How Small Business Reduce Paperwork, Save Time, and Make More Money

When it comes time to send an invoice, do payroll, or complete your taxes, are you shuffling through paper? There’s no reason to be wasting your time with actual paper records. You can forget the paper files and even reduce the time that you spend on each of these essential tasks by using digital tools like QuickBooks Online (QBO) and Receipt Bank. Those who work in the home contracting industry – from plumbers to roofers to HVAC specialists – will have a more streamlined business and spend more time making money by adopting these paperless solutions:

1. QuickBooks Online

The best solutions allow you to manage as much of your “paperwork” as possible from anywhere, on any device, using one software program. That’s why we suggest using QuickBooks Online (QBO). Not only does QBO have many powerful built-in tools to manage different parts of your business, there are also hundreds of other software solutions that integrate with it. This ecosystem allows you to customize and simplify your bookkeeping to support the unique way in which you operate your business.

2. Paperless Estimates and Invoices 

Have you ever lost an estimate for a client, or even worse an unpaid invoice? Do you hate how unprofessional written estimates and invoices look? You can get a digital, paperless solution for creating estimates and invoices on the spot. Knowify, a QuickBooks app, saves the common dollar amounts that you charge for different services you provide, like sewer inspections and clogged sinks, ensuring your estimating is faster, consistent, more precise and looks as professional as you are.
When it’s time to send an invoice, QBO offers a huge advantage in that your customer can pay directly through the invoice or in-person on the spot with Square and other mobile payment options. Not only does this cut down on your paperwork, but it can also cut down on the time that you wait for payment which can greatly improve your cash flow.

3. Paperless Scheduling  

As a plumber or hvac technician, you may not have a dedicated office where your team can see their schedule. In this case, you absolutely need to have a digital scheduling solution. Even better if that solution allows for simple changes to the schedule that are easily communicated using push notifications sent to your employees via text or email. Knowify will help you do just that and will reduce the risk of having two employees show up to a job (or worse, no one at all) because of a scheduling mishap.

4. Paperless Time Tracking 

Timecards and sheets aren’t just annoying to handle. They can also be forged. Some employees will take advantage of paper records and lie. Others will lose their timesheet and simply guess at their hours. Digital time tracking with GPS verification will ensure that your time tracking is correct. QuickBooks Time, formerly known as TSheets, is a great solution for this, and it integrates seamlessly with QBO.

5. Paperless Expense Sheets 

Do you fumble with receipts, only to record them onto another paper expense sheet that is only a bit more convenient? When you use Jobber, you can input your expenses directly into QBO, which means you’ll never have to input an expense twice. You’ll be able to find the expense easily, which is great come tax time. Plus, you can have your employees send in expenses, with a picture of the receipt. With this system in place you won’t have to worry about losing that paper receipt ever again. 
At AIS Solutions, we know that you’ll find reducing paperwork convenient, but it’s more than that. Going paperless is a powerful business strategy and with the right tools at your fingertips you’ll be equipped to strengthen your business in many other ways. On top of that, showing that you are making your business “Green” will show you are a responsible corporate citizen.
We’ll help you make the transition to a paperless solution and will even offer you training to help you realize the full potential of QBO and its many integrated tools. Contact us today to start saving time and making more money! 

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Steve Loates

Steve is the co-owner of AIS Solutions and Co-founder of Kninja Knetwork. In 2017, his firm was named Intuit's Global Firm of the Future, the first time the title has ever been awarded to a firm outside of the United States. He has also has been named as one of the Top 10 Influencers in the Canadian Bookkeeping Industry. He has been a small business owner for over 30 years and has helped to develop a number of businesses including bookkeeping, online training, digital marketing, website development, e-commerce and retail. Steve passion is educating and supporting small business and when he is not creating online courses he is delivering workshops and webinars across North America and the Caribbean including presentations at QB Connect, Connected, IPBC, CPA The One and Scaling New Heights.


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