It’s not always easy to keep track of everything within a small business and firm management for Quickbooks can make that easier for you and everyone at your firm. When you streamline expenses within projects and other office spending, you make more funds available to service clients, bring in new clients, and make the work environment better for accountants and other employees. Learn to track and plan how you’re spending and where you can afford to rearrange things to make room for what’s to come so that you’re firm can grow.
Track and Review
You may have been tracking expenses in the past but in an overhaul like this where you’re trying to streamline, you’ll have to kick it into high gear. Use the tools within firm management for Quickbooks to track every miniscule expenditure and use reminders and task lists to be sure that the accountants in your firm turn in reports about what they may be spending autonomously, if that’s allowed among your staff.
After you’ve tracked expenses, then it’s time to take a look at where you can afford to streamline. Things you may order on autopilot on a regular basis could possibly be eliminated with new programs. For instance, if you’re spending a lot on insulated paper coffee cups and disposable single serve coffee pods, then you can go green. Enforce a policy that accountants must bring in their own reusable mugs and switch to a drip coffee pot and fair trade coffee. Many things like this are simple changes that actually make the office environment more enjoyable for everyone.
Send Accountants Home
It is every office worker’s dream to be able to stay in until after lunch, lounge in their pajamas, and work from the couch instead of getting dressed and coming to the office. Make their dreams come true by teaching employees how firm management for accountants can effectively allow remote access for projects and office communications. Use group chat functions, set task lists, and put face-to-face meetings on the calendars to encourage progress while still allowing accountants to work outside the office. You’ll be streamlining expenses with this practice by letting accountants bill hours directly instead of paying them for being in the office for a certain time each day. They’ll be responsible for their own earnings.
Let Teams Operate Autonomously
With the remote access tools and digitized files available, it is possible for teams to work autonomously and managers to monitor their progress. Teams will be able to work better and use materials at home or software that links to the office system instead of taking paper files back and forth. Give them the tools to operate in this way and they’ll feel good about the work they do and the respect they’re getting.
One way that expenses can get out of control is when employees are not properly held accountable for the mistakes they make. A number in the wrong column or a misplaced decimal point can be the difference between over ordering and having only what you need for the next order. Use reports generated by management software to see who is spending what and where mistakes are being made. Even if it’s only a small thing, be sure to talk to the person responsible and hold them accountable for what they’ve done. This might mean docking pay or other disciplinary action that seems harsh but can save you and everyone else a lot of money.
Ask for New Ideas
The first time you go through your firm management for Quickbooks and find areas to streamline can be overwhelming and the changes may be considered sudden. Discuss with your accountants and other employees why you made the changes you did and how everyone will benefit as time goes on. After that explanation, encourage them to come up with ideas of their own for streamlining expenses and saving everyone money. Make it a competition or simply reinforce in positive ways to create a culture where everyone in the office is always trying to improve the way things are done.