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My Business App Stack- 2020 Update

0

This is an updated version from a previous post and it’s 2018 update as my business has evolved and some of the tools that I use have changed.

I love being a solopreneur, no two days are the same.  Because I get to wear many hats, I rely on technology to help me save time and be more efficient.

I am regularly asked about what tools I use so I have gathered a list for ease of future sharing. Some tools are must haves that I use every day, other tools are only used occasionally. I have divided the items in 2 categories. General business tools that can help any freelancer and Accounting Tools specific to those in the bookkeeping industry.

General Business Tools

Customer Relationship Management (CRM)– 17Hats  $295 per year, $45 if paying per month. Get a special discount through this link
No change: I raved about this app in my 2018 update.  Since then, it’s become an indispensable part of my business so I “married” the app by purchasing a lifetime subscription.

17Hats is great for workflow and project management. It has great lead management and automation properties. I love that once configured, when somebody fills out the contact form in my website, they are automatically added as a lead in 17Hats, an email is sent and a workflow is automatically created to standardize the process of converting the lead into a customer.

I can send an online proposal with a contract that the customer can sign online at the same time that they approve the proposal. This then triggers the onboarding workflow thus shaving a lot of time in the onboarding process for new projects.

The email integration means that 17Hats keeps all emails from that client in their project and I can send emails from it, either from templates for common tasks or writing a message from scratch. I can save notes, send questionnaires, keep a phone log and more. I feel like I haven’t yet fully tapped into it’s full potential.

My calendar is integrated so I can view my schedule on my 17Hats dashboard including personal events and tasks from my Gqueues. If you are also seeking invoicing and bookkeeping, 17Hats offers this as well. I don’t use these features because they don’t come close to matching QuickBook Online’s features but it will work if you are a freelancer that just needs the basics. Other features included that I don’t use are time tracking, to do lists, client portal, QuickBooks Online integration (for invoices) and there is probably more that I am forgetting right now.  I have a video on YouTube where I give a 17Hats Overview.

E-mail, calendar and general office tools: GSuite (Gmail, Google Calendar, Google Drive, etc)- $6 per month
No change: All of my business files are stored on the cloud in my Google Drive but thanks to File Stream, it feels like I am working with local files so it’s easy to save and move things around through my Windows Explorer and open them in MS Office. I already had Microsoft Office in my computer so I am able to easily use Word and Excel with those files. It is very easy to share files with clients and access my files while on the go.

With Google calendar I track not just business but also have personal and group calendars connected to avoid double booking myself. This integrates with my appointment booking app so a client will never schedule an appointment at a time when I am busy with something personal.

Task Tracking– GQueues – free version available, $25 to $45 per year unlocks more features

No change- This is a great app, since I started using it nothing falls through the cracks anymore!  I also don’t worry about what I may be forgetting.  The paid version syncs with my Google Calendar so any tasks with a due date will show up in the calendar, I can then move them around or mark them as done right from the calendar. It’s easy to turn an email into a task. Having multiple queues, being able to tag, color code and create “smart queues” so I can easily see everything that is due today or that is past due makes this an app that is well worth it.

I use it for personal and volunteer work as well, it’s that great.

Task Tracking/ Project Management– ClickUp– Free version available- upgrade for $6 to $9 per month for more features.

This is a new addition and to be quite honest, I don’t know that it will still be in use by the next update.  I didn’t need this app but got “shiny app syndrome” because so many colleagues raved about it.  I haven’t found the love yet but since I have a paid account for a year and I invested on having someone setting it up, I am giving it a fair shot.  ClickUp has a LOT of features and integrations.  I first signed up because it could do a lot, only to learn that the fact that it does so much is my biggest struggle.

I have been using it for about 2 months with mixed results, I feel like I am only scratching the surface of what it can do.

Time Tracking– Toggl– free and paid versions available
I don’t bill by the hour but I like to track my time for workload management and identify room for improving efficiency.  I switched to Toggl from TSheets because it integrates with ClickUp.

Phone– Google Voice- free
No change- I don’t want to use my personal phone number for business but at the same time, I don’t want to have to pay a monthly fee for a second line or carry a second mobile. Google Voice is perfect for this, I get a free business line and I am able to make and receive phone calls using my business number from my cellphone and computer. I get call forwarding, text, voicemail transcription, call recording and more. When my cell phone rings I can easily tell which line it’s coming from so I can answer appropriately.

Accounting Software– QuickBooks Online (free for accountants), Prices vary depending on level chosen
No change- You can’t be self-employed and not keep track of your finances. If you don’t want to be bothered by this, hire me and I’ll take care of it for you!

I use QuickBooks Online because I get it for free as a certified ProAdvisor but if you don’t qualify and don’t want to pay for a subscription, Wave Accounting is free and just fine for the needs of many freelancers. I used that for several years before switching to QuickBooks Online but note that the features are limited so you may outgrow it.

Invoicing/billing– QuickBooks Online- included with subscription, pay only to process online payments
No change- Since I already use them for my business accounting, it’s only logical to use them for my billing too. While I have access to other invoicing and payment processing tools, using QBO’s integrated features means that the bookkeeping side is automatically done for me so all I have to do is reconcile at the end of the month.

It is easy for me to create an Estimate, convert that to an invoice, configure recurring invoices, set up automatic monthly charges to my client’s card or bank account so everything is automated requiring minimal to no effort once configured. In addition to credit cards, through this platform I am able to accept bank payments which means that I no longer have to wait for a check in the mail, the payment processing fee is competitive compared to popular processors such as Stripe and Square and well worth it when I get paid faster and don’t have to worry about making a deposit to the bank because it’s done for me.

If you don’t want to pay for QuickBooks, Wave Accounting is a free alternative that only charges for payment processing. I used them for several years for invoicing and receiving online payments.

File Encryption– Bitlocker and AxCrypt- free, upgrades available
No change- I make it a habit to keep all client files in the cloud but from time to time I may save something locally along with my personal business files. While I have firewalls to prevent remote access, if someone were to just take my computer or hard drive I would be in big trouble without file encryption. Sometimes clients will request a backup on CD, DVD or USB drive and I like to encrypt those as well.

I use Bitlocker, included with Windows 10 Pro for full hard drive encryption. I use the free version AxCrypt when I need to encrypt individual files or files in an external drive.

Password Manager– LastPass- free, upgrades available
No change- Working with so many clients and apps I have a long list of username and passwords to keep track off. It’s very unsafe to keep those written down on my desk. I originally had an encrypted list on Evernote but there are just too many of them and it was difficult to keep organized. LastPass makes it so I only have to remember 1 password for everything. It keeps all other logins secure for me, I can sort them, edit them, view them and I can use it to generate strong passwords when creating a new account. A client can securely share a login through LastPass without me ever having to see the actual password.

The browser extension does the typing for me, there is a mobile app that does the same in my phone.

Contract Signing– 17Hats
No change- If you are a freelancer, I strongly recommend that you have written agreements with all of your clients. They don’t have to be fancy and there are plenty of free templates online. When working virtually like I do, I never meet most of my clients in person, so signing contracts can be a tedious process. In the past I would email the document, they would print, sign, scan and email back or send it via snail mail, it was a pain in the rear. With these online tools, I am able to e-mail the agreement and they sign online with a few clicks. It’s quick, easy and legally binding. I use 17Hats since I already have it for other things.  I have used DocHub and HelloSign in the past.

Appointment Scheduling– Book Like a Boss (starts at $9/mo) and Meetingbird (free)
I offer a free consultation to all potential clients and sometimes have a need to have a virtual meeting with current clients. Trying to find a mutually convenient time via email can be time-consuming and have a lot of back and forth. An online scheduler allows customers to view my availability from my website or by clicking the link in my email signature, select the time that works for them and book their appointment in seconds.

I have tried many other scheduling services before but I like this one best because it syncs with my Google calendar automatically. If I enter something on my Google calendar, the time is no longer available to book and when someone schedules an appointment, it automatically shows on my Google calendar.

The reason why I have 2 services is because I got a nice deal on a lifetime subscription for Book Like a Boss and use that for Discovery Calls and training sessions.  I have many other types of “appointments” that don’t need fancy bells and whistles (ie. virtual coffees, quick phone calls) so I still have those in Meetingbird since that is what I was using before I started using BLAB.

Social media management– Socialbee– starts at $19 per month
I hate social media management, I avoided this for years until I ran into SocialBee via an AppSumo lifetime deal.  It allows me to easily create posts on the fly via the Chrome extension, it automatically posts them and recycles them.   I use their paid Concierge service to create posts for me.  All I have to do is review them once a week and approve them.

Internet Security– NordVPN- Price varies, they have frequent sales
While the firewall and file encryption protect the client and business files on my computer. The VPN give you privacy while working online and protects the data being transferred through the web to prevent those passwords, etc from being intercepted. If you work while on the road and use public Wifi, this is a must-have in my book. There are other reasons why a VPN is a good idea beyond just business needs so you should research that. There are many VPN options available, some free, some very expensive. I use VPN Unlimited because they offer a lifetime subscription, fast speeds, lots of server locations and no data limits. Combined with a special promo I paid a very low price for lifetime protection for 5 devices. They have plans for more devices if you need.

I like NordVPN better than the previous service I used as it works better and faster overall but I sometimes experience temporary issues when they release an update and some banks don’t like it so I have to pause it from time to time.

Remote control– Splashtop- $60 per year
I don’t use any tool for remote control anymore because I just don’t need it.  Leaving this here since I am often asked.  This comes in handy a client has an issue that needs remote access to their computer or when I am traveling and need to access my home computer from the road. Teamviewer is free for personal use but it gave me too many problems so I switched to Splashtop for business.

Teleconferencing/ Screen Sharing– Zoom- free, upgrades available
No change- This is a great tool that I use for training, webinars and to help clients with troubleshooting issues.  You can record meetings, share screens, remote control, have breakout rooms and much more.  ALL of my meetings are via Zoom.

Automation/Integrations– Zapier- free with paid plans for more zaps and premium features.

Zapier is a great tool to connect 2 apps that don’t otherwise integrate.  It can also help automate a lot of things.  I have Zaps setup to save me time and it does a lot of things that I would have had to hire a VA to do for me.  Examples include:  When client books discovery call in Book Like a Boss, create a new lead contact in 17Hats.  When client sends an email attachment, save the attachment in Google Drive.  There are endless possibilities for what you can do with Zapier.

Bookkeeping Tools

QuickBooks Online Accountant– free for accountants
No change- This is a must-have if you are a bookkeeper servicing clients that use QuickBooks Online, you get access to all of your clients in one dashboard, have workflows, note sharing, etc all in one place. The Accountant Toolbox has a lot of useful features not found in regular QBO. I have my ProAdvisor dashboard, apps, payroll and more. It also includes my own QBO account for my firm’s books. I get a wholesale rate on QBO subscriptions that I pass the discount to my clients or build it into my package pricing.

This tool is free as long as you remain ProAdvisor certified or have active clients in your dashboard, otherwise, Intuit can take it away after 6 months. So if you are considering this but are not ready to launch yet, don’t sign up until you have the time to at least complete your certification.

Xero HQ– free
No change- The Xero equivalent of QBO Accountant. A dashboard connecting all of my Xero using clients in one place. I also get access to 2 versions of Xero that my clients can’t purchase on their own, I can build it into their monthly packages along with being able to resell the standard versions. I also get my own copy of Xero for my business and a demo company that is great to show a client the software’s features and for training.

I admit that I haven’t been using this much lately as I have been specializing in QuickBooks Online.

Secure File Storage and Organization– HubDoc- free for accountants, $20/mo for clients
No change-  This is a good solution for those that want automated paperless filing for their business. Once bank and vendor connections are set up, the system automatically downloads all statements daily. You can integrate it with cloud storage and with QBO and Xero to reduce data entry and make your business audit proof. Uploading receipts and other documents is easy through the app or by sending to your custom email address.

Clients that use this service don’t have to worry about having to send me their statements every month because Hubdoc does it for them. My practice dashboard has all of my clients in one place and I can use wholesale billing to build in this feature to my package pricing. I would love for all of my clients to eventually be using this.

Secure File Upload– My Docs Online– $9.95 per month and up
No change-  I regularly need to receive documents from clients, not all of my clients use Hubdoc and while QuickBooks Online and Xero offer secure file sharing, they prefer something easy. I don’t like using e-mail for financial information such as bank statements so I use My Docs Online to provide an interface integrated to my website, for clients to securely upload documents without having to enter and username and password.

While there are other options in the market geared specifically for bookkeepers such as ShareFile, their cost is much higher than I want to spend with the current size of my firm and I wasn’t impressed with their customer service. This option is affordable and worth it for me and their customer service is top notch.

Bookkeeper Insurance– Hiscox- price varies
No change-  As a freelancer, I don’t need the regular business insurance because I don’t have clients visiting me but it’s good to have professional liability coverage specifically for bookkeepers. Some clients even require it! This is also known as EO (Errors & Omissions) coverage. Not a whole lot of companies offer coverage specific for bookkeepers and the other ones that I contacted were a lot more expensive. It was super quick and easy to purchase my policy from Hiscox and I got my certificate of insurance within seconds.

My Business App Stack- 2018 Update

0

This is an updated version from a previous post as my business has evolved and some of the tools that I use have changed.

I love being self employed, no two days are the same and I have the freedom and flexibility to contribute to my household while still being present for my children and homeschool. I am always in a quest for efficiency and innovation while keeping overhead costs as low as possible. I am regularly asked about what tools I use so I have gathered a list for ease of future sharing. Some tools are must haves that I use every day, other tools are only used occasionally. I have divided the items in 2 categories. General business tools that can help any freelancer and Accounting Tools specific to those in the bookkeeping industry.

General Business Tools

Customer Relationship Management (CRM)– 17Hats  $199 per year, $37 if paying per month. Get a 10% discount through this link
Originally, I was using the free version of Streak CRM  until recently and while it was good to organize my emails, I had pain points that the free version couldn’t address. Many other features are available with an upgrade but the monthly cost felt steep and it just didn’t address enough of my pain points to justify the expense. 17Hats is cheaper and offers other features that I needed so I switched a few months ago and have been happy so far. I still use StreakCRM to organize my inbox though and for features such as scheduled emails and tracking.

17Hats is great for workflow and project management. It has great lead management and automation properties. I love that once configured, when somebody fills out the contact form in my website, they are automatically added as a lead in 17Hats, an email is sent and a workflow is automatically created to standardize the process of converting the lead into a customer.

I can send an online proposal with a contract that the customer can sign online at the same time that they approve the proposal. This then triggers the onboarding workflow thus shaving a lot of time in the onboarding process for new projects.

The email integration means that 17Hats keeps all emails from that client in their project and I can send emails from it, either from templates for common tasks or writing a message from scratch. I can save notes, send questionnaires, keep a phone log and more. I feel like I haven’t yet fully tapped into it’s full potential.

My calendar is integrated so I can view my schedule on my 17Hats dashboard including personal events and tasks from my Gqueues. If you are also seeking invoicing and bookkeeping, 17Hats offers this as well. I don’t use these features because they don’t come close to matching QuickBook Online’s features but it will work if you are a freelancer that just needs the basics. Other features included that I don’t use are time tracking, to do lists, client portal, QuickBooks Online integration (for invoices) and there is probably more that I am forgetting right now.

E-mail, calendar and general office tools: GSuite (Gmail, Google Calendar, Google Drive, etc)- $5 per month
All of my business files are stored on the cloud in my Google Drive but thanks to File Stream, it feels like I am working with local files so it’s easy to save and move things around through my Windows Explorer and open them in MS Office. I already had Microsoft Office in my computer so I am able to easily use Word and Excel with those files. It is very easy to share files with clients and access my files while on the go.

With Google calendar I track not just business but also have personal and group calendars connected to avoid double booking myself. This integrates with my appointment booking app so a client will never schedule an appointment at a time when I am busy with something personal.

Task Tracking– GQueues – free version available, $25 per year unlocks more features

This is a great app, since I started using it nothing falls through the cracks anymore!  I also don’t worry about what I may be forgetting.  The paid version syncs with my Google Calendar so any tasks with a due date will show up in the calendar, I can then move them around or mark them as done right from the calendar. It’s easy to turn an email into a task. Having multiple queues, being able to tag, color code and create “smart queues” so I can easily see everything that is due today or that is past due makes this an app that is well worth it.

I use it for personal and volunteer work as well, it’s that great.

Time Tracking– TSheets- free for 1 user
If you bill by the hour a time tracker is a must have. Even if you don’t bill hourly, it’s good to track your time so you can find patterns and identify room for improving efficiency.  Also, it helps to be sure that you are quoting the right rates based on how long it takes you to get things done. TSheets has a LOT more features than regular time trackers so it’s easy for me to track by client, project, task, billable, nonbillable, etc. I can track via web, via mobile app, via Twitter, via text. Billable time can be synced to QuickBooks and there are lots of reporting options. Support is great.

Phone– Google Voice- free
I don’t want to use my personal phone number for business but at the same time, I don’t want to have to pay a monthly fee for a second line or carry a second mobile. Google Voice is perfect for this, I get a free business line and I am able to make and receive phone calls using my business number from my cellphone and computer. I get call forwarding, text, voicemail transcription, call recording and more. When my cell phone rings I can easily tell which line it’s coming from so I can answer appropriately.

Accounting Software– QuickBooks Online (free for accountants), Prices vary depending on level chosen
You can’t be self-employed and not keep track of your finances. If you don’t want to be bothered by this, hire me and I’ll take care of it for you!

I use QuickBooks Online because I get it for free as a certified ProAdvisor but if you don’t qualify and don’t want to pay for a subscription, Wave Accounting is free and just fine for the needs of many freelancers. I used that for several years before switching to QuickBooks Online but note that the features are limited so you may outgrow it.

Invoicing/billing– QuickBooks Online- included with subscription, pay only to process online payments
Since I already use them for my business accounting, it’s only logical to use them for my billing too. While I have access to other invoicing and payment processing tools, using QBO’s integrated features means that the bookkeeping side is automatically done for me so all I have to do is reconcile at the end of the month.

It is easy for me to create an Estimate, convert that to an invoice, configure recurring invoices, set up automatic monthly charges to my client’s card or bank account so everything is automated requiring minimal to no effort once configured. In addition to credit cards, through this platform I am able to accept bank payments which means that I no longer have to wait for a check in the mail, the payment processing fee is competitive compared to popular processors such as Stripe and Square and well worth it when I get paid faster and don’t have to worry about making a deposit to the bank because it’s done for me.

If you don’t want to pay for QuickBooks, Wave Accounting is a free alternative that only charges for payment processing. I used them for several years for invoicing and receiving online payments.

File Encryption– Bitlocker and AxCrypt- free, upgrades available
I make it a habit to keep all client files in the cloud but from time to time I may save something locally along with my personal business files. While I have firewalls to prevent remote access, if someone were to just take my computer or hard drive I would be in big trouble without file encryption. Sometimes clients will request a backup on CD, DVD or USB drive and I like to encrypt those as well.

I use Bitlocker, included with Windows 10 Pro for full hard drive encryption. I use the free version AxCrypt when I need to encrypt individual files or files in an external drive.

Password Manager– LastPass- free, upgrades available
Working with so many clients and apps I have a long list of username and passwords to keep track off. It’s very unsafe to keep those written down on my desk. I originally had an encrypted list on Evernote but there are just too many of them and it was difficult to keep organized. LastPass makes it so I only have to remember 1 password for everything. It keeps all other logins secure for me, I can sort them, edit them, view them and I can use it to generate strong passwords when creating a new account. A client can securely share a login through LastPass without me ever having to see the actual password.

The browser extension does the typing for me, there is a mobile app that does the same in my phone.

Contract Signing– 17Hats (proposals and contracts only)/DocHub (everything else)- free, upgrades available.
If you are a freelancer, I strongly recommend that you have written agreements with all of your clients. They don’t have to be fancy and there are plenty of free templates online. When working virtually like I do, I never meet most of my clients in person, so signing contracts can be a tedious process. In the past I would email the document, they would print, sign, scan and email back or send it via snail mail, it was a pain in the rear. With these online tools, I am able to e-mail the agreement and they sign online with a few clicks. It’s quick, easy and legally binding. I use 17Hats for contracts and proposals but use DocHub for everything else. HelloSign is another free option that I have used.

Appointment Scheduling– Calendly- free, upgrades available
I offer a free consultation to all potential clients and sometimes have a need to have a virtual meeting with current clients. Trying to find a mutually convenient time via email can be time-consuming and have a lot of back and forth. Calendly allows customers to view my availability from my website or by clicking the link in my email signature, select the time that works for them and book their appointment in seconds.

I have tried many other scheduling services before but I like this one best because it syncs with my Google calendar automatically, that is usually a paid feature with other services and I don’t book that many appointments per month to justify paying a monthly fee. If I enter something on my Google calendar, the time is no longer available to book and when someone schedules an appointment, it automatically shows on my Google calendar.

Social media management– Hootsuite- free, upgrades available
I admit that I don’t use this tool as much as I should. Marketing is my Achilles heel and I suck at it, my business would grow faster if I could be better at it. This tool allows you to plan and schedule your social media posts in advance to promote and maintain customer engagement.

Internet Security– VPN Unlimited- Price varies, lifetime subscription available
While the firewall and file encryption protect the client and business files on my computer. The VPN give you privacy while working online and protects the data being transferred through the web to prevent those passwords, etc from being intercepted. If you work while on the road and use public Wifi, this is a must-have in my book. There are other reasons why a VPN is a good idea beyond just business needs so you should research that. There are many VPN options available, some free, some very expensive. I use VPN Unlimited because they offer a lifetime subscription, fast speeds, lots of server locations and no data limits. Combined with a special promo I paid a very low price for lifetime protection for 5 devices. They have plans for more devices if you need.

I actually don’t love VPN Unlimited because some of their servers give trouble with accessing some websites and can yield some extra “Captchas” when trying to log in to online services. While I have been researching alternatives, I haven’t yet found “the one”.

Remote control– Splashtop- $60 per year
This comes in handy a client has an issue that needs remote access to their computer or when I am traveling and need to access my home computer from the road. Teamviewer is free for personal use but it gave me too many problems so I switched to Splashtop for business.

Teleconferencing/ Screen Sharing– Zoom- free, upgrades available
This is a great tool that I use for training, webinars and to help clients with troubleshooting issues.

Bookkeeping Tools

QuickBooks Online Accountant– free for accountants
This is a must-have if you are a bookkeeper servicing clients that use QuickBooks Online, you get access to all of your clients in one dashboard, have workflows, note sharing, etc all in one place. The Accountant Toolbox has a lot of useful features not found in regular QBO. I have my ProAdvisor dashboard, apps, payroll and more. It also includes my own QBO account for my firm’s books. I get a wholesale rate on QBO subscriptions that I pass the discount to my clients or build it into my package pricing.

This tool is free as long as you remain ProAdvisor certified or have active clients in your dashboard, otherwise, Intuit can take it away after 6 months. So if you are considering this but are not ready to launch yet, don’t sign up until you have the time to at least complete your certification.

Xero HQ– free
The Xero equivalent of QBO Accountant. A dashboard connecting all of my Xero using clients in one place. I also get access to 2 versions of Xero that my clients can’t purchase on their own, I can build it into their monthly packages along with being able to resell the standard versions. I also get my own copy of Xero for my business and a demo company that is great to show a client the software’s features and for training.

I admit that I haven’t been using this much lately as I have been specializing in QuickBooks Online.

Secure File Storage and Organization– HubDoc- free for accountants, $20/mo for clients
This is a good solution for those that want automated paperless filing for their business. Once bank and vendor connections are set up, the system automatically downloads all statements daily. You can integrate it with cloud storage and with QBO and Xero to reduce data entry and make your business audit proof. Uploading receipts and other documents is easy through the app or by sending to your custom email address.

Clients that use this service don’t have to worry about having to send me their statements every month because Hubdoc does it for them. My practice dashboard has all of my clients in one place and I can use wholesale billing to build in this feature to my package pricing. I would love for all of my clients to eventually be using this.

Secure File Upload– My Docs Online– $9.95 per month and up
I regularly need to receive documents from clients, not all of my clients use Hubdoc and while QuickBooks Online and Xero offer secure file sharing, they prefer something easy. I don’t like using e-mail for financial information such as bank statements so I use My Docs Online to provide an interface integrated to my website, for clients to securely upload documents without having to enter and username and password.

While there are other options in the market geared specifically for bookkeepers such as ShareFile, their cost is much higher than I want to spend with the current size of my firm and I wasn’t impressed with their customer service. This option is affordable and worth it for me and their customer service is top notch.

Bookkeeper Insurance– Hiscox- price varies
As a freelancer, I don’t need the regular business insurance because I don’t have clients visiting me but it’s good to have professional liability coverage specifically for bookkeepers. Some clients even require it! This is also known as EO (Errors & Omissions) coverage. Not a whole lot of companies offer coverage specific for bookkeepers and the other ones that I contacted were a lot more expensive. It was super quick and easy to purchase my policy from Hiscox and I got my certificate of insurance within seconds.

How I started my bookkeeping business with almost no money

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Starting your own business can be expensive.   I started one because I was in desperate need of extra income.  This also meant that I didn’t have funds for start-up costs.  With careful research and planning, I was able to start my business for the bare minimum and spread out the costs so that I barely felt the expense.  How?

I will break down my costs and how I handled them.  A lot of these costs vary by area and I shopped around for everything else so I can only report on what I paid.

  • DBA registration: $50
  • City Business Tax $52.10
  • County Business Tax: $15.10
  • Domain Registration: $1
  • Business Cards $10
  • Professional Liability Insurance $58.60

I already had some needed items so I didn’t need to buy them, that may not be the case for you so additional things that you may need to budget for:

  • Computer with desk and chair
  • Printer- optional in a truly virtual business but nice to have
  • Phone- I got a Google Voice line to have a dedicated business number but still use my regular phone
  • Internet Service
  • Website hosting
  • Office Software- there are free alternatives

My Total Start-Up Costs: $186.80

This doesn’t sound like a lot but when you are literally living paycheck to paycheck, it’s a fortune.  I started off working as a freelancer on websites like Upwork and Guru making very little as I competed with free labor from Asia and using the earnings to pay the government costs (DBA and business taxes).

Once I was legal to operate I started to advertise on Craigslist (free) and with the clients that I gained there, I then paid for the advertising costs (domain registration and business cards).  I shopped around and used coupons so I got my domain name for a dollar and change for the first year.  I also got 500 business cards for $10.  I still have most of those business cards, as a virtual business, this is an optional item and just something I like to have.  The website, however, is a must-have for me.

I already know how to build websites and had a hosting account so I didn’t have to pay for this.  You may have to pay for a DIY website solution or pay a professional.  Shop around and use coupons when possible.

I actually didn’t get liability insurance right away, it was a calculated risk as I didn’t want to buy a policy until I knew that I would have the recurring income to maintain it.  Insurance can be very expensive so it’s critical to shop around.  I don’t need a standard business policy so it was even harder to get comparison quotes for a professional liability policy specific to bookkeepers.  The winning policy was over $100 cheaper than all the others. I only had to pay a downpayment and the rest is paid in monthly installments with no extra fees for payments that other insurance companies like to charge.

So that was it! I could have spent money on a lot of things but they were not a must have, so I didn’t.

As a QuickBooks ProAdvisor and Xero Certified Advisor I get the main tools that I need to serve clients at no cost to me.

So now the key has been for my to keep my overhead costs low, so when I have a slow month, it’s no big deal.  There are so many things that would be nice to have.  Services that aim to help your business that sound so tempting but the costs would quickly add up and oftentimes there are free alternatives.  For the tools that I use (most of them free) check out the post I wrote about my Freelancer Toolkit.

My current overhead is:

  • City Business Tax: $33.10 per year/ approx. $2.76 per month
  • County Business Tax: $15.10 per year/ approx. $1.26 per month
  • Liability Insurance: $28.33 per month
  • Domain renewal: $10 per year/ approx $0.83 per month

Monthly Overhead: $33.18

My DBA only has to be renewed every 5 years but if you want to count everything add another $10 per year or $0.83 per month.

That’s it for overhead, while my business does have a couple other expenses, they are directly related to client services and thus built into the fee that they pay.

When I first started I was on a binge to find as many business expenses to reduce my tax liability until I realize that if I am spending the money on the business, I am defeating the purpose of having a business, which is to help provide for my family!  I have now implemented the concepts of the Profit First system and having been so lean and frugal from the beginning allowed me to reap the benefits from day one.

So that’s my lean business.  To learn about the mostly free tools that I use, check out my Freelancer Toolkit.

Checking In

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We are in the middle of the holiday craziness, the year is almost over and the last few months seem to have flown by.

This has been a roller-coaster of a year for me. I struggled with a low in my chronic depression and anxiety for a few months which affected my creativity. One of my coping mechanisms is distracting my brain by getting busy. So I put energy into my business by going through the process or renewing some certifications, getting some new ones, revamping my business website and adding a blog to my business.

That has paid off in increased confidence and some new clients which has left this website in the backburner longer than I’d like.

Homeschooling is going but it feels like we’ve been coasting on autopilot for a while. Zen, my Kindergartener, is mostly unschooled because his learning style is not traditional books compatible. It amazes me how much he is still learning though. Meanwhile, Shammy, my second grader, has been doing well with mostly independent work. I give him a to-do list, he finishes it whenever he wants throughout the day and I check it that evening. I still make sure to leave him plenty of free time for “unschooling”, for example right now he is writing a comic book just for the fun of it so I am not about to interrupt that to give him worksheets to complete.

I have a lot of resources that we haven’t used this year because that’s just not where my drive and motivation have been lately. I know that this is all part of the cycle of life and I know that we’ll circle back to that eventually, in the meantime at least we are maintaining steady progress so we don’t fall behind.

The Homeschool Scouts group that we were in has unfortunately fizzled out, and while I “could” take it upon myself to revive it, I have to recognize that my skills aren’t exactly compatible with what is needed and there is no room in my plate for that, the last thing I need is a new source of stress. I just can’t handle stress like I used to.

My volunteer project, the Treasure Coast Homeschooling resource directory and calendar has celebrated it’s first birthday with increased popularity and enough sponsors to pay for itself so I have been gradually making improvements to it as we go.

So that’s it in a nutshell. We are alive, we are well, just busy with life. Wishing you a very happy new year. Meanwhile, you can follow us on Facebook or Instagram.

My freelancer toolkit

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Update:  A lot has changed since I wrote this post.  Click here to view the updated list but if you are looking for mostly free apps, keep reading this one.
I love being self employed, no two days are the same and I have the freedom and flexibility to contribute to my household while still being present for my children and homeschool.
I am always in a quest for efficiency and innovation while keeping overhead costs as low as possible.  My current overhead is just business tax and liability insurance, which are unavoidable, I strive to use free tools as much as possible for everything else.  So while there may be some "better" tools out there for a small monthly fee, I do my best to steer clear of those because those costs can quickly add up.
I am regularly asked about what tools I use so I have gathered a list for ease of future sharing. Some tools are must haves that I use every day, other tools are only used occasionally.
My business is two-pronged offering bookkeeping and website services so I have divided the items in 3 categories.  General business tools that can help any freelancer, Accounting Tools specific to those in the bookkeeping industry and Web tools specific for webmasters.  That way you can skip the sections that don't apply to your industry.

General Business Tools

General Organization: Evernote- Free, upgrades available

This is a must-have tool for me.  I use it for EVERYTHING in my life, business, volunteer work, homeschooling, family organization and more.  Anything important is saved to Evernote, including important documents from my safe.  This article was originally written in Evernote before posting online.
With this tool my information is available from any device, I can easily "clip" websites and save them to my Evernote account, sort by "Notebooks" and categorize with tags.  The search feature means that I can find anything that I need in seconds.  I can draw, speak to and record through the mobile app and later access that through my computer.  I can set reminders and share notes with others.  I can encrypt notes for extra security.  So many features that I love.
The free version has limitations on monthly uploads and number of devices but it has met my needs just fine for the 6 years that I have been using it.  They offer Plus and Business levels for those that need additional devices, collaboration tools, and other features.

E-mail, calendar and general office: Google's Tools (Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, etc)- Free, GSuite $5+ per month

I had Microsoft Office since before I started freelancing but if I didn't I would use Google's office suite exclusively instead of paying for MS Office.
I am not a fan of checking multiple e-mails or having to use a program like Outlook so I love my Gmail because I have all of my different e-mail addresses funneled to the same inbox and replies go from the correct address with the custom signature automatically.  With filters, I can tell at a glance what is business, personal, etc and with a click I can see an inbox of just business messages,
I use Google Drive for cloud file storage and sharing with clients.  When a client uploads a file through my website, it goes directly to my Drive bypassing my server completely for increased security.
With Google calendar I track not just business but also have personal and group calendars connected, I also have my Facebook calendar linked so if I RSVP to a Facebook event, it automatically shows up on my this calendar.  This integrates with my appointment booking software so a client will never book an appointment at a time when I am busy with something personal.
If you are setting up a new business it may be worth using GSuite for the custom features, at $5 per month it's a pretty good deal for what you get.  Due to the extensive customizations of my free tools and the fact that my Drive has expanded storage, I haven't had a need to switch and pay for GSuite.

Phone- Google Voice- free

I don't like to use my personal cell phone number for business but at the same time, I don't want to have to pay a monthly fee for a landline or carry a second mobile. Google Voice is perfect for this, I get a free business line and I am able to make and receive phone calls from my computer and cell phone.  I get call forwarding, text, voicemail transcription, call recording and more.  When my cell phone rings I can easily tell which line it's coming from so I can answer appropriately.

Accounting Software- Wave Accounting- free

You can't be self-employed and not keep track of your finances.  If you don't want to be bothered by this, hire me and I'll do it for you.
This software choice comes as a surprise to other bookkeepers.  As a Certified ProAdvisor, I get QuickBooks Online Plus AND Self Employed versions for free and as a Xero certified advisor I get that software for free as well yet I use this free accounting tool.
I started using Wave with a previous business before I had access to the other tools but it wouldn't have been hard to switch at all.  I tried QuickBooks for a while, I am very familiar with it since it's what most of my clients use but I found that I enjoyed Wave so much that "if it ain't broken, don't fix it".  This isn't the right tool for everyone but it's great for freelancers.  I love that my income is automatically tracked and I can just email receipts to a special address and they get digitized and processed to approve so I don't have to do any data entry.  With the reports, I can easily see how the business is doing.

Invoicing/billing- Wave Accounting- free, pay only to process online payments

Since I already use them for my personal accounting, it's only logical to use them for my billing too.  While I have access to other invoicing and payment processing tools, using Wave's integrated features means that the bookkeeping side is automatically done for me so all I have to do is reconcile at the end of the month.
It is easy for me to create an Estimate, convert that to an invoice, configure recurring invoices, set up automatic monthly credit card charges to my client's card so everything is automated requiring minimal to no effort once configured.  In addition to credit cards, through this platform I am able to accept bank payments which means that I no longer have to wait for a check in the mail, the payment processing fee is competitive to popular processors such as Stripe and Square and well worth it when I get paid faster and don't have to worry about making a deposit to the bank because it's done for me.

Customer Relationship Management- Streak CRM- free, upgrades available

I am late to the "CRM" game, I fought the need for as long as I could, I tried other CRMs such as Agile and Insightly but they weren't a good fit.  I don't need bells and whistles and don't want yet another system to log on to so I was happy when I found Streak.
I found this by accident when I had outgrown my old e-mail tracking tool, this is just one of many features that Streak offers.  This CRM is a Chrome extension that works with your current Gmail so everything is done within my e-mail inbox.  I love it so much that in addition to business I use it to track my volunteer work and book reviews that I do for fun.  There are mobile apps to access data while on the go but I haven't had a need to use those much.

Cloud Storage Box/ Dropbox- free and up

As mentioned above, I mostly use Google Drive for internal storage and client uploads but I also use these tools with some clients, mainly to share completed work.  Their free plans are adequate for my needs but upgrades are available if you need extra room.

File Encryption- AxCrypt- free, upgrades available

I make it a habit to keep all client files in the cloud but from time to time I may save something locally along with my personal business files.  While I have firewalls to prevent remote access, if someone were to just take my computer or hard drive I would be in big trouble without file encryption.  Sometimes clients will request a backup on CD, DVD or USB drive and I like to encrypt those as well.
There are tools that will encrypt the entire hard drive or have additional features but I have been using AxCrypt for years before those tools became popular and it's another case of "if it ain't broken, don't fix it".

Password Manager- LastPass- free, upgrades available

Working with so many bookkeeping and website clients I have a long list of username and passwords to keep track off.  It's very insecure to keep those written down on my desk.  I originally had an encrypted list on Evernote but there are just too many of them.  LastPass makes it so I only have to remember 1 password for everything.  It keeps all other logins secure for me, I can sort them, edit them, view them and I can use it to generate strong passwords when creating a new account.  The browser extension does the typing for me, there is a mobile app as well.

Contract Signing- Hello Sign- free, upgrades available

If you are a freelancer, I strongly recommend that you have written agreements with all of your clients.  They don't have to be fancy and there are plenty of free templates online.  When working virtually like I do, I never meet most of my clients in person, so signing contracts can be a tedious process.  In the past I would email the document, they would print, sign, scan and email back or send it via snail mail, it was a pain in the rear.  With Hello Sign I am able to e-mail the agreement and they sign online with a few clicks.  It's quick, easy and legally binding.  Their free account gives you 3 documents per month which is adequate for my needs, there are plans for additional documents and other features.
There are other options that also offer a few free signatures per month but I prefer this one because of their Gmail integration so it's faster for me to get the signing done.

Appointment Scheduling- Calendly- free, upgrades available

I offer a free consultation to all potential clients and sometimes have a need to have a virtual meeting with current clients.  Trying to find a mutually convenient time via email can be time-consuming and have a lot of back and forth.  Calendly allows customers to view my availability from my website, select the time that works for them and book their appointment in seconds.
I have tried many other scheduling services before but I like this one best because it syncs with my Google calendar automatically, that is usually a paid feature with other services and I don't book that many appointments per month to justify paying a monthly fee.  If I enter something on my Google calendar, the time is no longer available to book and when someone schedules an appointment, it automatically shows on my Google calendar.
Social media management- Hootsuite- free, upgrades available
I admit that I don't use this tool as much as I should.  Marketing is my Achilles heel and I suck at it, my business would grow faster if I could be better at it.  This tool allows you to plan and schedule your social media posts in advance to promote and maintain customer engagement.
Internet Security- VPN Unlimited-  Price varies
While the firewall and file encryption protect the client and business files on my computer.  The VPN give you privacy while working online and protects the data being transferred through the web to prevent those passwords, etc from being intercepted.  If you work while on the road and use public Wifi, this is a must-have in my book.  There are other reasons why a VPN is a good idea beyond just business needs so you should research that.  There are many VPN options available, some free, some very expensive.   I like VPN Unlimited because they offer a lifetime subscription, fast speeds, lots of server locations and no data limits.  Combined with a special promo I paid a very low price for lifetime protection for 5 devices.  They have plans for more devices if you need.

Remote control- Teamviewer- free, upgrades available

I rarely if ever use this anymore since all of my tools are cloud-based.  This comes in handy a client has an issue that needs remote access to their computer.  I have used it to teach how to use accounting software, or the WordPress backend before.
The only time I use it now is to access my computer while traveling, that way I don't have to bring a computer with me.

Teleconferencing/ Screen Sharing- Free Conference Call- free, premium features available

Another tool that I don't use often but it's great to have.  I get free conference calling through Google Voice so I really only use this for the rare occasion when I teach a webinar using screen sharing or have to get together with a large group of people.  If I wanted to have a large conference right now, I can just post my number and access code and we can all join and chat without pre-planning.

Bookkeeping Tools

QuickBooks Online Accountant- free

This is a must-have if you are a bookkeeper servicing clients that use QuickBooks Online, you get access to all of your clients in one dashboard, have workflows, note sharing, etc all in one place.  The Accountant ToolBox has a lot of useful features not found in regular QBO. I have my ProAdvisor dashboard, apps, payroll and more. It also includes my own QBO account which I don't use.  I get a wholesale rate on QBO subscriptions that I pass the discount to my clients or build it into my package pricing.  
 
This tool is free as long as you remain ProAdvisor certified or have active clients in your dashboard, otherwise, Intuit can take it away after 6 months.  So if you are considering this but are not ready to launch yet, don't sign up until you have the time to at least complete your certification.
 
 

Xero HQ- free

The Xero equivalent of QBO Accountant.  A dashboard connecting all of my Xero using clients in one place.  I also get access to 2 versions of Xero that my clients can't purchase on their own, I can build it into their monthly packages along with being able to resell the standard versions.  I also get my own copy of Xero for my business and a demo company that is great to show a client the software's features and for training.
 
 

Secure File Storage and Organization- HubDoc- free for accountants, $20/mo for clients

This is a good solution for those that want automated paperless filing for their business.  Once bank and vendor connections are set up, the system automatically downloads all statements daily.  You can integrate it with cloud storage and with QBO and Xero to reduce data entry and make your business audit proof.  Uploading receipts and other documents is easy through the app or by sending to your custom email address.  
 
Clients that use this service don't have to worry about having to send me their statements every month because Hubdoc does it for them.  My practice dashboard has all of my clients in one place and I can use wholesale billing to build in this feature to my package pricing.  I would love for all of my clients to eventually be using this.
 
 

File Upload- CloudWok- Free and Up- Update: CloudWok has announced that they will discontinue service in March 2018. I am currently testing alternatives, sadly, none of them are free.

I regularly need to receive documents from clients, not all of my clients use Hubdoc and I don't like using e-mail for financial information such as bank statements so I use CloudWok to provide an interface integrated to my website, for clients to securely upload documents to my cloud account.  While there are many tools in the market for this, I didn't want the extra expense or hassle of a client having to remember an username and password to share files.
 
The free plan is limited and slower but adequate if using developer tools and not needing files fast.  The upgrades are very affordable starting at only $1 a month.
 
Bookkeeper Insurance- Hiscox- price varies
As a freelancer, I don't need the regular business insurance but it's good to have professional liability coverage specifically for bookkeepers.  Some clients even require it!  This is also known as EO (Errors & Omissions) coverage.  Not a whole lot of companies offer coverage specific for bookkeepers and the other ones that I contacted were a lot more expensive.  It was super quick and easy to purchase my policy from Hiscox and I got my certificate of insurance within seconds.    

Website Tools

FTP/SFTP- Filezilla- free

I can easily manage the FTP credentials for multiple sites, transfer files, edit file permissions, etc.  
 
Maintenace/backups/uptime monitoring, etc- ProSites/ManageWP free with premium features available
This is a must-have when managing websites.  ProSites is the same product but available to GoDaddy Pros in a separate dashboard.  You have a dashboard with all of your websites in one place, you can assign the websites to clients and tags for website status to easily see which ones are in development, live, etc.  
 
Many features including backups, security monitoring, updates, performance checks, etc.  Most features are free and then have a premium version.  All costs are a la carte so you can pay for premium backup for one website and not the other.  You can also generate client reports and white label for customers which allows you to even turn off customer access to the code editor so they won't accidentally break the site.   The pricing is very competitive and you only pay for what you use with bundles available for a large number of sites.
 
I have found their customer service to be excellent and I wouldn't offer website maintenance services without this tool.  
 

WordPress Framework- Themify   Some free themes, everything else has a price 

This is a heavily debated category for WordPress developers and everybody has strong opinions about why their favorite is the best choice.  I don't feel so strongly about it and don't care if you use something else.  I personally wasn't impressed with the popular frameworks like Genesis, Divi, etc. and Themify was the right price at the right time.  Since I have lifetime developer access it would make sense that I would continue to use it.
 
They have some free themes and many other affordable ones.  Their prices are very competitive and they offer additional discounts occasionally. You can purchase just one theme or the whole enchilada including all of their themes and plugins.  They have a Builder plugin which I admit I rarely use because I am used to a different one but I find their themes to be greatly customizable for virtually any need.  I use them as the foundation for then building my own custom theme.  Some people complain about their updates being glitchy but so far I have never had a problem ::knock on wood:: and their customer service has always been quick to reply, even at odd hours and on holidays.
 

Website Firewall- Wordfence- free with Premium version available

This is a must-have for any website.  This firewall has blocked so many attacks and alerted me to vulnerabilities that I would have overlooked otherwise.  It has a lot of customization options and you can choose to get notified every time something happens and/or just get periodic reports.  The Premium option unlocks more features and you can get a discount for multiple years/multiple sites.
 
 

Security Scanning- Gravity Scan- free, upgrades available/ ManageWP- $1/mo per site

I use ManageWP for security scanning on some sites but Gravity Scan, by the makers of Wordfence also offers a free option with a trust badge that will make your website visitors feel secure.  
 
 

Troubleshooting- Chrome Web Developer tools- free

This is good for troubleshooting and testing, more options than just using the "Inspect" feature on the browser.  There are similar products for other browsers but I am a Chrome gal 🙂
 

WordPress Site Duplication- Duplicator- free

A plugin to easily relocate WordPress sites.  I mostly use it to transfer from a local development environment to live site.
 

Theme Testing- Theme Check Plugin- free

A quick and easy way to test WordPress themes to make sure that they meet the latest standards.  
 

Custom Icons- Fontello- free

A website where you can create custom icon sets, good if you are creating a theme from scratch and want more variety than just Fontawesome.
 

Local server environment- Trellis and XAMPP- free

These are tools to set up WordPress in a local development environment.  In a nutshell, my computer is the server and everything is hosted locally.  Used when building a new site from scratch or testing new features or major upgrades that I don't want to risk breaking the live site.  I use both from time to time, mainly based on which name I remember first, lol.  DesktopServer is another alternative for this but I find their free features to be limited.

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