Note: I am not an accountant or expert in finance. This is simply what I use for my business and I think it’s a great tool.
I’m generally a pretty organised person so when I first launched my business I kept all of my sales and purchases recorded online with QuickFile. I even scan my receipts using my smartphone and assign them to purchases online so they’re instantly available if I need to find them and instantly recorded for when I do my tax return.
Apparently this isn’t normal and I’m just crazy super organised…I’ve heard from a couple of accountants now that there are so many people who don’t organise their receipts as they go along and instead keep all their receipts in boxes ready to sort through when the tax return deadline is looming (no wonder everyone gets so stressed!). To be honest, this might have been me if I hadn’t come across QuickFile!
What is QuickFile?
QuickFile is an online accounting system that’s free for small to medium businesses and offers affordable prices for larger businesses. It’s designed “for the non-accountant” so everything is very simple to use and it is ideal for small businesses who aren’t fans of finance.
With QuickFile, you can easily send and track invoices and payments, record purchases, and quickly see detailed reports. As soon as you log in, you’re presented with a dashboard with your main figures in an easily understandable format.
Digital is the way forward! Organise and store everything on your online account
Those tiny little bits of receipt paper have a tendency to get crumpled up or they fade or they simply get lost… Sometimes they don’t really have much information on them at all. What happens if you go to sort your receipts out months after you’ve bought this item and now you really can’t even remember what it is? Or what if it’s lost or forgotten about altogether? It won’t be represented on your tax return then.
You can connect your QuickFile account up to Dropbox (tutorial here) and by using the CamScanner app on your phone, you can take photos of your receipts as and when you get them and upload them straight to Dropbox which uploads them automatically to QuickFile ready to be assigned as a purchase.
If you don’t have Dropbox, you can email the receipts to your account. Details on how to do this are in the tutorial.
I’d still keep paper records of the receipts too but by keeping everything digital, you can rest assured that absolutely everything is accounted for and easily available should you need it.
Keep on top of your bookkeeping before it gets on top of you
The topic of finance can make some people immediately switch off or maybe recoil in fear. Everyone just assumes it’s super complicated but with a system like QuickFile it makes everything much easier.
Save yourself the future trouble and record everything straight away as part of your process (or at least write it down on your to do list to do later!). If an invoice has just been paid, mark it as paid in your account. If you’ve just bought something for your business, scan the receipt and upload it. If you’ve just gained a new client, record their details in the clients section and create an invoice for them.
By keeping on top of everything, you can make it so much easier for yourself, especially when it comes to doing your tax return or if you need to quickly see how the business is doing financially.
To sign up, go to QuickFile.co.uk and click Sign Up Now. You’ll be asked to name your secure area and then fill in some details about your business.
Actually navigating around QuickFile once you’ve created your account is really simple.
- My Dashboard is the page you go to when you log in. It shows an overview of all account activity and your current figures.
- Sales is where you create new clients, invoices and estimates and also where you can manage invoices and payments.
- Purchases is where you can manage all purchases you’ve made. You can add new purchases, update purchase information and add new suppliers.
- Banking allows you to see your bank information and manage bank tagging if you choose to use it.
- Reports shows a collection of several reports depending on what you need. E.g. Profit and Loss report or a Balance Sheet.
- Account Settings allows you to change your settings and also customise your invoices and client area.
- Help simply takes you to the support area where you can read guides on how to use QuickFile.
The way you add information to your account is very easy. For example, if you’ve made a sale and want to create an invoice, you simply go to Sales then Create New Invoice. To add information to the invoice, you just have to fill out the boxes that are already provided.
Adding purchases, clients and suppliers works in much the same way. All you have to do is navigate to the right page and fill in the required information.
To amend information, you just have to locate the file and click Modify. Purchases and suppliers will be found under the Purchases tab and invoices and clients will be found under the Sales tab.
To mark an invoice as paid, you go to the Sales tab and click Outstanding Invoices. Locate the client then click the invoice in the “Recent Invoices” section on the client’s page. All you have to do next is click Log Payment at the top of the invoice and fill in the required details.
I’ve only touched on the basics in this post and introduced QuickFile in general. There are also lots of other features on QuickFile that I haven’t covered here, such as automation with your bank account. For more detailed information on QuickFile and its specific features visit QuickFile Support where you can see lots of helpful guides.
Please do let me know if you try QuickFile, or if you’re already using it, and if you find it as useful as I do!