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|| SportsShooter.com: Member Message Board
business software/taxes etc
Stew Milne, Photographer
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Providence | RI | USA | Posted: 12:34 PM on 04.10.11 |
->> So it's nearing the tax deadline and I've finally started my taxes. Yes, I like deadlines to make me do things. Actually, I didn't receive one of my 1099 forms until just a few weeks ago.
On to the topic. What do you self employed photographers use to organize and keep track of your expenses? I'd like to get better on top of this, so when it comes to file taxes, I just have to open a program and look at the end numbers and not have to add a bunch of stuff.
Thanks,
-stew |
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Jason Jump, Photographer
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Humble | TX | USA | Posted: 12:37 PM on 04.10.11 |
| ->> I use receipts app on the iPhone 4. It's nice. Allows you to enter the information and take a pick of the receipt. I think it was 0.99. There are a couple of scanners that you can find at office supply stores that are desktop units that will allow you to scan your receipts. I've heard varying reviews on these, and they are expensive. |
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Stephen Brashear, Photographer, Assistant
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Seattle | WA | USA | Posted: 12:50 PM on 04.10.11 |
| ->> Stew - I use Quickbooks and manually record my receipts. I use Quickbooks because that is what my accounts use. I just send them the file and they figure my taxes. If I stay on top of it it does take much time. You can categorize your expenses and create reports based on different criteria, expenses by category to expenses by vendor. As Jason mentioned, there are some apps out there that allow you to scan receipts. I'm there there are some that are compatible with Quickbooks, which I should find myself. I have seen a desktop scanner for as low as $70, but I'm not sure how well it works. |
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Doug Pizac, Photographer
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Sandy | UT | USA | Posted: 2:44 PM on 04.10.11 |
->> Quickbooks Pro Premiere.
As Stephen said, all you have to do is categorize your receipts and enter them -- which means having to organize yourself. The program even comes with pre-made templates with one of them for photography. You have to tweak it for PJ since it is set up for studio/print sales use; of which you use most of the categories for that too. It also tracks mileage.
To organize my receipts I made up a form. In the upper left is a list all my expense categories. In the upper right are lines for the Vendor, date, what I bought description, amount, and how it was bought (CC, cash, etc.). I then tape a receipt underneath, check off which category it belongs in and fill in the blanks in less than a minute. I then enter the sheets before the end of the month. The benefit in having the receipts taped to the paper is that the form organizes it, and having them taped to a regular size piece of paper makes it a whole lot easier in filing and finding, versus having slips of all sizes strewn about.
At the end of each month Quickbooks tells me how much I owe myself for mileage and expenses, and then at the end of the year I just make a printout of a few reports for my accountant. Done.
FYI, don't go for Intuit's offer to upgrade to the next year's version. Even if you need it, you can buy the product anew for less than Intuit's special price. I got mine at Costco. |
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Robert O'Rourk, Photographer
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Setauket | NY | USA | Posted: 8:33 PM on 04.10.11 |
| ->> I use a spreadsheet that I made on Excel. I have pages for checking, invoices, accts recvd, job log, expenses and equipment list. The expense sheet columns are for goods, pay to other photogs, office exp,telephone, interest, travel, professional fees, insurance, magazines, gas, vehicle repairs, equipment repairs, capital exp(>$500). If interested in a blank file, email me |
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Derick Hingle, Photographer
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Hammond | LA | USA | Posted: 9:32 PM on 04.10.11 |
->> I just recently got a portable scanner called neat receipts, I was skeptical that it would work as advertised but it does, you scan the receipts, the software pulls information off the receipt such as tax, total, vendor ect, and you can file it in the system under various tax codes, you can export the files in a tax report or send the info into quickbooks or similar software. The software catalogs the info from the receipt along with the digital scan so you no longer have to save all these paper receipts many will fade over time anyways. You keep a permanent record.
The scanner can also scan other documents and business cards and recognize via auto detect the type of document or you can set it manually. You can also edit information incase you have a faded receipt that was not captured well. Great little device, runs off USB doesn't need a plug for power runs off laptop or computer's usb.
Scans quickly too, so if you start getting in the habit of just running your receipts each day/week or whatever you can just press a button at tax time or view your expenses anytime you want. |
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Delane B. Rouse, Photographer, Photo Editor
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Washington | DC | US | Posted: 9:47 PM on 04.10.11 |
->> I purchased the neat receipt scanner/software a few months ago when I was working a major project that put me on the road for about 8 weeks. I took it along and would scan my receipts every 1-2 days. When I got back on Friday I'd only have a day to scan and expense reports would be done and submitted Friday evening.
I love that little device. It's not cheap but it's already paid for itself. |
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Doug Pizac, Photographer
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Sandy | UT | USA | Posted: 11:31 PM on 04.10.11 |
->> Regarding the scanners, I see two faults. First, and I may be wrong, but wouldn't the IRS want to see the original receipts during an audit? Especially with scans that have been edited because the type was faded. That's why accountants and IRS say keep things for 5 years.
And I see a need to keep a paper copy of the receipts should the hard drive fail and delete your scans -- unless you back them up multiple times, too, or burn a CD regularly. If you're keeping a printout, then why not keep the originals taped to a paper form?
I admit I'm an old timer and therefore tend to traditional means. Technology is fantastic, but I can guarantee you that an original b/w negative properly stored once will last longer than a digital image that has to be copied over and over to maintain its viability and ability to be read by future devices. |
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Delane B. Rouse, Photographer, Photo Editor
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Paul W Gillespie, Photographer
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Annapolis | MD | USA | Posted: 2:05 AM on 04.11.11 |
->> OK I have been using quickbooks pro from 1999 for over a decade, for my occasional freelance work, but would like to upgrade. I can get QB Pro 2011 for $99 or the industry specific one for $230.00. Is the industry specific one that great for photographers? What does it do for photogs that the regular one can't?
Thanks
Paul |
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Doug Pizac, Photographer
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Sandy | UT | USA | Posted: 10:01 AM on 04.11.11 |
->> I earlier mentioned I have Quickbooks Pro Premier. There is no such animal. I have Pro. The more expensive one is Quickbooks Premier.
The Pro version contains a Chart of Accounts setup template for photography. That's a good start if you're not familiar with accounting practices. Of course, any CoA can be added or deleted to. I'm still tweaking here and there.
The premier is much more industry specific such as construction. I looked at both and there was nothing in the top version that applied so I went with Pro and it has fulfilled all my needs. I found nothing extra in Premier that isn't already in Pro in relation to our field and needs.
QB Pro 2011 for $99 is a great deal!
However, you may not be able to start anew with the photographer templete and import the past 10+ years since the old CoA will not match the new one. Quickbooks will want to simply upgrade your old version and import the old records. If you want to use the photo templete you'll have to create a new business name and start from scratch. OR, create a new photo business name, print out its CoA, delete the temp business name, and use the photo CoA to tweak the CoA you've been using after you upgrade. |
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Randy Abrams, Photographer
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Bath | NY | US | Posted: 11:12 AM on 04.11.11 |
| ->> +1 to what Robert does (use Excel spreadsheet). I have a custom made spreadsheet for my needs. I just send the file to my accountant. I keep all of my receipts organized in a binder. I'll probably upgrade at some point, but the simple spreadsheet works well for now. |
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Paul W Gillespie, Photographer
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Annapolis | MD | USA | Posted: 11:50 AM on 04.11.11 |
| ->> Does anyone know if you can email an invoice with QB Pro 2011 without subscribing to an additional QB service. I currently make my invoice and then print to PDF file in a separate, free, program and then attach the email. I have been reading that newer QB's require a separate service to attach documents from QBs. |
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Mike Janes, Photographer
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Attica | NY | USA | Posted: 1:37 PM on 04.11.11 |
->> I use a custom spreadsheet right now but have been told it's time to switch to Quickbooks as getting through it all is just a mess - all the info is there, just pulling it takes forever. Thanks Doug for that info, believe I'll be getting Pro in the next week or two and start putting in all the 2011 numbers.
Already have the NeatScanner and have been trying to get a couple years worth of receipts scanned - not even organizing them, just scanning and basically "boxing" them. It is FAST and definitely been paying for itself in not only clearing up space of getting rid of old receipts, but just the speed of it all - a traditional scanner does not even compete. |
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Doug Pizac, Photographer
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Sandy | UT | USA | Posted: 9:51 PM on 04.11.11 |
->> Paul...
Absolutely on emailing PDF invoices without Intuit's service. You can also create custom templates for the body text depending on what you're sending -- invoice, statement, tardy note, where's the f**k my money, etc.
QB pulls the email address from what's listed in the client profile. It works seamlessly with Outlook. The email appears on-screen for any tweaking you want before you hit send.
On the create invoice screen just to the right of the print icon is a send email icon. Clicking on it creates a PDF of the invoice and attaches it an email with your default template text. And this is QB Pro 2011. |
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Paul W Gillespie, Photographer
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Annapolis | MD | USA | Posted: 11:25 PM on 04.11.11 |
| ->> Well I just missed the sale on QB Pro 2011. It was 99 bucks on Amazon, but now it is $132. I will wait until it drops again. I can live with my current QB Pro 1999. I only have a few freelance clients that I need to keep track of with QB's. The main reason I wanted to upgrade was so I could use QB on my new computer instead of my old XP machine. |
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