All You Need to Know About Small Business Accounting Software

As accounting involves the assets, liabilities, equity, and other elements of your business, it requires complex operations. Yet, your business efficiency and success highly depend on these elements. Hence, it is necessary to deal properly and have maximum accuracy in accounting transactions. For this reason, business owners and managers moved from manual completion to the more sophisticated tools to carry out related tasks. Currently, small business accounting software solutions bring high efficiency and ease the processes for bookkeepers. There exist a multitude of details of the software to discuss. Therefore, this guide gathered the main aspects of the software from its features to criteria for choosing leading providers. 

Small Business Accounting Software

Accounting was one of the first business spheres that had its reflection in cutting-edge technologies. The main reason for this fast transfer to the digital environment was the nature of the tasks. As mentioned, accounting requires accuracy. If managers complete any task wrong, it can bring huge confusion and loss of financial resources to the businesses. Additionally, the tasks in accounting are more frequent and routine compared to more unstructured operations such as the ones that belong to digital marketing. Therefore, it was much easier to move the operations to digital tools and develop complete small business accounting software. 

Such software facilitates users to record or process data, as well as create reports quickly. It automates the posting system, which involves data transferring and posting schemes. The small business accounting software is capable of storing massive volumes of data and analyzing it to deliver necessary reports. 

How the System Works

This accounting platform works similarly to any application by creating a link between the server and the client. The server stores all inputted data in one centralized place. If any client needs to access the data, they can do so easily by using their computers and network. The platform has different tools for reporting and is capable of generating reports with various characteristics. Users can also choose their priorities for viewing data. It is a necessary function because, without preferences, the massive data is difficult to view and analyze. 

The small business accounting software records data under different categories, similar to the traditional way of accounting. These categories can be accounts receivable, non-current assets, current liabilities, etc. It also visualizes data as a general ledger, trial balance, or statements. Plus, managers can create their tables to make it even simpler to access the required data instantly. Considering all these elements and benefits of accounting software, it is a solid investment for small businesses. It brings speed, ease, and accuracy to the accounting operations while eliminating the drawbacks of the traditional, manual management system.

Features of the Software

small business accounting software

Small business accounting software allows users to access data whenever and wherever they want. All they need is a device with an internet connection. As mentioned before, the main modules of this solution include receivables, payables, ledger, billing, inventory, etc. Working with these modules becomes faster and more comfortable with the helpful features of the software. For instance, workflow automation allows users to set reminders for payments. In this way, managers can avoid payment delays and charges. It is also possible to make online payments with this system. If a business needs to pay its creditor, this feature eliminates the need for waiting and transfers funds quickly to the creditor's account. The same process is also applicable to debt collection. For instance, aging reports facilitate users to monitor which payments are overdue. 

As purchase orders comprise a significant part of accounting operations, the software involves these transactions, too. Users can monitor their purchases and convert them into bills in this system. Additional to purchase reports, there is a feature for sales reports, which helps to track customer balances. Managers can also input master data of the customers, such as their names, contact numbers, etc. 

Software development companies of the small business accounting software did not ignore any needs of the owners and managers. They understood that the trial balance generation could be challenging and time-consuming. Hence, the software can generate financial statements, such as the Statement of Financial Position or Income/Loss. Plus, the software has a cost prediction feature that will be the best partner of users in decision-making processes. By generating forecasts and statistical analysis, managers will be able to make data-driven decisions. 

Advantages of Accounting Software

We previously mentioned some basic benefits, such as speed and ease of use for small business accounting software platforms. However, the advantages of this tool go beyond basic ones. While accounting processes require time and nerves in traditional operations, it becomes straightforward with accounting software. Compared to its costs, the tool provides more benefits. Therefore, it is an excellent choice for small businesses that pay utmost attention to the price-value comparison. 

The developers of the system considered that the accounting side of businesses needs a high-level of security. The third-party access to sensitive data can make small companies vulnerable to competitor attacks. Hence, they utilized maximum security measures, including encryption methods and passwords to limit unauthorized access. Another benefit of the system is that it can reduce the number of mistakes. It has a feature to correct mistakes quickly and check the inputs to eliminate any calculation errors. 

The implementation of the accounting software to business operations is simple. The system is flexible and adaptive, which means it can locate any feature a business needs to have for successful management. Also, it allows converting reports to standard formats such as Excel for further analysis. The software taps to tax compliance challenges as it is one of the most burdensome areas of accounting. It is a trustworthy source of information for tax and audit processes. The small business accounting software keeps books up-to-date and gets rid of the clutter to keep the working space clean. It reduces costs as business owners can even find free versions of useful accounting tools. Lastly, professional software provides a high level of customer support to answer questions and eliminate concerns if a user faces challenges in the system. 

Trends in Accounting Tools

Small business accounting software tools develop and integrate new features by time to cater to users' needs. A professional software provider also follows these trends and provides a cutting-edge solution to maximize productivity. One such trend in the current market is the cloud computing system. Cloud software stores all data, regardless of its massive volume, in a virtual place. Therefore, users do not need to install servers in their physical locations to store data. With a cloud system, it is much faster to access the information any time and anywhere. Yet, providers use the highest security measures to block unauthorized access to sensitive, private data.

Another trend is toward outsourcing. Small businesses should outsource development companies to work on this software for several reasons. First, it can be cheaper than recruiting a new employee. Second, it helps existing IT team members to focus on main business operations instead of the integration of modern technology. 

Intelligent scanning is also a helpful feature that the new generation of small business accounting software brings. Previously, users of the system manually entered all details of documented transactions. Hence, sometimes, human errors could happen as manual processes always bear a probability of inaccuracy. However, scanning of printed evidence is more comfortable, saves time, and eliminates mistakes in the recording. This feature turns a physical document into valuable, reliable data in an instant. 

Assessing the Performance

Companies, regardless of their size, need to evaluate their employees' performance and, in general, departments. The usual method of this evaluation is through establishing Key Performance Indicators (KPI's). These indicators are similar to goals. If the employee or department achieves the pre-established goal, it indicates the effectiveness and success of the related operations as assessment is an integral part of business processes, the small business accounting software taps to this need. 

Businesses using such software can establish many KPI's and later compare the results. These indicators can include:

Invoice Cost - by dividing the total expenses to the aggregate number of invoices employees proceeded, it is possible to generate a cost per invoice. Small businesses might want to keep these costs low to generate maximum profit and avoid additional expenses per invoice. 

Complete Match between Inventory and Transactions - the system can check whether the number of units in the warehouse corresponds to the difference between purchase, production, and sales amounts. It is usually preferred to have a complete match.

Payment Percentage - Businesses collect financial resources from their debtors and customers. If any party owes money to the business, it is reasonable to demand on-time payments. The small business accounting software can quickly generate the list of overdue and complete payments. A KPI that targets a low level of late payments is an excellent method to evaluate the performance. 

Processing Time - Wasting time on documentation issues keeps businesses from focusing on main operations and generates more profits. Hence, it is better to finalize processing fast. Therefore, small businesses can monitor and assess the processing time for vendor invoices.

Payroll-to Employee Ratio - This ratio is another useful KPI that can be generated by using small business accounting software. It shows the number of employees per payroll member

Types of Accounting Tools

Small businesses can prefer different types of accounting software, considering their specific needs, such as budget level. Some tools are all-in-one solutions. It means they bring all the necessary features an accounting manager might need in a platform. From a sales module to procurement, it delivers a whole range of operations in one software. However, small businesses usually deal with low budget levels. Hence, for them, it is difficult to get a complete solution. In this case, they can prefer individual modules or integrations of several modules. 

Additionally, accounting can be financial and managerial. These two types of accounting focus on different processes. For instance, financial accounting deals with financial statements, assets, liabilities, general ledger, etc. However, managerial accounting is for internal issues such as resource management within the organization. Correspondingly, business owners can find software solely for financial or managerial purposes. 

Finding a Reliable Software Provider

accounting software

Small business accounting software became popular quickly. Because of its vast advantages and relatively low costs, many businesses moved to digital accounting operations. However, with the increasing demand, there emerged many providers, which made the selection process more challenging. Before choosing the partner for accounting software, it is better to evaluate different alternatives critically. In this way, small businesses can choose the most suitable software provider for their businesses. 

Check Reviews and References

One of the best ways to find a reliable provider is through checking the reviews and contacting references. Software providers can claim many things. However, only their actual customers can verify whether the companies keep their promises or not. Potential clients can check reviews on official websites of providers or online review platforms. Also, they can ask companies to provide the contact details of references. By talking directly to the previous customers, small business owners can decide if it is worth partnering with that provider. They can ask questions regarding the compatibility, ease of use of the system, or the level of training and support provided. 

Consider the Security Issues

Security and safety is an essential factor in evaluating different providers. Usually, professional companies share the details of how they provide high-level protection for customers. If an official website lacks such information, the reliability of the company becomes suspicious. Additionally, potential clients can ask the providers about the frequency of checking the security or how they back up the data. Even if a business owner manages a small company, it is better to critically evaluate providers' security measures beforehand because small mistakes can be costly to the business. If businesses cannot protect the private information of theirs or their customers, they will lose credibility and be destined to fail.

Costs of the Software

Many small businesses operate on a tight budget, and wasting money is not an option. Even worse, they might not be ready for unexpected payments. Therefore, before choosing a provider, managers need to clarify all related costs, including the ones that might incur in the future. Additional to the principal payment for the software, there can be expenses for licenses, upgrades, installation, hardware, training, maintenance, etc. Also, it is wise to consider whether the system is scalable or not. If small businesses develop and need to scale up their accounting operations, the system should be able to support it at low costs.

Free Solutions

Accounting software is not necessarily expensive. One of the main reasons for its popularity is its affordability. There even exist free tools such as QuickBooks, FreshBooks, Wave, Pandle, etc. Yet, businesses sometimes become suspicious of the reliability and effectiveness of software when it is free. 

Business owners and managers need to consider some elements to decide whether free software would fit their operations. In terms of licensing models, there are two types available. The first one is open-source software. As its name suggests, this type of software is free and open to anyone. It is best suitable for companies that have their development team. This team will ensure proper implementation and run of the tool. 

The alternative to open source is proprietary solutions. Such software usually provides a trial period when small companies can use it for free. Though it is for a limited period, it allows companies to evaluate the system's fit into existing operations. Additional disadvantages of this system are that it usually lacks many features. In this way, providers convince users of free versions to pay and get access to other functions. These limited features can include 24/7 support, storage size, number of reports, etc. In general, it is better to use the limited free version for some time to evaluate the performance of the provider and later, pay for full access. 

Is It Worth to Invest?

Small businesses can be a little confused about this software. They might not be sure about investing in this tool either because they do not trust the security of digital operations or because they lack financial resources. However, these concerns are easy-to-solve. Professional small business accounting software providers will ensure maximum security of transactions. Also, the free limited or open-source versions make the tool accessible to businesses of different size and capital. Such software is worth investing in if a reliable provider is chosen, considering its vast benefits.

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