| Pages in topic: [1 2] > | Poll: What kind of job management and invoicing software do you use? Thread poster: ProZ.com Staff
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This forum topic is for the discussion of the poll question "What kind of job management and invoicing software do you use?".
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| | | | neilmac
Spain
Local time: 08:38
Spanish to English
+ ...
My invoices are based on an old Excel template a friend made for me donkeys ago. As for job management, I keep a list of the jobs done for each client in a Word file, with a copy in Excel because the 'add' function in Word tables isn't always reliable. And that's about it.
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I'm quite happy with my simple method as it seems to be working well enough. I’m so used to it that I wouldn’t dream of changing it. I abide by the rule “Don't fix it if it ain't broken”. So, for “job management” no technology beats a sheet of A4 in “landscape view” with a simple grid layout using several columns: Date/My reference number/Client name/PO number/Source language/Number of words/Job type/Deadline/Invoice number/Total invoiced/Comments. I start a new sheet every month... See more I'm quite happy with my simple method as it seems to be working well enough. I’m so used to it that I wouldn’t dream of changing it. I abide by the rule “Don't fix it if it ain't broken”. So, for “job management” no technology beats a sheet of A4 in “landscape view” with a simple grid layout using several columns: Date/My reference number/Client name/PO number/Source language/Number of words/Job type/Deadline/Invoice number/Total invoiced/Comments. I start a new sheet every month and fill in a line by hand with a rollerball pen every time a mail comes in with a job. These monthly sheets are kept in a transparent plastic sleeve until the year ends, when they move to a folder. For invoicing I have been using the same old Excel template (I have one for each long-standing customer) and I always prepare each invoice immediately after completing a job so that nothing is forgotten. My long-standing customers are invoiced at the end of each month; for new clients invoices are sent out together with the translation (until hopefully they move to the other group). ▲ Collapse
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I take a print of the PO and pile all up in the order of delivery date. At the same time I note the deadline in my paper calendar.
When a job is completed, the PO goes to a drawer called TO INVOICE and it will be processed at my weekly invoicing time - Sunday afternoon.´
Then they are physically archived.
I also subscribe to a professional online accounting system, incl. for invoicing.
It all works perfectly for me, but I suspect my younger colleaques would... See more I take a print of the PO and pile all up in the order of delivery date. At the same time I note the deadline in my paper calendar.
When a job is completed, the PO goes to a drawer called TO INVOICE and it will be processed at my weekly invoicing time - Sunday afternoon.´
Then they are physically archived.
I also subscribe to a professional online accounting system, incl. for invoicing.
It all works perfectly for me, but I suspect my younger colleaques would argue that I use too much paper.  ▲ Collapse
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Mario Freitas 
Brazil
Local time: 03:38
Member (2014)
English to Portuguese
+ ...
| Don't waste money! | Feb 10, 2022 |
Learn how to use Excel and stop wasting money on sofware. You can configure your spreadsheets exactly as you want, the exact fields you want in the exact place you want, make the exact calculations you need and issue the exact reports in the exact format you want. All this for free. No paid software gets even close to that.
| | | | | A4, pen and pencil, Excel | Feb 10, 2022 |
I have an A4 sheet under the keyboard, which slides out whenever I need to see it, and then back again, without minimising whatever is on screen.
I have a pocket calculator to work out percentages and VAT, but a lot of the calculations are done in my head! I write them on a sheet of paper and do them by hand - it is just as easy.
Then I send offers to clients, or whatever.
Once a month I make out invoices, again manually from a Word template I set up years ago, o... See more I have an A4 sheet under the keyboard, which slides out whenever I need to see it, and then back again, without minimising whatever is on screen.
I have a pocket calculator to work out percentages and VAT, but a lot of the calculations are done in my head! I write them on a sheet of paper and do them by hand - it is just as easy.
Then I send offers to clients, or whatever.
Once a month I make out invoices, again manually from a Word template I set up years ago, one version in Danish and one in English. My husband checks them and takes care of tax and accounts - otherwise I would have to pay an auditor to do it.
He uses Excel too - that works fine. ▲ Collapse
| | | | Kay Denney
France
Local time: 08:38
French to English
I'm amazed that a majority of voters have clicked on "no software". I mean, like others here, I have nothing fancier than an Excel spreadsheet from which I copy the data into a template in Word. That comes under the heading of "desktop-based" in that I have Word and Excel on my desktop.
| | | | Kevin Fulton
United States
Local time: 02:38
German to English
| Excel and Word | Feb 10, 2022 |
I use Excel template to keep track of jobs (I rarely take more than two at a time) and use a Word template customized to the individual customer for invoicing. I haven't taken on new customers in a few years, so my old templates are sufficient.
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Baran Keki
Türkiye
Local time: 09:38
Member
English to Turkish
Proz has a very convenient and handy invoicing tool that not that many people here seem to use.
Though, I'd advise against sending invoices through Proz as they may end up in the recipient's spam folder or, worse, not be received at all.
| | | | Thayenga
Germany
Local time: 08:38
Member (2009)
English to German
+ ...
Normally I create my own invoices in Word, then convert them to PDF with a password that allows only printing them... if this should ever be required.
But lately I have come across a few new customers who request that I use their system software... which requires a complete registration. Alternatively, I could use the Pay Pal invoicíng system... of which I am not particularly found.
| | | | Susanna Martoni
Italy
Local time: 08:38
Member (2009)
Spanish to Italian
+ ...
In Italy we are now obliged to undergo an electronic invoicing system via Web (it was introduced two or three years ago).
All invoices are then sent to the Income Revenue Authority.
Even for foreign customers it is more practical to issue an electronic invoice.
So, no choice
But I prefer this current system.
| | | | | XOLO. Why didn't I do this years ago? | Feb 10, 2022 |
For years, I generated invoices with Word and Excel, copying new calculations into previous client invoices. Primitive, but effective - though not efficient.
After 15 years I finally decided to hand invoice generation and bookkeeping over to a service, and I could not be happier: XOLO.
OMG, I feel like I just got off a bike and onto a motorcyle. What was I thinking?
PS: I promise, I am not being paid ; )
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Sebastian Witte
Germany
Local time: 08:38
Member (2004)
English to German
+ ...
| QuaHill/Todoist/Essential PIM Pro/Google Calendar/WISO Mein Büro | Feb 10, 2022 |
Desktop-based QuaHill is very affordable, not only compared to what it can do, but also in absolute terms, and certainly recommended. Using desktop-based WISO Mein Büro, which is not expensive, for billing in English or German, or possibly one or two other languages upon request, like Spanish, means having to bill customers in euros, even if the job currency is USD, GBP or CHF as WISO Mein Büro supports the euro, and the euro only. We use oanda.com for currency conversion, but xe.com is also e... See more Desktop-based QuaHill is very affordable, not only compared to what it can do, but also in absolute terms, and certainly recommended. Using desktop-based WISO Mein Büro, which is not expensive, for billing in English or German, or possibly one or two other languages upon request, like Spanish, means having to bill customers in euros, even if the job currency is USD, GBP or CHF as WISO Mein Büro supports the euro, and the euro only. We use oanda.com for currency conversion, but xe.com is also excellent for this. So far, every customer who does not issue credit notes anyway has been able to understand this as there is very little available in terms of suitable billing software for very small businesses with PRO operations unless you do everything the way you have always done it, i.e. in a Word and Excel-based manner. We will obviously invoice customers using Word in any agreed non-euro currency in emergencies.
[Edited at 2022-02-10 19:44 GMT] ▲ Collapse
| | | | | Proz invoicing + Gmelius | Feb 10, 2022 |
I've been a very satisfied user of Proz's invoicing system for a few years now. As a translator, it's inherently better than other systems that need to be adapted to the ways I do billing - with Proz it's all built in. I often invoice EOM and just keep drafts updated throughout the month so that sending out invoices takes hardly any time at all. It also is great for automated reminders, etc. Finally, it is one of the many benefits that make me feel like I'm getting more than my money's worth fo... See more I've been a very satisfied user of Proz's invoicing system for a few years now. As a translator, it's inherently better than other systems that need to be adapted to the ways I do billing - with Proz it's all built in. I often invoice EOM and just keep drafts updated throughout the month so that sending out invoices takes hardly any time at all. It also is great for automated reminders, etc. Finally, it is one of the many benefits that make me feel like I'm getting more than my money's worth for the annual membership fee.
For workflow management, I use a Gmail plugin called Gmelius for a bunch of different (repetitive) tasks in my workflow, but one of the best is an email based Kanban that helps me track my project queue. It's invaluable and ensures projects don't get lost in the shuffle of my inbox. ▲ Collapse
| | | | Xanthippe
France
Local time: 08:38
Member (2008)
Italian to French
+ ...
SITE LOCALIZER | Express invoice | Feb 10, 2022 |
Justin Peterson wrote:
For years, I generated invoices with Word and Excel, copying new calculations into previous client invoices. Primitive, but effective - though not efficient.
After 15 years I finally decided to hand invoice generation and bookkeeping over to a service, and I could not be happier: XOLO.
OMG, I feel like I just got off a bike and onto a motorcyle. What was I thinking?
PS: I promise, I am not being paid ; )
As you, I did on Excel, then I've changed for Express Invoice, and I couldn't be happier too!
| | | | | Pages in topic: [1 2] > | To report site rules violations or get help, contact a site moderator: You can also contact site staff by submitting a support request » Poll: What kind of job management and invoicing software do you use? | Protemos translation business management system | Create your account in minutes, and start working! 3-month trial for agencies, and free for freelancers!
The system lets you keep client/vendor database, with contacts and rates, manage projects and assign jobs to vendors, issue invoices, track payments, store and manage project files, generate business reports on turnover profit per client/manager etc.
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| | Trados Business Manager Lite | Create customer quotes and invoices from within Trados Studio
Trados Business Manager Lite helps to simplify and speed up some of the daily tasks, such as invoicing and reporting, associated with running your freelance translation business.
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