A new (financial) year is a time to reflect on your plans for the coming year. Are you already using all the features of AdminPulse? Maybe this is the time to start doing so?
This post gives you a brief overview of things you need to do before you start in the new financial year and things you could do to take your accounting practice another step forward.
Here's what you definitely do
Before you create the first invoice in the new financial year, make sure that the invoice numbering is set up correctly. You can read how to do that in AdminPulse here.
Make sure your employees know what holidays and substitute holidays there will be next year. You need to let them know before 15 December of the current year. You can find an overview here.
Employees do not need to enter holidays themselves in their registrations, AdminPulse registers holidays automatically.
You can adjust the balance of overtime hours, e.g. reset it to 0 after you have paid them. Find out how to do that here.
Set the status and type of your relation records correctly
To calculate your AdminPulse subscription price, we only look at the number of AdminPulse users in your office and the number of customer files with status "customer" of the type "company" or "sole proprietorship". Avoid paying too much: set the status and type of your files correctly. Set ex-clients to inactive by filling in the end date, this way they are not unnecessarily included in the calculation.
Status: customer, prospect or other
Every customer dossier has the 'status' field, where you can choose between customer, prospect or other.
- If you want to link time or costs to a relation, choose the status 'prospect' (*) or 'customer'.
- If you want to be able to create invoices for this relation, choose 'customer'.
- Set all other relations to 'other' (*).
(*) These customer records are free of charge.
Type of relation: company, sole trader or person
Relationship files also have the 'relationship type' field, where you can choose between company, sole trader or person.
- By 'company', AdminPulse means legal entities.
- A 'sole proprietorship' is a natural person with a company number
- All other relationships are 'persons' (these are free)
Example of subscription price calculation
A firm has 3 users in AdminPulse and has 110 clients of the company or sole proprietorship type. They also have 300 other relationship files, including many prospects.
This office will only pay for 3 users and 2 additional packages of relationship files on its next invoice.
You can find AdminPulse's subscription prices here.
You can also do this
A new year is the time to reflect on your dreams, your expectations and reality. Here are a few tips in advance:
Do automatically what can be done automatically
Stop entering manually what can be done automatically. You will save a lot of unnecessary work and reduce the risk of errors. Through integrations, AdminPulse can exchange data with any other software that can. For example, most other AdminPulse offices use integrations with eStox, with a digital signature provider and with Codabox. You can find an overview of integrations with AdminPulse here.
Make it easy to pay you
Put a QR code on your invoices. This way, you make it easy for your customers to pay you, and you make it easy for yourself: all the details for payment are filled in automatically. This way, debiting payments can also be automatic. AdminPulse can even put QR codes on your invoices. If you want even more functionality, you can use the integration with Twikey or POM. Read all about it here.
Adjust your prices
Are your rates still correct? Your costs will have risen just like everyone else's. Time to adjust your prices. In AdminPulse, this is easy: open the price tables, select the prices you want to adjust and click the "Adjust € Amount" button.
Do you bill via flat rates? You can easily adjust those too, read how to do that here.
If wages rise, you also need to adjust your internal cost price of your employees, otherwise your profitability will no longer be correct.
You can have different prices for different (groups of) customers or employees. This article explains how to do that.
Start with flat-rate invoicing
You invest so you can work better and faster. If you invoice hourly, you cut yourself in half! Hours times rate is also less interesting for clients:
- they don't know in advance where they stand
- clients underestimate how much time something takes and quickly find your work too expensive
- if you work slower, they have to pay more. This feeds suspicion.
It is better to offer services via fixed prices. When calculating these prices, you then base yourself not only on the time you think you will need, but especially on what the service is worth to your customer. This way, you decouple time and price.
It is even better to ask the client for an advance payment for (part of) the services to be provided. This increases the client's commitment and motivation to complete the project: after all, he has already put money into it.
Do still record the time worked, though, so you know whether the fixed prices are correct.
Read how to set this up in AdminPulse here.
Are you making do with the number of hours you provide for a relationship? And does it pay off?
If you set budgets for your contacts, you can easily monitor them and are always up to date. You can set budgets in euros or in hours.
The AdminPulse team and by extension all of Syneton wish you and your family happy holidays and a happy 2023!