February 28, 2011 at 10:23Minibuh.ru - mini-bookkeeping for small companies
Hello, habrasociety. We are launching the Minibuh.ru web service , and you are the first to know about it.
This project will be of interest to small companies that have a freelance accountant, but it’s more convenient to write an invoice, act or invoice themselves. When using this service, the accountant has the following functions: to pay wages, taxes and submit reports to the tax. On the site you can keep a register of contracts, accounts, acts, invoices and payments. In our opinion, we made everything as simple as possible.
Like many studios, we started working as a very small team. Because at the initial stage, the amount of work and the number of signed contracts and bills is small, then it is quite possible to write out “pieces of paper” to a remote / incoming accountant. Over time, the team grows, volumes increase and documents need to be written out more and more often. At one point, such a scheme is exhausting itself.
As an intermediate option, the following “technology” was used. A folder is created, for example [2009]. Inside the folder, more folders are created: [Contracts], [Accounts], [Acts], [Invoice]. Inside these folders the register of documents is kept. Each document is a separate file, for example: 2009-12-15-Neft.doc is an invoice issued by the Oil company on December 15, 2009. Inside the folders there are also subdirectories. For bills: [Paid], [Partially paid], the root are unpaid. For acts: [Signed], [Not Signed]. This registry is sent monthly to the accountant, who enters it into his database.
When Scheme 2 got tired, we did an internal workflow - a web service running on a local network. When partners or clients who have a small business came to us, they were very interested in our intranet accounting. And the idea arose that this service could be useful not only for us, but also for the same studios and companies. As a result, the Minibuh.ru service was implemented. At the moment, it works according to the following scheme. In the studio, managers create and maintain documents. The remote accountant also has access to the service and simultaneously manages everything in the familiar 1C environment. Accordingly, an accountant is responsible for reporting tax and salaries. At the moment, it is this scheme that is acceptable to us and, possibly, will be acceptable to someone else.
This is a simplified scheme of the circulation of the project documents, so to speak. A framework agreement was concluded and signed with the client. Under the contract 2 works were supposed. According to the first work, an invoice No. 1 was issued for 1000 rubles. The account received 2 payments of 500 rubles, corresponding to the total amount of the account. In the end, the work was closed by an act in the amount of 1000 rubles. For the second job, invoice No. 2 was issued for 2000r. The invoice was paid in one payment for the total amount. The work consisted of a service (closed by an act for 1000 rubles) and goods (closed an invoice for 1000 rubles). Work under the contract is completed, documents are closed. All. Now a little more about the service.
The contract is the basis for the beginning of interaction with the client. The contract has:
Under contracts, there is no need to manually set the statuses. Everything is done automatically.
At the bottom of the table, a convenient filter is implemented for outputting documents with certain parameters.
The system also has “Contract Templates” - draft model contracts that are used by the organization in their work. The user can create a new template, change the current one or delete the selected one. The name of the template is read from the file name.
When creating a new contract, the user uploads the draft contract in any format convenient for himself (doc, docx, pdf). In the process of agreeing the contract, you can replace the version of the contract with a new one. Or, for example, initially the draft contract was in the DOC, then after signing you can scan it and upload a scan copy in the form of a PDF file.
I would also like to say about framework agreements with applications. The system does not provide a two-level hierarchy. There are two solutions. Launch the application as a separate contract. Or download the contract, “file” the application to it and upload it back to the system. We work according to the second scheme, in our opinion it is more logical.
The account has:
At the top of the invoice table you can:
At the bottom of the table is shown (taking into account the selected filter): how many bills and how much are billed, how much is paid, what amount is not closed by acts, what amount is not paid.
The accounts also do not have to manually state. Everything is done automatically.
An act is a document for “closing” an account. The act has:
At the top of the acts table, you can:
At the bottom of the table is shown (taking into account the selected filter): how many acts and for what amount are exposed, for what amount is signed, for what amount is not signed.
They work on the same principle as acts.
The section displays the dates and amounts of payments on bills, as well as new payments.
The directory of organizations is automatically filled when creating documents. By default, only the name is entered. If you need to enter all the details, you need to go into editing the organization and enter the necessary data. The sum of the organization’s turnover is also displayed here.
Work with the system begins with this last section. Here, data on the organization is filled in, screenshots of the print, logo and signatures for documents are downloaded. After filling in all the necessary data, you can begin work.
This is the basic version of the service. It is completely free. But we plan to develop the project. Also, during the operation of the service, we would be glad to hear your wishes, comments, suggestions.
Who is this all for?
This project will be of interest to small companies that have a freelance accountant, but it’s more convenient to write an invoice, act or invoice themselves. When using this service, the accountant has the following functions: to pay wages, taxes and submit reports to the tax. On the site you can keep a register of contracts, accounts, acts, invoices and payments. In our opinion, we made everything as simple as possible.
History of creation
Scheme No. 1 - The accountant does everything.
Like many studios, we started working as a very small team. Because at the initial stage, the amount of work and the number of signed contracts and bills is small, then it is quite possible to write out “pieces of paper” to a remote / incoming accountant. Over time, the team grows, volumes increase and documents need to be written out more and more often. At one point, such a scheme is exhausting itself.
Scheme No. 2 - The studio keeps documents on its knee, the rest is done by an accountant.
As an intermediate option, the following “technology” was used. A folder is created, for example [2009]. Inside the folder, more folders are created: [Contracts], [Accounts], [Acts], [Invoice]. Inside these folders the register of documents is kept. Each document is a separate file, for example: 2009-12-15-Neft.doc is an invoice issued by the Oil company on December 15, 2009. Inside the folders there are also subdirectories. For bills: [Paid], [Partially paid], the root are unpaid. For acts: [Signed], [Not Signed]. This registry is sent monthly to the accountant, who enters it into his database.
Scheme No. 3 - The studio conducts documents in a convenient and understandable environment, the rest is done by an accountant.
When Scheme 2 got tired, we did an internal workflow - a web service running on a local network. When partners or clients who have a small business came to us, they were very interested in our intranet accounting. And the idea arose that this service could be useful not only for us, but also for the same studios and companies. As a result, the Minibuh.ru service was implemented. At the moment, it works according to the following scheme. In the studio, managers create and maintain documents. The remote accountant also has access to the service and simultaneously manages everything in the familiar 1C environment. Accordingly, an accountant is responsible for reporting tax and salaries. At the moment, it is this scheme that is acceptable to us and, possibly, will be acceptable to someone else.
How does it all work
This is a simplified scheme of the circulation of the project documents, so to speak. A framework agreement was concluded and signed with the client. Under the contract 2 works were supposed. According to the first work, an invoice No. 1 was issued for 1000 rubles. The account received 2 payments of 500 rubles, corresponding to the total amount of the account. In the end, the work was closed by an act in the amount of 1000 rubles. For the second job, invoice No. 2 was issued for 2000r. The invoice was paid in one payment for the total amount. The work consisted of a service (closed by an act for 1000 rubles) and goods (closed an invoice for 1000 rubles). Work under the contract is completed, documents are closed. All. Now a little more about the service.
Treaties
The contract is the basis for the beginning of interaction with the client. The contract has:
- Number - can contain both numbers and symbols.
- Creation date - does not appear in the table (available when creating / editing).
- Date of signing. At the same time it is a status - signed / not signed. If there is a date of signing, then signed. The date of signing can be entered directly in the table by clicking on the "not signed" link.
- Customer. When creating a contract, if the customer was not in the database, it is automatically entered in the directory of organizations.
- A service / product is the type of tag to which category the work belongs.
- Exposed. The amount of invoices under the contract.
- Paid. The amount of payments on invoices.
- Status. Created - the contract is created, but not signed. In work - an agreement has been created and signed and / or there are created accounts for it. Closed - all invoices issued under the agreement are closed by acts / invoices. Excess - the amount of issued acts / invoices exceeds the amount of invoices.
- The “download” and “delete” buttons. The contract can be downloaded or deleted in the table. If at least one invoice is issued under the contract, the system will not allow you to delete the contract. Before deleting a contract, you must delete the account associated with it.
Under contracts, there is no need to manually set the statuses. Everything is done automatically.
At the bottom of the table, a convenient filter is implemented for outputting documents with certain parameters.
The system also has “Contract Templates” - draft model contracts that are used by the organization in their work. The user can create a new template, change the current one or delete the selected one. The name of the template is read from the file name.
When creating a new contract, the user uploads the draft contract in any format convenient for himself (doc, docx, pdf). In the process of agreeing the contract, you can replace the version of the contract with a new one. Or, for example, initially the draft contract was in the DOC, then after signing you can scan it and upload a scan copy in the form of a PDF file.
I would also like to say about framework agreements with applications. The system does not provide a two-level hierarchy. There are two solutions. Launch the application as a separate contract. Or download the contract, “file” the application to it and upload it back to the system. We work according to the second scheme, in our opinion it is more logical.
Accounts
The account has:
- Room. Accounts are numbered automatically in ascending order.
- Date of creation.
- Contract. An invoice necessarily refers to a contract. Not displayed in the table (available when creating / editing).
- Customer. When creating an account, if the customer was not in the database, it is automatically entered in the directory of the organization.
- Payer. Not displayed in the table (available when creating / editing).
- Service / product - taken from the contract.
- Names of goods / services. Not displayed in the table (available when creating / editing).
- Amount.
- Paid. Receipt of payments on the account. You can pay directly in the table by clicking on the link, or use the “Payments” section.
- Closed No - if there is not a single act / invoice issued. Partially - acts / invoices are issued, but not for the full amount of the invoice. Yes - the sum of acts / invoices corresponds to the amount of the invoice issued. Excess - the amount of issued acts / invoices exceeds the amount of the invoice.
- The delete button. The account can be deleted in the table. If at least one act or invoice is issued on the account, the system will not allow you to delete the account. Before deleting an account, you must delete the act or invoice associated with it.
At the top of the invoice table you can:
- Generate a PDF for printing and signing, or with a signature and stamp to send a scan copy.
- Write out the deed / invoice for the account or for several accounts at once.
- Create a copy of the invoice based on the selected one.
At the bottom of the table is shown (taking into account the selected filter): how many bills and how much are billed, how much is paid, what amount is not closed by acts, what amount is not paid.
The accounts also do not have to manually state. Everything is done automatically.
Acts
An act is a document for “closing” an account. The act has:
- Room. Acts are numbered automatically in ascending order.
- Date of creation.
- Account / accounts. The act necessarily refers to any account or several accounts. Not displayed in the table (available when creating / editing).
- Customer. It is taken from the account.
- Names of services. Not displayed in the table (available when creating / editing).
- Amount.
- Status. Signed / Not Signed.
- The delete button. The act can be deleted in the table.
At the top of the acts table, you can:
- Generate a PDF for printing and signing, or with a signature and stamp to send a scan copy.
- Create a copy of the act on the basis of the selected.
At the bottom of the table is shown (taking into account the selected filter): how many acts and for what amount are exposed, for what amount is signed, for what amount is not signed.
Overhead
They work on the same principle as acts.
Payments
The section displays the dates and amounts of payments on bills, as well as new payments.
The organization
The directory of organizations is automatically filled when creating documents. By default, only the name is entered. If you need to enter all the details, you need to go into editing the organization and enter the necessary data. The sum of the organization’s turnover is also displayed here.
Settings
Work with the system begins with this last section. Here, data on the organization is filled in, screenshots of the print, logo and signatures for documents are downloaded. After filling in all the necessary data, you can begin work.
This is the basic version of the service. It is completely free. But we plan to develop the project. Also, during the operation of the service, we would be glad to hear your wishes, comments, suggestions.