Software for Professional Billing

Software for Professional Billing

time is money!As a business owner, you will need to send invoices to your clients in order to get paid. Sending a professional-looking invoice not only creates a good image for your business, but it also aids in helping you get paid on time.

Clients are going to treat you in a more professional manner if you treat your business in a more professional manner. Plus, as a business owner it is imperative that you are able to manage invoicing and billing in an organized manner to keep your business running smoothly.

One way to manage invoicing is to use invoicing software. Today there are a variety of different invoicing software options available that you can use to manage your invoicing in a professional, organized way. There are both free and paid options around. Here are a few that you can consider.

FreshBooks

This is cloud-based professional invoicing software that allows you to send professional-looking invoices no matter how your client likes them - by email, in the mail, or even directly to their Freshbooks account. It also allows you to track time and manage expenses on each project so that you can track profitability of everything that you do. FreshBooks syncs with a variety of other systems such as Outright.org, Basecamp.com and Zendesk.com to help you manage your entire business.

QuickBooks

Available both as cloud-based software and as local software on your computer, QuickBooks offers advanced invoicing options. If you often send estimates first to your clients, you can convert your estimated invoice to a regular invoice automatically. You can also schedule automatic invoices to be created and sent to clients on a particular date. You simply keep track of all the work you do for that client and the system will grab it and make the invoice for you.

Wave

This is a free unlimited invoicing software that allows you to create professional-looking invoices. You can customize your invoices by altering the template with your own logo and colors. You can even add a pay now button to your email invoices that allows your customers who use credit cards to pay your invoice automatically. This free software is also totally mobile ready and completely in the cloud.

PayPal Invoicing

Many people don't realize it, but you can also use PayPal's free invoicing tool to send professional invoices via email to all your clients. If you have a business account, you simply go to "Request Money" then choose Create an Invoice. You can save invoices and client information so that each time you create them you don't have to re-enter all their information. You can't customize them as much as the other offerings but you can add your logo to them. They are free and a lot of people like them.

No matter which software you choose to use, you'll be sure to look more professional if you use a professional program for invoicing. Not only that, you'll be more organized because you'll know who owes you and who has paid you at a glance.

References:

FreshBooks
http://www.freshbooks.com/

QuickBooks
http://quickbooks.intuit.com/invoicing/

Wave
https://www.waveapps.com/invoicing/

PayPal Invoicing
https://www.paypal.com

Ten Ways To Balance Work and Family

balanceBalancing a work life and a home life can be difficult, but with a little knowledge and planning, you can make it work for you.  Here are ten tips that will help you balance your work life and home life.

1.  Set realistic goals.  It's pretty much a given fact that if you want to achieve something big, you have to make some sacrifices.  While the select few can manage, most people can't become a CEO and run a successful household.  When setting your goals, be realistic and don't stretch yourself too thin.

2.  Make schedules.  Keeping track of work and your family can be difficult to plan.  Try to keep a set schedule from day to day and week to week if you can.  Always remember to make a written schedule and give everyone a copy.

3.  Take time for yourself.  It's a natural instinct of mothers to sacrifice themselves for the good of their family.  However, it's important to remember that if you don't take care of yourself, you can't take care of anyone else.  Try to schedule in at least a few minutes of "you time", whether it be going for a run, watching your favorite TV show, or just sitting in a room by yourself to relax for a few minutes.   

4.  Work from home.  If you can do your work over the Internet or phone, you may be able to swing working at least part of the time from home, giving you more time to spend with your family.  Just remember that there are a lot more things at home to distract you from getting your work done.

5.  Get some exercise.  Working out is not only a great way to stay healthy and gain energy, it's also a great way to spend time with your kids.  Instead of hitting the gym, go play ball in the park or take them for a walk.

6.  Take advantage of leave.  Most jobs allow you a certain amount of leave, but a lot of us end up not using it.  Make sure you know how much time you have and take it, whether you go on a vacation with your family or just use it to take a well-deserved rest day every so often.  

7.  Prioritize.  When making your to-do lists, figure out the things that are most important for you to do and get them done first.  If there isn't enough time to do everything, you won't feel as bad about what you have to cut.

8.  Take classes.  As many people will tell you, there's no manual on how to be a good parent and have a successful career.  But if you search around your community, you can find classes and seminars from people that have been where you are and managed to do well.  They can give you inspiration along with helpful tips and tidbits to get through your day.

9.  Watch for burn out.  Even if you schedule everything, take breaks, and do everything else above, what you're doing may just be too much for you.  Watch yourself for changes in mood or physical problems.  They could be a sign that you're burnt out and need to make some changes to your plans.  Remember, your health is important too.

10.  Learn to say no.  If you want to have a successful career and family life, you will have to learn to say no occasionally.  If you try to do everything, you're going to burn yourself out and not be able to take care of anyone.  Being a good employee and a good parent doesn't mean you need to do everything you're asked.

Expanding Your VA Business

TeamAs a virtual assistant it’s very easy to fall into the trap of working around the clock and doing everything all on your own. If you’re getting lots of clients and repeat work, that’s fantastic and speaks dividends about your services. How about now using that to your advantage?

Expanding your VA business makes sense on all levels – you’ll have the ability to grow a client base, you’ll have a pool of other VAs to help you on a regular or as-needed basis, and you can slowly make the transition into being more of a manager rather than doing all the work yourself.

Here are a few tips to help you expand your business.

Don’t turn down clients.

If you’re getting so busy that you’re turning down clients, it’s time to expand. Find a VA or two to start which you know provide quality work. Contract work out to them on an as-needed basis. This means that you deal with your clients and they remain your clients at all times, but you sub-contract some of your work out to other virtual assistants. The VA’s deal with you (not the client) at all times and you pay them for their services.

The best way to do this efficiently is to systemize the process right from the start. Set up a simple yet efficient billing system so that you pay subcontractors on the same day each month. Ask your subcontractors to submit invoices to you to help make record keeping easier, and keep track of all assignments so that you can check the accuracy of all hours billed.

It’s also important you keep efficient records of all projects. You can use an online system like Basecamp to help you do this or a simple calendar – it’s really up to you – just make sure that you can easily track all projects.

Drum up new business. 

As you build up a database of VAs who are available to take on new work, start drumming up new business. Market your services online and offline to gain new clients. Use online forums to let business owners know that you’re available. Advertise your services strategically both online and offline. Write and distribute articles on topic with your business. And basically let potential clients know that you and your team can help them with their projects.

A professional, well-laid out website will play an important role in helping you build your business. Include a full FAQ about your business and services. Let clients know that you have a wide pool of assistants that can help with a large number of tasks. And give them a detailed list of all your services. And don’t forget to make contacting you easy – include an email address, postal address and telephone number where possible.

Build up a great team. 

The key to making your expansion a success will be a great team working in the background. To do this, ensure that you treat your subcontractors fairly – offer good rates for their services, be respectful and try to give them new projects as regularly as possible.

Communication is also extremely important. Set up a system so that there are no chances for miscommunication. Ask your subcontractors to confirm new projects. Set clear turnaround-times and ask them to notify you in case they can’t meet their deadlines as soon as possible.

Building up your VA business is possible. It’s just a matter of thinking “big” right from the start. Good luck!

Breaks Increase Productivity

take a break

Are you working and working but just can't seem to focus and get stuff done?  You might even be considering seeing a doctor, but the solution may be much more simple than that - just take a break.  Taking short ten minute breaks throughout the day can help you refocus and re-energize so you're more productive once you get back to work.

Scientists and psychologists have actually done many studies that show how effective breaks can be.  In fact, many large businesses have now started adopting break times into the course of the regular day.  Employees are actually paid to sit at their desk and read, research topics they enjoy on the Internet, and do other things that interest them.  It's been shown that allowing these breaks actually increases productivity and employee satisfaction enough to compensate for the lost time plus some.

To get the most good out of your breaks, try making your activities something that will help increase production when you return to work, rather than something that simply distracts you.  Some great options include aerobic activity or relaxation exercises.  They'll clear your mind, while producing chemicals in your body that will boost concentration when you get back to work.

If physical exercise isn't your thing, or you just don't have the chance to do it at work, there are other things you can do to relax and clear your mind so you can get back to work.  Meditation or other breathing exercises only take a few minutes, but can help you feel better mentally and physically.  Not only does it help you focus, it can also lower your blood pressure and help reduce the physical signs of stress.

The biggest danger in taking breaks is not getting back to work when the break is done.  A lot of people will try to skip breaks because they're afraid they won't get back to work and the work won't get done.  But when you skip breaks, you can significantly decrease productivity and actually end up getting less work done.  The key is setting a time limit to your breaks and sticking to them.  If you have trouble, try setting a timer when you take a break, or having someone back you up by making sure you get back to work.

If you've been pushing too hard and have reached burnout, a ten minute break just isn't going to be enough.  If you are finding yourself feeling sick, tired, and only ever in a negative mood, especially about work, you are probably burnt out by work.  In this case, you not only need to incorporate short breaks into your day, you also need to alter your how and when you work and may even need an extended vacation.

Breaks are an easy and effective way to increase your results and become more successful with very little effort.

How To Prove You Are the *Right* Person For the Job

Guest Post By Tina Forsyth www.OnlineBusinessManager.com

Over the last years I’ve spoken with a lot of business owners who are searching for a new virtual team member. One of the questions I get asked all the time is “Tina, how do I know if the person I’m hiring can actually do the job.”

Young Woman Working at Home, Small OfficeToo often, business owners jump into a relationship with a new virtual support professional after just two brief conversations. After a few short weeks, things start to crumble – leaving the business owner (1) unsure of how and why things started to crumble and (2) feeling a little ‘gun shy’ about working with virtual support professionals moving forward.

So how can you, the Virtual Assistant, freelancer, virtual support professional of any kind, prove that you are the BEST person for the ‘job’ and are worth hiring? If you feel confident in your skills and abilities, you know you’re great at what you do AND you can clearly and concisely communicate this – you will make it super easy for clients to make a decision to hire you.

Here are three things you can do that will help you prove that you’re “the one”:

Get Testimonials

Most virtual support professionals don’t do this enough. When you do great work for your clients, ask them for a testimonial that you can post on your website and use in other marketing materials.

Here’s a tip to make it super easy: Draft the testimonial on behalf of your client and give it to them to edit. Business owners will often have a tough time coming up with a testimonial from scratch … but if they have something to edit, they will realize what they really want to share.

Keep Track of Your Own Successes

What successes have you helped your clients create? Those are your own successes as well, and are proof of your contribution to the business.
Keep track of these successes so that you can share these stories/examples when talking to new clients. If you offer visual/graphic services, create a portfolio of your work so people can see what you do.

This exercise is also a great confidence builder for YOU. You will likely be surprised (and very proud) to see how much you actually contribute to the success of your clients.

Date Your Clients First

There is no better way to prove yourself then to actually jump in and do some work for the client.

Offer to help out with a project before you commit to a longer working relationship -- I call this ‘dating’ the client. Make it clear that in the dating stage there are no strings attached – either you or the client can decide to discontinue at any time during the dating stage without any hard feelings.

If things go well, you can both jump into a longer term relationship with confidence.

By implementing these three simple steps, you will not only boost your own confidence, but also the confidence of the business owners you want to work with.

I’d love to hear from you – what else can you do or have you done to prove that you are great at what you do and are worth hiring? Please share your thoughts.

Strategies to Become a Better Decision Maker

good decisionBeing a good decision maker can help you in business and life. It’s been said that highly confident people make decisions clearly and stick to them rather than changing their minds or being indecisive.

And even if decision making doesn’t come naturally to you, it is a skill which can be built on. Here are a few tips to help you:

#1 – Start small. Even making small everyday decisions will help you accomplish the bigger goal. Small decisions such as what food to eat at a restaurant are not to be underestimated. A good way to start is the next time you’re eating out, look at the menu and decide what you’d like to eat. Then put the menu down and don’t change your mind. Don’t ask your companions what they’re having and base your decision on that - make the decision on your own and then stick to it.

Small steps like this can be empowering and help you to tackle the bigger decisions to come in the future.

#2 – Approach decisions logically. Many of us tend to make emotion-based decisions rather than logical ones. In business this can spell disaster. A good way to help you approach decisions in a logical manner may be to write down a list of pros and cons.

Simply grab a sheet of paper and label one side pros and one side cons. Then list all the good and bad points of your choice. Logically think through your comments and then make your decision. This way you can leave emotions out of the equation and concentrate purely on the facts.

#3 – Cut yourself some slack. Making decisions is a skill which can be learned but even pros don’t always make the right choices. Realize that making decisions effectively takes confidence and is a great first step, but your decisions may not always be the right decisions. If you happen to make the wrong decision, give yourself a break and take comfort in the fact that you thought out your decision clearly and logically and made the best choice possible at the time.

Being a good decision maker takes time and practice. However, it’s a worthwhile skill to develop. Making decisions regularly may help build your confidence level and also help people know where they stand with you – two great entrepreneurial qualities.

Advantages of Webcasting (Video)

Webcasting

With social networking being at a high point and increasing steadily, the drive for interactive websites is on the increase.

A lot of people want a website that’s not simply static and they’re looking for interaction when they log onto the net – from Twitter to Facebook to YouTube – we want to connect.

As an online business owner this means that adding a webcast to your online business is a great move.

First, what is a webcast?

In simple terms it’s a video recording placed on the web. Just like a TV offers traditional viewing, a webcast does something similar - but the video is streamed on the internet rather than the TV network.

A webcast can be anything from a video of you explaining how to do something to your viewers, to a two (or more) people interview, to an interactive online class.

The point is that you’re adding an interactive feature to your website and making it easier for visitors to give their feedback and get involved.

Anyone can start a webcast with a simple video recorder. One of the easiest methods is the Flipcam. It makes getting your videos on the internet drop dead easy. You can also use more sophisticated equipment to create news programs on a very high-end level.

There’s a lot of different equipment you can use and a little research will help you find the best. Once you’re set up with your video recording mode you can take things a step further and use a video editing service to add features to your recording which will really make the video stand out. There are many services online and a simple Google search will help you find the right one for you.

Webcasting is a great addition to your website. You’re making it easy for your visitors to interact with you while offering valuable information. This will keep them coming back to your site over and over again.

LeadPages Step-By-Step Guide

Step-by-Step Guide to LeadPagesWorking with LeadPages for your clients? It's definitely not completely intuitive, is it?

Well, you're in luck!

We've created this step-by-step guide with screenshots, to get you quickly "in-the-know" about LeadPages: LeadPages™, LeadBoxes™, webinar pages, 404 pages, and more.

Table of Contents

Guide Table of Contents

A great guide to add to your VA knowledge library, ready to access as soon as your next client says, "I need a LeadPages opt-in form created!"

Buy Now

How to Find Legitimate VA Opportunities

So you’ve just started a VA business and you need clients. Not to worry. You’re in a high demand business. The clients are there. You just have to know where to look. True, there are some scams out there. However, the legitimate opportunities far outweigh the scams. Here are three great ways to find legitimate VA opportunities.

Ask

In the beginning, there are a few key places to find legitimate VA opportunities. The first and often best resource is your connections. Ask your friends. Ask your family. And ask your business associates for referrals. Often, the best clients come from known sources.

Consider creating an email and sending it to the connections in your rolodex. Introduce your services. Stress the benefits you offer. And ask for referrals. You might even offer a referral bonus. For example, for each new client you receive the person earns a credit toward your services. You could really motivate people by offering cash. Just make sure that you can afford it!

Network

Another way to build your business and find legitimate VA opportunities is through networking. If you have a social networking profile, consider connecting with a few people you’d like to work with. Send them an email or a message introducing yourself. The worst thing that can happen is nothing. The best…you get a new client.

Don’t forget to promote yourself on social networking sites too. Offer promotions. Link to your blog and online content. Become a valuable contributor and help others as well. They’ll remember you and turn to you for assistance in the future.
Networking offline is great too. Join your local business organizations. Attend networking events. Bring a business card, confidence and a smile. You’re sure to meet a few new clients.

Job Sites

Finally, there are the freelance job sites and the job boards. These are full of legitimate opportunities. They’re also full of scams. Use them wisely. Make sure you research each potential opportunity thoroughly. Speak to a live person if you can.

And sites like Elance that control the payment, communication and delivery process are good. They can help you if there’s ever a dispute. And they require providers and employers to leave feedback. If the employer doesn’t have good feedback, don’t work with them.

There are legitimate VA opportunities everywhere. Market your services. Get out and meet people. And don’t be afraid to use the job boards. They do provide excellent experience, connections and profit potential. To your success!

How to Find Legitimate VA Opportunities

So you’ve just started a VA business and you need clients. Not to worry. You’re in a high demand business. The clients are there. You just have to know where to look. True, there are some scams out there. However, the legitimate opportunities far outweigh the scams. Here are three great ways to find legitimate VA opportunities.

Why Every VA Needs an Online Presence

Building a VA business? Great! Congratulations! Being self-employed is a fulfilling and rewarding lifestyle. Before you get too far into that business plan, are you planning on having a website? If you’re going to be a virtual assistant, you need one. Here’s why:

Your Clients are Online

You’re a virtual assistant. Emphasis on virtual. That means your business operates online. Via the internet, email and perhaps instant messaging and conferencing. If you’re without an online presence, you’re missing out on clients. The majority of your clients will be online business owners. That means they’re very Internet focused. They’ll turn to the internet first to search for a provider.

Now that’s not to say that you won’t have local clients. You might. However, they’ll still likely search for you online. It’s how our society buys products and services.

Your Website Establishes Your Credibility

Many VA tasks are focused on the Internet. You might be managing a blog or forum. You might be proofreading and uploading articles into article directories. You might be managing affiliates for a business. All of those tasks require a good degree of comfort using online technology. Your website helps demonstrate your ability to use the internet. It demonstrates that you’re comfortable online and skilled with using technology.

If you don’t have a website, many of your clients may wonder why not. They may simply disregard you because you’re not online.

Your Website Markets Your Services

Your website accomplishes a number of marketing tactics. It communicates your services and fees. It answers any questions a prospect might have about your services, practices and policies. It also showcases your personality. You’ll likely have an “About Me” page. This is useful for telling your story. However, the word choice, design and feel of your site also helps communicate your personality and brand your business.

Your website can also broadcast your successes. You can list your testimonials. You can cite awards you’ve earned. You can communicate organizations you’re a part of. You can also list the companies you’ve worked with. All of this helps establish you as a credible service provider. Your website can be used to build trust with your prospects.

Finally, you can use your website to facilitate many of your business functions. Communications, payments and even inquiries can be managed through your website. You can also use your website to generate more income by affiliating with products or services and by selling advertisement space.

In short, if you’re going to be a Virtual Assistant, do it the right way. Create a website that helps you build and grow your dream business.