The days when bookkeeping meant laboriously writing down columns of numbers, adding them up, and then going back to find the mistakes when the numbers didn't match are long gone. These days even the smallest company makes use of computers in one way or another in order to keep the books. But companies are also discovering that there are many ways to exploit computers in the Bookkeeping process, and Internet technology is opening up new possibilities.
There is no shortage of software designed to help a company do the bookkeeping, but the sophistication of the software varies. Any software will keep the accounts in order, but bookkeeping software can increasingly go much further.
Current trends in Bookkeeping software are placing far more emphasis on visual presentation and ease of use, they are no longer tied to rigid entry forms and standard reports. Data entry may be done using spreadsheet like forms for bulk data entry, and wizards may be used to guide new users step by step as they learn the procedures. Document output such as reports, invoices and orders may be tailored to a custom style inserting the company logo into prepared graphical templates in order to add a professional quality look to the documents.
Bookkeeping software is increasingly adding functionality to help with marketing, such as selective bulk emailing. For example, if a product is due to be phased out then the bookkeeping records can be used to send an advisory note with alternative product suggestions to all customers who have previously purchased the discontinued item.
Another feature that is becoming popular in Bookkeeping systems is the possibility of attaching other documents. Specifications, work reports, photographs and other documentation may be associated with invoices or orders, it makes the bookkeeping system a complete reference center for all jobs undertaken. Having all the relevant information to hand makes it easier for bookkeepers to resolve issues when problems are raised.
Yet despite all the advances in bookkeeping software, companies are increasingly looking at outsourcing for their bookkeeping needs. An in house system requires that the company maintains an efficient computer system, upgrades the software, provides a backup system, and staff must be fully trained in using all aspects of the system.
Outsourcing use to be synonymous with remote. There was a lot of faxing, phone calls, and confusion. Companies often had an overall sensation that they did not really know what was going on. The Internet is changing all that. By providing online web interfaces, users of outsourced Bookkeeping services can access and manipulate company information with the same ease as an internal system, and they can access it from anywhere.
By using outsourced Bookkeeping services companies don't need to worry about maintaining the software and the computers it runs on. But they have the advantage that there are bookkeeping experts on the other side, helping them keep it in order, providing technical support, and ready to undertake any tasks they don't want to do themselves.