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| In This Issue |
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APRIL 11, 2009
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Ask any construction company to list their most important business needs and you'll find payroll and estimating close to the top. So this month, we're focusing on both needs in this month's issue of QuickBooks Tech.
Inside, you will find case histories involving construction companies who have found QB add-ons that have proven time and cost savers while increasing efficiency.
Although the information focuses on the construction trade, remember, there are thousands of QuickBook add-on programs, providing solutions to problems encountered in any business, industry or government operation.
Our specialty is taking your problems or needs and finding a solution that integrates with QuickBooks. This will save you countless hours of research and interviews...and assure you of ending up with the right program for your operation.
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| Managerial Mentor |
Stop Making Tax Deposits and Preparing Tax Forms
Okay...I'm not suggesting that you don't pay your taxes. But I am suggesting that contractors and other businesses have plenty of other hassles to contend with besides making certain that payroll taxes are paid and the proper forms filed on time. This can be a particularly time consuming chore with the fluctuating employee needs of contractors.
Here's a suggestion to relieve you of these bothersome chores while still making certain proper forms are filed and taxes paid. It's a QuickBooks program called Assisted Payroll.
This program does an excellent job of handling all your payroll taxes and filings. And its accuracy is guaranteed. If payroll taxes and forms are taking up too much staff time, than this is an excellent solution.
Finding solutions like this for QuickBooks is our business.
We know of many other similar add-on solutions. Just tell us your accounting problem or need and we
'll find the right solution for you.
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| Techno-Visor |
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Work Remotely with Subcontractors.
Many contractors find that having a remote hookup with subcontractors is a distinct advantage. It can speed up the transmission of data, get questions answered quickly and help maintain a smooth working relationship between contractor and subcontractor. It is also a valuable consideration for other types of QuickBooks users.
The first question to be answered is who needs what data. Then, from a technical standpoint, you have to consider how the sharing will be done. There are several alternatives, based on management's initial decisions.
These alternatives include:
· File Transfer Only
· Unattended or Attended Sessions
· Special projects and reports
In order to do this effectively, you may want to set up your own server such as a Virtual Private Network (VPN) and a Windows server. However, you must have the expertise to manage a server like this to make certain the subcontractors see only the files or reports you want them to see.
Having your own server is often the only logical direction to go from a technical standpoint. No doubt you'll encounter a wide variety of software programs used by your subcontractors and you will need to design a program that's both universally compatible and keeps control over the data to be shared.
Although there are a number of technical difficulties, it might be worth having certain QuickBooks data and other information readily available to subcontractors to keep everyone operating on the same page.
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| Case Study # 1 - ProEst Saves General Contractor, Good & Roberts, 800 Staff Hours a Year |
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Problem
Good & Roberts, San Diego, California, was using a spreadsheet system to create nearly 400 estimates and takeoffs a year. The system was basically manual and subject to operator error. As a result, there were a number of errors or missing formulas.
Also, on bid day, estimates from subcontractors would arrive a few hours before the final estimates were due. This caused an enormous flurry of activity to select the winning subcontractor and integrate it into the final bid.
Solution
Good & Roberts selected ProEst estimating software from Construction Management Software (CMS). Initially, the software was purchased because of its estimating ability and the fact that it could be integrated into accounting systems such as QuickBooks.
However, during setup, Good & Roberts realized the software would also be valuable in handling bid day issues and takeoff needs. As Jerry Carlson, Good & Roberts' Vice President of Estimating, commented, "We have 300 subcontractor bids coming in two hours before bid time. This requires doing a lot of qualifying very quickly."
Using ProEst and Bid Day module, Good & Roberts can now set up the scope of work for each subcontractor. As bids arrive, estimators simply check off each required item and the price. This protects against excluding items on the final bid and greatly reduces the hassles of bid day.
For preliminary budgeting, ProEst can create a detailed estimate in half the time required by the old manual spreadsheet system. Because the company does about 100 budgets a year, each averaging about six to eight hours, they are now saving 800 staff hours annually.
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| Case Study # 2 - Corecon & QuickBooks Enable Kaufman Construction to Organize Projects from Start to Finish |
Problem
Kaufman Construction,
Berkeley, California realized they needed to organize their business in order to keep growing. The owner, Martin Kaufman, was already using QuickBooks but it didn't provide the organizational tools he needed to track all facets of jobs from start to finish.
Solution
Corecon Technologies, Inc., construction software was easily integrated with their QuickBooks accounting program. The combined program helped Kaufman to automate their estimating and control job costs.
As Julia Perkins, Office Manager, stated, "The training online was simple to use and I found inputting information easy to do. The whole process went very smoothly."
Another problem of tracking subcontractors and suppliers was also turned into a solution with this add-on QuickBooks program. Corecon management is now able to quickly access needed data in the form of reports for project follow-up and control.
Benefits
Corecon has improved Kaufman's bottom line by keeping the business well organized and saving the company time, man-hours and paper costs.
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| Case Study # 3 - Sunburst Software Solutions Makes Payroll a Breeze for Kimo Constructors |
Problem
Kimo Constructors, New Mexico, are involved in heavy highway construction. Because of the nature of their business, their payroll will range from 10 to 50 employees a week on an average of four jobs. Because the payroll was done manually, it would take between four to eight hours to prepare a certified payroll report.
Kimo wanted a system that would allow making payroll reporting faster, more efficient and more accurate. This was important in order for the company to be paid without any delays. And, because the company had been using QuickBooks since 1991, any new system would have to integrate with this software.
Solution
The solution was provided by Sunburst Software Soutions. Their program, 'Certified Payroll Solution (CPS) was up to the challenge of preparing certified payroll reports for several prevailing wage jobs, quickly and accurately. The program also could be interfaced with QuickBooks in a read-only fashion.
The program only took a few hours to set-up and install. After that, just a couple of times running the program were required to learn how CPS and QuickBooks shared the QuickBooks Job, Employee and Payroll data.
Benefits
What once took 4 to 8 hours to complete now takes minutes and is as easy as clicking a button. Not only do the accurate certified reports enable the company to be paid in a timely manner. But they eliminated the need for the company to bring another person on staff in order to handle the payroll functions.
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| Leaving You With A Little Humor |
How the Internet Originated...(sort of)
In ancient
Israel
, it came to pass that a trader by the name of Abraham Com did take unto himself a young wife by the name of Dot. And Dot Com was a comely woman, broad of shoulder and long of leg. Indeed, she was named Amazon Dot Com.
And she said unto Abraham, her husband, "Why dost thou travel far from town to town with thy goods when thou canst trade without ever leaving thy tent?"
And Abraham did look at her as though she were several saddle bags short of a camel load, but simply said, "How, dear?" And Dot replied, "I will place drums in all the towns and drums in between to send messages saying what you have for sale. And the sale can be made on the drums and the goods can be delivered by Uriah's Pony Stable (UPS)."
Abraham thought long and decided he would let Dot have her way with the drums. And the drums rang out and were a wondrous happening. Abraham sold all the goods he had at the top price, without ever moving from his tent.
But this success did arouse envy. A man named Maccabia did secrete himself inside Abraham's drum and was accused of insider trading. And the young man did take to Dot Com's trading as doth the greedy horsefly take to camel dung. He was called a Nomadic Ecclesiastical Rich Devotee or NERD for short.
And lo, the land was so feverish with joy at the new riches and the deafening sound of drums that no one noticed that the real riches were going to the drum maker, one Brother William of Gates, who bought up every drum company in the land. And indeed did insist on making drums that would work only with Brother Gates' drumheads and drumsticks.
And Dot did say, "Oh, Abraham, what we have started is being taken over by others."
And as Abraham looked out over the
Bay
of
Ezekiel
, or as it came to be known "eBay" he said, "I agree. What we need is a name that reflects who we are."
Dot thought a moment and replied, "Young Ambitious Hebrew Owner Operators."
"YAHOO," said Abraham.
And that is how it all began.
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FREE TIPS |
For our latest tips on setting up your chart of accounts so that you have the processing and reporting capabilities you need for these tough economic times, please refer to http://www.seeclearlyaccounting.com/22/index.html
While you are looking at the tips about your chart of accounts, if you are responsible for the accounting for an estate, you may want to read 22 of the Best Tips for Trust and Estate Accounting. This sets out how we do this work using QuickBooks, with a little help from Excel.
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