Small Business Record Keeping Software Mac

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Three little words can cost you a lot more money than you might imagine — and they have nothing to do with “love.” When it comes to keeping your business’s records, saving everything “just in case” can prove to be an expensive proposition.

Maintaining records — legal, financial, employment, etc. — beyond regulatory requirements not only costs time and money, but also may unnecessarily expose your business to litigation.

If you are keeping every scrap of paper or email simply because you may need it later, it’s time to change your M.O. A far better approach is to develop a record-keeping strategy and execute it according to plan.

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What’s Required by Law

The records you should keep vary based on your business, industry, and location. But Diane Carlisle, executive director of ARMA International, a leading authority on governing information as a strategic asset, offers these basic guidelines:

  1. Business documents — Records that establish your right to conduct business, such as articles of incorporation and associated by-laws and business and tax-collection permits.
  2. Financial data — Records that reflect your financial dealings, such as accounts payable, accounts receivable, payroll records, and tax filings.
  3. Business agreements – Records that demonstrate your company’s obligations to your customers/clients, suppliers, and vendors (such as contracts), as well as to your staff (such as employee benefit packages and individual selections).
  4. Executive decisions — Records that show how business decisions were made and commitments honored, including annual reports, dividend records, board of directors meeting minutes and actions, and company health and safety documents.
  5. Regulatory compliance — Records that show you have met legal and regulatory requirements.

When to Toss Other Records

Regarding records you are not legally require to keep, Carlisle recommends figuring out how long you need those documents to operate your business efficiently and keeping them that long. To make that determination, she says, answer these questions:

  1. Are the business transactions and decisions relying on this information concluded?
  2. Have all regulatory and statutory requirements for keeping this information been met?
  3. Are you involved in any regulatory or statutory actions that require you keep the information longer than your policies dictate?
  4. Are you involved in any litigation which requires you keep them for the duration of the action? If not, keeping records around after the fact can leave you exposed to accusations of selective disposition, undermining the credibility of your program.

Your business records tell the story of your company. More importantly, they help you drive your enterprise forward. Invest some time in putting together a plan to keep them safe and available as long as necessary, including having backups whenever prudent. Whether your records are hard copy or digital, Carlisle recommends you also take the necessary steps to protect records from natural or man-made disasters (such as flood or fire) and unauthorized access (by hackers, thieves, or company insiders who should not have access to those records). Take extra steps to protect confidential or personally identifiable information.

For more information about the ins and out of record keeping for your small business, consider picking up a copy of ARMA’s guide Organize Your Office: A Small Business Survival Guide to Managing Records. Additionally, information about state and federal tax record keeping can be found on Intuit’s website and in IRS Publication 583, Starting a Business and Keeping Records [PDF].

ZipBooks is the best free accounting software for Mac. Sign up for a free account and gain access to our professional design, simple invoicing, and time tracking capabilities. ZipBooks can help your business accomplish its financial goals today.

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True Fact: ZipBooks users spend 15% less time on mundane bookkeeping tasks.

An intuitive design that drives productivity

It really is possible to get your finances in order in just a few minutes. With a simple time tracker, free online invoice examples, and the ability to track expenses and record estimates, ZipBooks makes accounting so much simpler. Because of its simple design, your first day with ZipBooks will be a very productive day.


Once you’ve signed into your account, you’ll notice that everything is right where you need it, and you’ll be able to focus on what’s important in order of priority. Try creating a project and recording time you spent on that project. Then pull up our simple invoice template and opt to add unbilled time to that invoice. It’s easy to include recorded project info in an invoice. Your clients will appreciate the transparency, and they’ll thank you by making payments faster.

Best Business Software For Mac

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Sending online invoices with ZipBooks accelerates payment by 17.5 days on average.

Invoicing made easy

ZipBooks is free accounting software for Mac that allows you to create and send an invoice in seconds. Just log in, create a new invoice, select a client, and opt to add unbilled time to that invoice. When including that time, you’ll have the option to bill by month or by project. This allows you to bill a client for only a certain portion of the time you worked. Or, you can bill for all of the time you have recorded on a project.

You don’t need to wait until the end of the day to catch up on paperwork. Feel free to send an invoice while you’re still with a client. Or, begin filling out an invoice when you have a spare minute and save it to send later. It’s never been easier to invoice than with a free ZipBooks account.

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“It's accrual world. ZipBooks makes it sweeter.” - A Real Customer

Mobile time tracking and project management

It’s easy to keep your finances organized when using free accounting software for Mac. ZipBooks allows you to pull up your account from any browser, device, or operating system. So if you start your day in the office and finish your day on the go, you can pull up your data wherever you are. Anywhere-access to your data allows you to keep accurate records without the hassle.

When you launch the ZipBooks time tracker, you can start and stop time as you work, or enter time entries manually. And with access to these tools from your mobile device, you can edit a project while sitting on the bus or update the payment status on your invoices while in line at the store. Keep your data up to date and online with a free ZipBooks account.

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More about this particular feature

  • ZipBooks lets you create and send beautiful invoices. Automate everything with recurring auto-bills while ZipBooks seamlessly integrates your billing into your books.

  • Manage your business on the go. Send invoices, mark payments, store receipts, and categorize expenses with native mobile applications.

  • Simplify your work by collaborating with employees, contractors, accountants, or other team members. Manage team permissions on reports, invoicing and billing, time tracking, or other parts of ZipBooks.

  • Organize your work into projects and tasks, and track your time right in ZipBooks. Once you’re ready to bill, pull that time into an invoice with a single click.

  • Tag any transaction in ZipBooks with a customer, vendor, project, location, or other custom tag — and generate an income statement and other reports based on one or more of your tags.

When you move your data to the cloud, you secure it from physical theft, loss, and hard drive failure. And once you're signed up, we'll protect your data with 256-bit SSL encryption.

When your records are organized and accurate, your clients will be more likely to pay quickly. If they can look at their invoice and understand just what they're being billed for, they won't mind paying you right then and there.

ZipBooks allows you access to all of our starter features without paying a single monthly or hidden fee. Our goal is to get you paid faster—this free accounting software is truly free.