When you started your small business enterprise, you expected some paperwork; but did your expect that much?  Probably not.  One way to cut down on the administrative tasks is to automate as much as possible.

Payroll – This is probably one of the most time-consuming tasks.  Adding new employees means tax documents and the variety of other paperwork to be sure everything is completed.  Check out a program called Collage.  It can calculate hourly, salaries, bonuses, taxable benefits, and more. 

Invoicing and Collections – Find the best program that suits your needs.  It should have the ability to generate invoices on an automatic and recurring basis, especially for fixed-rate customers (like retainers).  Be sure it also has a reminder system that will send out an appropriate prompt for late payment and so that you can keep track of any outstanding collectibles. 

Document Storage – There are a number of scanning programs available.  Beyond transferring a paper document into electronic data, there are programs that will capture the information and compile reports.  Be sure that it is accessible.  If you use multiple devices, make certain the program is available across whatever you use.  Store securely.  Cloud storage is becoming more popular by the day.

Employee Issues – First there is recruiting.  ZipRecruiter will submit your job posting to a number of different sites and still lets you manage the applications.  Training is an ongoing process, but you should also be sure to document how the person is succeeding, or not.  As you grow your business and add new employees, you will find the need for tracking programs against set goals to provide documentation for annual wage increases or bonuses.  Under the law, you will need to keep lots of personal information on your employees, like emergency contacts, time off, and tax records.  Go back to the program Collage and you will find just the spot to store all the information.

Social Media – Today many of our customer contacts come through Twitter and Facebook.  There is a program called Buffer that will let you create the post at your convenience and then release the information at scheduled intervals.  You will use your time more efficiently, including those spare minutes you find on occasion.

Email – Be sure to automate your email to sort the junk from the important stuff.  There is an adage that says handle every piece of paper only once.  Apply that to your electronic correspondence as well. 

MailChimp is a free program that has multiple uses including automatic responses and messaging.  You can upgrade for a fee and get even more help.  There are also other sources that will let you have access to information like abandoned shopping carts, delivery updates and the like. 

E-commerce – Speaking of orders and deliveries, there are several programs that will simplify your shipping.  There are a number of non-custom programs that will help you maintain profiles, customer preferences, and track orders.   

As your business expands, you will be glad that you automated early in the process so that you can focus on the fun part of being a small business entrepreneur.

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- The Capex Team