I've got QuickBooks handling the accounting side but I'm looking for recommendations on other software that helps run the business more efficiently. Things like client relationship management, document storage, project tracking, time tracking for billable hours, etc. What are you all using beyond basic accounting? I feel like I'm spending too much time on administrative tasks and not enough time actually auditing bills. Any suggestions for streamlining operations?
Small business software recommendations beyond just accounting?
I use FreshBooks for time tracking and invoicing - integrates nicely with project management. For document storage I'm all in on Google Workspace - clients can access shared folders with their audit reports and historical data. Also using Trello for project tracking - simple kanban boards to track where each audit stands. The key is finding tools that talk to each other rather than having a bunch of disconnected systems. Saves me probably 8-10 hours a week on admin tasks.
For CRM I've had good luck with HubSpot's free tier - tracks client communications, stores contact info, reminds me to follow up on proposals. Document management is mostly Dropbox Business with folder structures for each client. Time tracking through Toggl - really eye-opening to see where your hours actually go. I was shocked to learn I was spending 15 hours a month just on proposal writing and client communications. Now I'm working on templates and automation to cut that down.
Microsoft 365 has been my go-to for almost everything. Excel for analysis obviously, but also OneNote for client notes, Teams for video calls with clients, SharePoint for document sharing. The integration between all the apps is pretty seamless. For time tracking I just use a simple Excel template - track client, date, hours, description of work. Not fancy but it works. The key is picking a ecosystem and sticking with it rather than mixing different vendors.
I've been using Airtable as a lightweight CRM and project tracker. It's like a spreadsheet database that you can customize for whatever you need. I track client contact info, audit status, findings, savings amounts, follow-up dates all in one place. Also using LastPass for password management - with all the utility websites we access, keeping passwords organized and secure is crucial. Way too many auditors are still using the same password for everything.
Great suggestions everyone. I'd add that backup and security should be top priorities. I'm using Backblaze for automated cloud backup of everything and BitDefender for antivirus. Client data is sensitive and losing it would be catastrophic. Also using DocuSign for contracts and agreements - saves tons of time compared to printing, signing, scanning, emailing. Clients love the convenience and it speeds up the whole process. Professional image matters when you're trying to win business from larger accounting firms.