otherwise you end up scrolling through endless columns for each client / row.
The other problem of course is the usual spreadsheet one of overwriting / using inconsistent formulas, and gradual inadvertent departure from the original design (if there ever was one).
I had exactly the same problem a few years ago when I looked for what was commercially available and ended up learning Access VBA so I could build my own solution (well, it was a challenge and I did enjoy it, sort of; obviously that's not a route many are going to want to tread). I'm just starting to build v5 for myself now, which gives you an idea of how much of a moving target this stuff is and how difficult to get it right (even when there is only a target market of one). I can only assume that's why there isn't an entry price commercial product.
I've just moved from Excel to Outlook
It took me a full day to input all the deadlines into Outlook for existing clients.
For example, for sole trade accounts I have the task starting on 6 April and due on 31 December. Each payroll run starts on the 1st of a month and finishes on the 31st. Then I can always see a snapshot, by client, of what is due today, this week, this month, next month etc.
I'm not convinced it's the right thing to use but I'm finding it more reliable than Excel. The problem there was that if a task didn't get completed one month it fell off the list. Now it is flagged as overdue. This was probably due to the way I had set up the Excel file though.
I have a sheet on the front of each client file with the UTRs etc but I would rather have that electronically. I need to spend a bit of time to see whether I can somehow link it all up in Outlook.
oldfashioned? but it works
I have spreadsheets up on my wall for payrolls, VAT and company accounts. My tax software (PTP) is good enough for me to keep track of personal tax returns without having management software tacked on.
Glen Feechan .... YES please ..... client list and excel
Whilst excel may not be the BEST solution for the task being discussed at least as users we feel some measure of confidence when applying excel to tackle this problem.
I note the Glen Feechan, an excel professional, has posted a comment ..see above
**** ''
If this is not too simple an approach, I could flesh it out in a future blog post at Not Just Numbers.
Let me know whether you think it would address the problem.''
***** Glen,Yes please... do place a posting on your blog ... perhaps a step by step technique to ensure that the Excel DATA and the REPORTING meets our needs in this particular case .
I often feel that I could have used a simpler , and better approach that is less fallible to error and misuse and abuse.... your insights would be of much interest
Glen I note that your blog postings are quite short....accordingly I am not seeking a MASTER OPUS..!!!.
Do other accounting web readers agree?
Will do
Frankfx - I'll do that in the next few weeks. I might even post a simple template too!
What about ACT!
Used to be a Sage product but no more - ACT! is a contact database that allows you to schedule more or less anything - easy to set recurring reminders and it will synchronise with Outlook. Single User Licence less than £200.00 plus VAT. Yes it has bells and whistles you will never use but so has Word! Also will allow you to group clients and has the facility to create all sorts of templates for reminders. Smart Tasks will allow the system to email the client with reminders without you doing anything, if required. Worth a look.
BTC for me too. Really very impressed with their software and support. PM is great, still learning to use it properly but getting there.
Give it a try, I think they allow you a free trial.
database
You need to rob a copy of ours
speak to [email protected] his name is Jose he does our IT
I guess I have the IP on it, but You can have it...no worries...
Its based on access database...
if you want to see what it looks like I can email some screen shots
Jose the IT dude will probably charge you something for shaking our clients out of ours and giving you a blank one...but I bet its your cheapest option and it been developed for us over 10 years
Workflowmax
Try this it's great - reporting is easy, it does client management and timesheets and it links to Xero
There is a monthly fee but well worth it in my opinion
Blog post and template posted
Dear all
As per my earlier comments, I have posted a blog post on the simple method described above, as well as a simple template for you to download.
You can see both here:
http://www.notjustnumbers.co.uk/2013/05/excel-tip-managing-deadlines-in-excel.html
I hope it's useful.
Very useful
Dear all
As per my earlier comments, I have posted a blog post on the simple method described above, as well as a simple template for you to download.
You can see both here:
http://www.notjustnumbers.co.uk/2013/05/excel-tip-managing-deadlines-in-excel.html
I hope it's useful.
Thanks, it looks useful and an easy way to get started and tweak for individual use.
Glen Feechan........thankyou
http://www.notjustnumbers.co.uk/2013/05/excel-tip-managing-deadlines-in-...
I have just seen a posting with an EXCEL example discussing the question raised .
So, thanks to Glen for his time looking into this subject.
***** *whilst it is a simple example to highlight a technique and approach , other readers may want to add their own thoughts on developing the concept---and share them on this site!?