Email invoices

Scholsey · Dec 4, 2021

How many people have gone completely paperless? Got a few occasional suppliers with email invoices but just received one off feed company who spend 200k+ with a year, considering just had £17/t increase i dont see why i should become their secretary as well, we use xero but accountant still wants paper invoices.

frederick · Dec 4, 2021

Scholsey said:
How many people have gone completely paperless? Got a few occasional suppliers with email invoices but just received one off feed company who spend 200k+ with a year, considering just had £17/t increase i dont see why i should become their secretary as well, we use xero but accountant still wants paper invoices.

Use hubdoc on Xero and tell your accountant to get with the modern world or forward his paperwork to someone else

Jdunn55 · Dec 4, 2021

Scholsey said:
How many people have gone completely paperless? Got a few occasional suppliers with email invoices but just received one off feed company who spend 200k+ with a year, considering just had £17/t increase i dont see why i should become their secretary as well, we use xero but accountant still wants paper invoices.

Much prefer paper invoices, the number of people I've missed paying because they have gone into my junk email and I haven't realised is unreal. Even when I've told my email to put that correspondent into my main email some still slip through which makes for a really embarrassing phone call to apologise. Most of them seem fine with it but I'm sure some think I'm just one of those bad players full of excuses which like I say is really embarrassing

Don't get me wrong I've lost a couple of paper invoices before but I always remember seeing them and when it comes to paying everyone I remember seeing them and therefore if I can't find them just phone apologise and ask them to email me an invoice and atleast that way I'm still within terms, just known as unorganised rather than a bad payer

frederick · Dec 4, 2021

Jdunn55 said:
Much prefer paper invoices, the number of people I've missed paying because they have gone into my junk email and I haven't realised is unreal. Even when I've told my email to put that correspondent into my main email some still slip through which makes for a really embarrassing phone call to apologise. Most of them seem fine with it but I'm sure some think I'm just one of those bad players full of excuses which like I say is really embarrassing

Don't get me wrong I've lost a couple of paper invoices before but I always remember seeing them and when it comes to paying everyone I remember seeing them and therefore if I can't find them just phone apologise and ask them to email me an invoice and atleast that way I'm still within terms, just known as unorganised rather than a bad payer

We have had this problem.
Our solution was to create a specific email invoice@.
It then means whenever you pop on Xero you forward all the unread emails to Xero and they don't get lost in the system

Jdunn55 · Dec 4, 2021

frederick said:
We have had this problem.
Our solution was to create a specific email invoice@.
It then means whenever you pop on Xero you forward all the unread emails to Xero and they don't get lost in the system

Is Xero an accounting software then? I really should get something, any good? Expensive?

frederick · Dec 4, 2021

Brilliant.
Not that expensive.
How do you cope with vat without a package.
It imports direct from your bank statement that means your always up to date.

Boysground · Dec 4, 2021

I use xero, find Ezzybills easier than hubdoc for sorting invoices. Used to fill 3 lever arch files a year with invoices. Not filled 1 yet this year.

have just set up a specific email for invoices. Not sent any paperwork to the accountant for 5 years. It’s all on xero

Bg

buffalo_soldier · Dec 4, 2021

It's about a 50/50 split here.I do print them off to add to the lucky dip pile though.
Everything paid by bacs nowadays.

Changing accountants is on the to do list though, haven't had last year's accounts back for 2 businesses yet and they keep sending me reminder letters for fees I've paid, not instilling me with confidence

som farmer · Dec 4, 2021

l use the wife
much simpler

Jdunn55 · Dec 4, 2021

frederick said:
Brilliant.
Not that expensive.
How do you cope with vat without a package.
It imports direct from your bank statement that means your always up to date.

There's no need to worry about vat when it's 9 months after applying and I still haven't got a vat number

I'll look into xero though thanks

Dumgal farmer · Dec 4, 2021

Jdunn55 said:
Much prefer paper invoices, the number of people I've missed paying because they have gone into my junk email and I haven't realised is unreal. Even when I've told my email to put that correspondent into my main email some still slip through which makes for a really embarrassing phone call to apologise. Most of them seem fine with it but I'm sure some think I'm just one of those bad players full of excuses which like I say is really embarrassing

Don't get me wrong I've lost a couple of paper invoices before but I always remember seeing them and when it comes to paying everyone I remember seeing them and therefore if I can't find them just phone apologise and ask them to email me an invoice and atleast that way I'm still within terms, just known as unorganised rather than a bad payer

Set up a separate email address for your farm business, different to the one that you message your pals on and that the local sports club newsletter gets sent to. That was all your business emails are there somewhere (you still have to check junk mail folder but it makes running your business easier)

oil barron · Dec 4, 2021

Scholsey said:
How many people have gone completely paperless? Got a few occasional suppliers with email invoices but just received one off feed company who spend 200k+ with a year, considering just had £17/t increase i dont see why i should become their secretary as well, we use xero but accountant still wants paper invoices.

I think it’s your accountant that’s using you as a secretary. They seem to be getting increasingly annoying and running against the technology tide to try and justify their existence and bills. There really shouldn’t be much for them to do if you are using xero.

DairyGrazing · Dec 4, 2021

I’m really childish and won’t pay an emailed invoice until they send a paper one.

Normally the same companies that won’t take a cheque for various reasons. Yet when you send one it’s cashed less than 3 days later on a second class stamp.

7610 super q · Dec 4, 2021

The procedure of sending a paper invoice in the post has worked for hundreds of years. I can't understand this obsession with taking tried and tested things that work, and replacing them with complicated sh!te that's prone to failure.

Chae1 · Dec 4, 2021

Accountant didn't want any paper invoices the 20/21 financial year.

It's my first year doing all the accounts. I still like printing them off! Just for reference purposes. Most invoices come in pdf format, just forward email to xero and put create bills to pay with them attached. Any that we receive in the post, I use the xero app and take a picture of invoice and upload it and attach it to bill.

Oldmacdonald · Dec 4, 2021

7610 super q said:
The procedure of sending a paper invoice in the post has worked for hundreds of years. I can't understand this obsession with taking tried and tested things that work, and replacing them with complicated sh!te that's prone to failure.

Yeah exactly. That's why I use a horse for transport, heat my cave with driftwood and clothe myself with animal skins.

7610 super q · Dec 4, 2021

Oldmacdonald said:
Yeah exactly. That's why I use a horse for transport, heat my cave with driftwood and clothe myself with animal skins.

Cool.

ARW · Dec 4, 2021

Both here. Paper copy for my own ease and digital for the bean counters that say we make money but I’m yet to see any of it
Some customers I email, some post, I prefer to post my invoices, they usually get paid quicker than waiting unread in the inbox

frederick · Dec 4, 2021

Jdunn55 said:
There's no need to worry about vat when it's 9 months after applying and I still haven't got a vat number

I'll look into xero though thanks

How are you claiming vat back

frederick · Dec 4, 2021

DairyGrazing said:
I’m really childish and won’t pay an emailed invoice until they send a paper one.

Normally the same companies that won’t take a cheque for various reasons. Yet when you send one it’s cashed less than 3 days later on a second class stamp.

Haven't written a cheque in over 3 years

Email invoices

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100% I’ve had enough of farming!

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