Shelly’s Bookkeeping recently reviewed several job management software add-ons for an earth moving client looking to move from paper-based systems to a streamlined and integrated job management, invoicing and accounting system. The client was specifically interested in cloud based job management add-ons for Xero, however some of those we examined also integrate into Quickbooks or MYOB. This list is not exhaustive, we trialed GeoOp, Fergus, SimPro and ServiceM8. Free trials are available for each of these software packages.
The core functionality of these four cloud software programs is job management and invoicing. Additional features of the software may include payment systems, GPS tracking, SMS or email communications.
Top 5 Free Bookkeeping Apps for Small Business
1. GeoOp
GeoOp is a cloud based job management, invoicing and workflow platform allows you to easily schedule your jobs, assign them to staff and manage your workflow.
The software can run on multiple platforms including windows tablets. Easy user interface allowing quick setup of users and pricing templates. Reasonably cost effective if you have lots of small jobs but few contractors /staff
Real-time GPS tracking so you know where your staff/ trucks are at anytime. The GPS system integrates with Navman.
Ability to upload photos, file and audio to share information about a job between team members. Quotes and invoices can be generated instantly and accepted with signature. On the spot payments can be accepted. Easy integration into Xero and also other accounting systems.
2. ServiceM8: Smart Job Management
ServiceM8 has an ntuitive user interface means getting setup and started using this job management software takes minimal time or training. Easy drag and drop interface to allocate jobs to staff members and schedule times. GPS tracking for staff and jobs, means no wasted time with contractors getting lost en route.
Built in email and SMS capabilites to remind clients of bookings or for easy notification if your running late. Also can be used to communicate with staff in the field or notify staff of urgent bookings or changes.
Integrates with Xero, Quickbooks and MYOB accounting software for a complete solution.
Pricing is based on the number of invoices / jobs not on the number of users. For the budget conscious startup the 20 free jobs per month is very appealing, and if you go over 20 you just pay for the extra jobs you have used.
3. Fergus
Fergus is a cloud based job management and scheduling software allowing a business to create quotes and invoices. Easily view and manage staff jobs and allows for three pricing levels for costs, retail and trade. Fergus claim their app will increase staff billable hours. We found the initial setup difficult and the user interface not as intuitive as the other software. Ideally we would like to be able to enter products on the fly while creating a job, this would help the workflow especially for those one-off items.
Reporting features were more extensive than some of the other software and includes WIP, staff chargeable hours, profit & loss statement, timesheets plus others.
SimPro Services was probably the hardest of those reviewed to initially setup and use. It does have some features the others don’t e.g inventory and comprehensive reporting abilities. SimPro would ideally suit a builder trades-person, allowing for a small database of common priced items for quoting on jobs.
The software has the ability to generate multiple reports such as comparing quotes to actuals, perform stocktake, view job profitability and many more.
Our advice to anyone looking for job management software would be to create a list of features they need and rank them in order of importance. Sign up for the free trial and test a few of the job management software programs. Compare their abilities to your checklist and also their ease of use.
Contact Shellys Bookkeeping to help advise you and setup an integrated accounting and job management solution for your business.
Feature Comparison
Estimating
Invoicing
Scheduling
Reports
SMS / Email
GPS Tracking
Accepts Payments
Estimating
Invoicing
Scheduling
Reports
SMS / Email
GPS Tracking
Accepts Payments
Estimating
Invoicing
Scheduling
Reports
SMS / Email
GPS Tracking
Accepts Payments
Estimating
Invoicing
Scheduling
Reports
SMS / Email
GPS Tracking
Accepts Payments
Comments 4
Thanks for the comparison study, we are tossing up between the ServiceM8 and the GeoOp. Its frustrating to find small business software just to be able to invoice, receive payment with a great scheduling service. Most seem to have so many extras and charge according to the number of invoices sent. I feel that if you buy 1 licence per month, then the administrator should be entitled to access for free and not just the serviceman. Also some companies have a lot of small value invoices and capping the starter level software to 50 invoices a month is a little unfair.
Thanks Rusty,
Always nice to get a comment, in the end this client didn’t end up choosing any, but for these guys Geo OP would probably be a good choice.
if you need help with any give us a holler
Cheers
Hi Shelly,
Was googling around for field management software and happened upon your post. Nice as was difficult to find something that was a real person comparison. Great that you reviewed a number of products for a real business, only problem is, which one did you run with and for what reason?
It’s amazing how good technology can play on overall efficiency and customer service for tradies.