Choosing the Right Billing Software for Small Business

by | Mar 7, 2020 | Blog, How To, Other

You know how much of a hassle and time consuming it can be to manage the paperwork in the form of invoices, purchase orders, and sales reports, especially when you are a businessman. It can cost you both monetarily and mentally. This is where billing software comes in handy. They provide you with a variety of functionalities to easily record and maintain customers, sales, invoices, inventory, and suppliers data in a computer-based system.

Shifting towards a good quality software-based system might not be a problem for you. However, choosing the right software that fulfils all your needs and requirements can be tough. There is plenty of software available claiming to be the best for your business. But getting the wrong one can be disastrous and costly.

Below we have discussed 10 attributes that you need to check when buying a billing software to boost your business.

1. Customer Records

Maintaining customer records is vital in any billing system. When you are doing business, you need to keep records for your customers. Necessary information like name, phone number, fax, email, and web address needs to be stored. Moreover, other data related to marketing, such as discounts, etc.

2. Multiple Contacts and Communication History

What if your client has more than one contact, so it is essential to record the contact details of each person. To maintain a vast customer pool, you need excellent customer service for customer satisfaction. Word of mouth is a remarkable way to publicize yourself. Keeping a log for all the communication between your business and customer can be extremely helpful. This can result in more individual services for your buyers.

3. Multiple Shipments

Apart from your billing software creating sales orders, you can check whether it can record information related to the employee, such as a salesperson, etc. You can also see if it can give you more options, such as multiple shipments per sales order.

4. Search Facility

There will be no point in storing all this information using billing software until you cannot search for the relevant information quickly you need within seconds. Make sure your billing software has a user-friendly and efficient searching facility. It must allow you to search via multiple keys, including address, order dates, phone numbers, dispatch date, etc.

5. Tax and Regional Support

For your business to flourish, you need it to be adaptive and modular. Your billing software must change rates and taxes depending upon the customer’s area. It must also change the currency according to the region. Your software must be able to deal with significant currencies like USD, Euro, GBP.

6. Report

A critical point of using billing software is to generate reports within seconds. It is much beneficial in this competitive market. Your software must be able to create reports based on date, customer, or salesperson. If you have a B2B business, then you can get dispatch tools based on the time as another key performance indicator. Your billing software should ask you for the information to store in a report for customized, flexible, or specific reports.

7. Backup

Software or hardware failure can be catastrophic. All the investment worth thousand dollars can be drowned in no time. Backup is essential in today’s era, where information has become so valuable. Make sure your billing software comes with a backup facility either in-place or on cloud storage to avoid any unforeseen circumstances.

8. Online Help and Support

Customer support and help are beneficial primarily when a new user uses your system. If the software has a complete online help and manuals available, it will be convenient for the user. You must also check whether your billing software has direct technical support for your vendor.

Technical support can get costly, make sure your software includes some for its initial purchase amount.

9. Budget

The overall cost of the billing software depends upon the features it has to offer. Smaller software with basic functionalities can cost you around $100 or less, whereas more complex apps can cost you over $300. You must take into account your business level, your number of customers, and sales orders before getting the software to fulfil your requirements.

10. Customizations

This billing software is made generic so that anybody or any business can use them. Sometimes, you might need to add or adjust the software according to your unique business process and industry. Some vendors might offer these customizations either in the package or at other costs.

Other features to consider while choosing Billing Software

If you get a fixed price product, you have limited resources to use. In such a case, you might need to purchase things like stocks, inventory level management, or supplier relation. Some expensive software can provide extra features such as a follow-up diary, which allows you to keep track of tasks and their assignment to other employees.

Above we have explained all the necessary points, you need to check before getting a billing software for your business. Nonetheless, getting one can save ample of your time. Moreover, you can see a significant increase in your profit and efficiency.