I have never been a fan of excel. Believe me I've tried but I hate it. I mostly use word documents and spreadsheets in Google Docs. It's free and easy to use.
Definitely agree. Using cloud-based software like Google Drive can allow you to run your business more efficiently and makes collaborating easier.
Plus, it can set you on the path to running a paperless painting business.
Just in case you are interested, here are the steps to making your painting business paperless:
1. Get a cloud-based bookkeeping software. Quickbooks Online Plus has job-costing functionality that allows you to access your information anytime, anywhere. You can also complete estimates, invoices, and payroll all from your mobile device with the Quickbooks Online app.
2. Use cloud-based file storage. In order to get the full benefit of going paperless, getting a cloud-based file storage system is a must. Storing your files in the cloud allows you to access those files on any device, from anywhere. There are several options for cloud storage to include Google Drive, Dropbox, and Box.com. Google Drive has the added benefit of web-based document creation. With tools like Google Calendar, Google Sheets (similar to Microsoft Excel), and Google Docs (similar to Microsoft Word) you can do office work from the job site.
3. Use mobile mileage tracking. Ditch the paper mileage log. TripLog is an app you can download on your phone that integrates with Quickbooks Online. The app tracks your mileage for your painting business to allow you to write off the expense using the standard mileage rate on your taxes.
4. Use mobile employee time tracking. No more paper time sheets. TSheets is an app that integrates with Quickbooks Online Plus. TSheets allows employee to clock-in once they get to the jobsite using their phone. TSheets also allows managers to track the location and time in real-time to ensure employees are where they should be.
5. Get electronic signatures from customers. Once you do an estimate and contract, you’ll need a signature. Look into getting electronic signatures from your clients. SignNow.com gives you the ability to have your clients sign on your tablet or smartphone for $5 a month. Not only is this convenient, it also makes you look more professional.
6. Manage your receipts with the cloud. Hubdoc is once again, you guessed it, an app that integrates with Quickbooks Online and to your cloud-based file system. When you get a paper receipt, simply snap a picture with your phone, and Hubdoc organizes and classifies the receipt with your bookkeeping software. You can also have all your vendors send you electronic bills to a special Hubdoc email, and Hubdoc categories, syncs with your bookkeeping software and pushes a copy to a cloud storage folder you designate.
7. Get a scanner. In order to digitize all your current paper documents, get a scanner. A fast and efficient scanner that I use is the Fujitsu ScanSnap iX500.
Once you’ve completed these steps, you will save yourself a great deal of time through gained efficiencies, easier collaboration, and less clutter.