To even consider talking about apps is exhausting to me. I do not develop any apps, understand the coding, have time to explore all the apps or know all the answers. But I do have some experience switching from app to app.
I do not have an affiliate link in this post, so everything you’ll read is my honest opinion. Certain apps have been great for my practice and not so great for other practices so it comes down to personal preference as well.
Criteria:
As a bookkeeper (which is someone who tries to organize the back-office side of things for multiple businesses), I want an app that is easy to use, easy to integrate, and performs the job well — not too much to ask for right??
CATEGORIES:
File Storage
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Google Drive. Truly, having Google Business has been like having access to every office need I have. It stores my files and neatly organizes them. Stores my emails, documents, presentations, videos, photos, spreadsheets, and more. It integrates well with a lot of third-party apps. There is nearly no competition to Google Business with the Google administrator account. It does more than you think!
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Tax Dome. On the “pricier” side of applications, Tax Dome stores files well. I think the user interface could use some work because it is not simple. There is a learning curve. I believe they are trying to become a “one-stop app” and build in CRM, e-signatures, workflows, payments, and more. I think if it was easier to use I would consider staying longer, but I have run into some frustrations with the platform and it\’s quite frankly not as simple as Google Drive.
Accounting
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QuickBooks Online. This is my specialty. I was trained on QBO and have enjoyed using it. I find it straightforward and able to do mostly what I need an accounting software to do. I cannot ignore the price — it is charging slightly more than I believe it is worth. I think customer service could use improvement along with accurate marketing. They market to everyday consumers to make them believe they can figure out the complexities of QBO to get them to sign on, when in fact they need someone knowledgeable in the software to work it.
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Google Sheets: I know it is not an accounting software, and they do not market themselves that way. I work frequently with micro-businesses (less than 15k a year) and they have a straightforward income and expense list. They do not have employees, sales tax, or loans. These types of businesses can work well on a Google sheet to track income and expenses to create a good P&L statement for tax returns.
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Keeper.app: This is a newer app! Truly what it is capable of is more than I can write here. It dives into the analytics of how numbers have been performing over a set time. It also links with QuickBooks to help with month-end reconciliation and catch any miscategorized transactions. It can filter through transactions by name, category, or how large a transaction is. It is quite capable of more but I consider this my right-hand man when it comes to month-end reconciliation.
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Dext (or ReceiptBank): Of course the accounting section would have the most apps right? Haha. Simply put, Dext stores, categorizes, organizes, pulls information, and captures all my clients’s receipts. QBO offers a similar feature in the app that works well too. Receipts are the necessary documents you need for a deduction on taxes. If we can’t prove that a purchase was made for business, we will not have good luck when the IRS comes knocking on your door. Whatever business move you make, having proof of it will help you tremendously.
Invoicing
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Melio: I use Melio in my business. It is a free payment platform for B2B transactions. It works well with ACH, and I’m sure Credit Card too if you are willing to pay the fee. It is integrated with my business QuickBooks account and I have automatic withdrawals set up so my clients do not have to take time out of their day to pay me.
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QuickBooks: If you use QuickBooks accounting software and want the simplest invoicing, QuickBooks payment is an easy option. But the fee associated with QuickBooks payments can be quite steep.
These two options would be good for their integration with accounting software. Other invoicing software requires a 3rd party, like Zapier, to connect.
Security
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LastPass: I use LastPass for my business. Some may disagree that LastPass is best but it is a good option. With anything on the internet, I feel like there is always a way to hack or break a code no matter how many firewalls, vaults, security codes, or authentication numbers are set in place. LastPass has stepped up their game in improvement, but I’m sure there are always areas to improve in the future.
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Rewind: This is a great app for backing up files. If something damaging were to happen to cloud-stored information, having Rewind would relieve any headache of retrieving that information. This is great for any business size because of the flexible pricing available.
Marketing
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Canva: I am no professional and certainly do not love the marketing side of my business, but Canva has made it so simple and easy to throw graphics together. Whether I am presenting slides, Instagram posts, flyers, or any other visual graphics. I use the free version and link it with my Google Drive to store it in one place.
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Squarespace: I do use most social media apps, but also have a website through Squarespace. I have tried other platforms and nothing is as simple and professional as Squarespace. It may have a steeper price tag than other website design platforms but to me, it is worth it. I was able to design my website in a few hours!
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Loom: I do not use Loom for marketing to potential clients, but I use it as a way to increase value to my current clients. It is a way for them to hear my advice, see my view, and hold on to the information I am giving them. When they have access to these videos, they understand what their books & numbers mean. Having this information allows them to make informed decisions about a business move. Each video is unique and covers a WIDE variety of topics.
Wow. That\’s a lot of apps and I feel like I barely touched how many I use in my business! I will have to do part 2. I did label this “Apps I use in my bookkeeping business,” but I almost titled it “Apps my clients love.” I wanted to get this information across to you because the preferred tech stack you use in your business is what the clients see. If they see a lot of value in the information you are presenting them, they will stay with you without a doubt. If they believe their value is low (poor presentation, poor communication, poor bookkeeping skills, etc.) they will not be as committed and may switch to another bookkeeper.
This is what some of my apps are that I use in my business or have used in the past. This is not set in stone. It will change over time I am sure, but it works well for me and I can present high value to my clients.