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Bookkeeping Programs #962725
01/10/08 12:18 PM
01/10/08 12:18 PM
Joined: Sep 2006
Posts: 1,269
California
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dumdumdiddle Offline OP
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dumdumdiddle  Offline OP
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Joined: Sep 2006
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California
What bookkeeping programs do you teachers use? So far I've been doing everything manually: logging tuition payments, keeping track of receipts for expense deductions, etc... I know there's a better way.

(Not sure if it matters but I have an Imac)


Music School Owner
Early Childhood Music Teacher/Group Piano Teacher/Private Piano Teacher
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Re: Bookkeeping Programs #962726
01/10/08 12:39 PM
01/10/08 12:39 PM
Joined: Nov 2006
Posts: 1,461
Stanny Offline
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Stanny  Offline
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I use Microsoft Money for both my household accounting and my piano studio.

As far as attendance, I use a simple spreadsheet.


~Stanny~

Independent Music Teacher
Certified Piano Teacher, American College of Musicians
Member: MTNA, NGPT, ASMTA, NAMTA
Re: Bookkeeping Programs #962727
01/10/08 12:55 PM
01/10/08 12:55 PM
Joined: Jul 2007
Posts: 203
Northeast Illinois
K
kissyana Offline
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kissyana  Offline
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Northeast Illinois
My dad used Quicken when he ran his own paving business. One music school I work for uses Quickbooks.

Re: Bookkeeping Programs #962728
01/10/08 01:39 PM
01/10/08 01:39 PM
Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
John v.d.Brook Offline
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John v.d.Brook  Offline
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Olympia, Washington, USA
I use a spreadsheet program, which I wrote, because I wanted my statements to come out looking a certain way(the programs were quite inflexible 10 years ago), and more importantly, I couldn't find a program which grasped the concept of tuition. That is, I couldn't input a tuition and the program figures out what is due monthly. Programs that do this are considerably more expensive than Quicken or Quickbooks or Peachtree Accounting.


"Those who dare to teach must never cease to learn." -- Richard Henry Dann
Full-time Private Piano Teacher offering Piano Lessons in Olympia, WA. www.mypianoteacher.com
Certified by the American College of Musicians; member NGPT, MTNA, WSMTA, OMTA
Re: Bookkeeping Programs #962729
01/10/08 01:49 PM
01/10/08 01:49 PM
Joined: Apr 2007
Posts: 16,642
Boynton Beach, FL
Morodiene Offline
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Morodiene  Offline
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I use Quickbooks, but I don't use it for anything other than tuition billing/invoices and keeping track of student payments. I don't have a separate account for my business (I know, I know, shame on me), but since I already have about 8 different accounts to keep track of between personal and other businesses we have, I didn't want to add another! So I do all the checkbook stuff via MS money.

John: I think if you have your yearly tuition set up in the Item List (let's say $1000), you can use the register for the student and under quantity you put the decimal amount of what you want to bill (if over a 9 month period, 1/9=.1111), and it will calculate the monthly amount from that. Or you can set up a different item in the Item List for Monthly tuition and Yearly tuition or whatever after you've calculated what the monthly cost is.


private piano/voice teacher FT

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Re: Bookkeeping Programs #962730
01/10/08 11:52 PM
01/10/08 11:52 PM
Joined: Jul 2007
Posts: 1,645
Los Angeles, CA
Akira Offline
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Akira  Offline
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Los Angeles, CA
One thing I could suggest to streamline your bookkeeping is to put all your expense on a credit card. Most banks will allow you to download your credit card transaction activity, which will then allow you to code (categorize) all your expenses.

Quickbooks, Peachtree and the like are general ledger packages designed for the person with some knowledge of accounting. If you outsource your accounting or your bookkeeping requirements are simple (like only logging tuition payments, for example), you don't need a programs like these -- a spreadsheet works just fine.

Re: Bookkeeping Programs #962731
01/11/08 10:54 AM
01/11/08 10:54 AM
Joined: Apr 2007
Posts: 16,642
Boynton Beach, FL
Morodiene Offline
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Boynton Beach, FL
Quote
Originally posted by Akira:
One thing I could suggest to streamline your bookkeeping is to put all your expense on a credit card. Most banks will allow you to download your credit card transaction activity, which will then allow you to code (categorize) all your expenses.

Quickbooks, Peachtree and the like are general ledger packages designed for the person with some knowledge of accounting. If you outsource your accounting or your bookkeeping requirements are simple (like only logging tuition payments, for example), you don't need a programs like these -- a spreadsheet works just fine.
I agree. The only reason I use Quickbooks is because I already own it and use it for another company, otherwise I wouldn't bother.


private piano/voice teacher FT

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Re: Bookkeeping Programs #962732
01/11/08 02:16 PM
01/11/08 02:16 PM
Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
John v.d.Brook Offline
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Olympia, Washington, USA
Morodiene, I'm glad they've finally incorporated this feature. I sent numerous emails and talked to customer service reps back in the late '90's because I was so frustrated by the lack of this obvious necessity. It's like there are 100,000 teachers with the same problem, and they were just blowing us off. Once I worked out my spreadsheet, I figured, phooey, why convert!


"Those who dare to teach must never cease to learn." -- Richard Henry Dann
Full-time Private Piano Teacher offering Piano Lessons in Olympia, WA. www.mypianoteacher.com
Certified by the American College of Musicians; member NGPT, MTNA, WSMTA, OMTA
Re: Bookkeeping Programs #962733
01/11/08 02:19 PM
01/11/08 02:19 PM
Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
John v.d.Brook Offline
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John v.d.Brook  Offline
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Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
Oh, Akira, excellent suggestion about the credit card. I ordered a separate personal credit card for use with all music business expenses. I can download them in pdf format each month and it doesn't take very long at tax time to tally various expense categories. Of course, using the computer would be faster, but the time is expended loading the data in, and as our business isn't that extensive, it really works out about the same, time-wise.


"Those who dare to teach must never cease to learn." -- Richard Henry Dann
Full-time Private Piano Teacher offering Piano Lessons in Olympia, WA. www.mypianoteacher.com
Certified by the American College of Musicians; member NGPT, MTNA, WSMTA, OMTA
Re: Bookkeeping Programs #962734
01/11/08 04:03 PM
01/11/08 04:03 PM
Joined: Nov 2006
Posts: 1,461
Stanny Offline
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Stanny  Offline
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Posts: 1,461
I don't have a credit card for my business, but I opened a seperate checking account, and they also sent me a debt/check card that looks just like a credit card to use.


~Stanny~

Independent Music Teacher
Certified Piano Teacher, American College of Musicians
Member: MTNA, NGPT, ASMTA, NAMTA
Re: Bookkeeping Programs #962735
01/11/08 04:04 PM
01/11/08 04:04 PM
Joined: Jul 2007
Posts: 1,645
Los Angeles, CA
Akira Offline
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Akira  Offline
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Joined: Jul 2007
Posts: 1,645
Los Angeles, CA
Yes, John, the 'download' aspect of it saves tons of time IF you have high volume transactions and eliminates the need to manually enter necessary data like transaction date, vendor and amount into an accounting program or spreadsheet for tracking.

I'd also highly recommend getting (or changing to) a credit card that offer free miles. Use it enough and you'll get free airfare for your vacations, a nice fringe benefit. I almost never pay for airfare anymore. smile

Re: Bookkeeping Programs #962736
01/11/08 04:10 PM
01/11/08 04:10 PM
Joined: Jun 2007
Posts: 4,896
Puyallup, Washington
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Betty Patnude Offline
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Betty Patnude  Offline
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Joined: Jun 2007
Posts: 4,896
Puyallup, Washington
Great advice, Akira!

I frequently buy gift cards at my music store, as the register transaction is sometimes interrupted by a ringing telephone and people asking questions of the cashier - I hate the wait. They just pop the gift certificate in and the new balance goes on it. It saves me all the time of the approval and the signature too.

I spend a lot of time browsing for music, but I want a quick escape from the store, especially if someone is practing trumpet there.

Free milage for using a credit card? That's attractive - bet John who seems to fly a lot to piano pedagogy conventions, etc., would love that! Hey, John!

Betty

Re: Bookkeeping Programs #962737
01/11/08 04:30 PM
01/11/08 04:30 PM
Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
John v.d.Brook Offline
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John v.d.Brook  Offline
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Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
Akira, I guess I'm going to need to take a second look. After all, I don't want to be in the "Can't teach old dogs" category! laugh


"Those who dare to teach must never cease to learn." -- Richard Henry Dann
Full-time Private Piano Teacher offering Piano Lessons in Olympia, WA. www.mypianoteacher.com
Certified by the American College of Musicians; member NGPT, MTNA, WSMTA, OMTA
Re: Bookkeeping Programs #962738
01/11/08 04:31 PM
01/11/08 04:31 PM
Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
John v.d.Brook Offline
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John v.d.Brook  Offline
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Joined: Mar 2006
Posts: 7,639
Olympia, Washington, USA
Akira, just thought of a question for you - do the airline credit cards have to be with a specific airline or can they be used with any airline?


"Those who dare to teach must never cease to learn." -- Richard Henry Dann
Full-time Private Piano Teacher offering Piano Lessons in Olympia, WA. www.mypianoteacher.com
Certified by the American College of Musicians; member NGPT, MTNA, WSMTA, OMTA
Re: Bookkeeping Programs #962739
01/12/08 12:51 PM
01/12/08 12:51 PM
Joined: Jul 2007
Posts: 1,645
Los Angeles, CA
Akira Offline
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Akira  Offline
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Joined: Jul 2007
Posts: 1,645
Los Angeles, CA
John, I believe the programs differ depending on what credit card you select. You can check out some of these programs , to see which is best for you. The one I use is only good for United Airlines. I don't really have a problem with it though and have always received good service from them. On rare occassions, I've traveled to (international) destinations where they don't fly. They apparently have arrangements with 'sister' or 'affiliated' airlines, which you can redeem United miles through. In short, I've never traveled to any place where I couldn't use them (through United).

A word of caution, though, about these programs. Most of these types of credit cards charge a hefty interest rate if you don't pay off your entire balance at the end of the month, so it probably makes the most sense to get one only if you do.

Re: Bookkeeping Programs [Re: dumdumdiddle] #2607042
01/21/17 11:49 PM
01/21/17 11:49 PM
Joined: Dec 2016
Posts: 7
Salt Lake City, Utah
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Debby Lesko Offline
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Debby Lesko  Offline
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Joined: Dec 2016
Posts: 7
Salt Lake City, Utah
We have a music composition company here in Salt Lake City. For business purpose we have to maintain double entry bookkeeping records. We have a AICPA certified bookkeeper and he suggested us to try accounting services from Zipbooks. Quickbooks is a good choice. But I think they have some drawbacks in reporting system. Looks kind a complex. Sage is another good choice.

Re: Bookkeeping Programs [Re: dumdumdiddle] #2607554
01/23/17 01:15 PM
01/23/17 01:15 PM
Joined: Jul 2012
Posts: 252
USA
missbelle Offline
Full Member
missbelle  Offline
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Joined: Jul 2012
Posts: 252
USA
Even if you don't get airline miles, you get ONE accounting of your business by using a separate card just for music.
And that is valuable.

If I buy sheet music at an estate sale or a yard sale, I pay cash. But when I get home, I look over the books and decide where to store and use them. When I do, I write the purchase date and location on a post-it note inside the cover, and write myself a master receipt that I keep in my desk.

Tuition payment is same per month, and I keep carbon copies. Easy to count/add.

Non-lesson receipts (games, prizes, enrichments, piano tuning, etc...) are kept separate.

I exclusively use one card just for music, unless cash is the only accepted payment, and then I record at home.

Taxes have been relatively easy to calculate.

When I sell a book to a student, I pull off my post-it note and write what I sold it for. YES, at a profit!!!

The post-it goes into my desk drawer.

I like the idea of being organized, and post it notes are what saves me. I do not store and sort the music or whatever, until I record what I purchased.

I do not sign the back of a tuition check until I have written a receipt.

There is not a computer program that I use, but I have used spreadsheets for selling Boy Scout popcorn and they are quite useful.

For me, the hardest part is finding a time to sit down and do these things. It takes discipline. But, I find that when I do them, it really does not take that long, and I enjoy the feeling of accomplishment.

And, yes, thousands of teachers/ small business owners, searching for the same solutions.



Learning as I teach.
Re: Bookkeeping Programs [Re: dumdumdiddle] #2609615
01/29/17 10:06 AM
01/29/17 10:06 AM
Joined: Nov 2015
Posts: 589
Australia
cathryn999 Offline
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cathryn999  Offline
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Joined: Nov 2015
Posts: 589
Australia
As a tech geek I just thought I'd chime in with two suggestions.

One is Xero Online Bookkeeping - it's great, easy, affordable, and you can access it anywhere (and don't need to worry about your laptop crashing).

The other is SQUARE app for credit card processing - here in Aus it's a fixed fee of $3 per transaction, really easy to use (you don't need to set up your own merchant facilities), and you can also get a small device that plugs in to your phone so you can actually swipe credit cards.

I have the AU link here - sorry, no idea of where to get this in the US (or other countries).
http://www.officeworks.com.au/shop/officeworks/p/square-reader-payment-solution-squarepsol

(you need to use the reader in conjunction with the app).

Hope that helps someone!
cheers
Cathryn


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