5 Tips for Efficient Administration as a Self-Employed Installer
You’re a skilled tradesperson, not an administrative assistant. We understand that at Taklo. As a self-employed installer, you want to spend your time on jobs, not paperwork. However, good administration is crucial—not just for tax purposes, but also to maintain insight into your business operations. With these 5 tips, you’ll gain better control over your administration, leaving you with more time for what truly matters: your craft.
1. Choose the Right Tools for Your Administration
The days of shoeboxes full of receipts are over. Thankfully! There are numerous tools available today that can make your administration much easier. The best tool for you depends on your personal preferences and the complexity of your business.
- Accounting Software: There are various online accounting programs specifically designed for self-employed individuals. Consider options like e-Boekhouden.nl, SnelStart, or Moneybird. These programs assist you with invoicing, tracking your income and expenses, and filing your VAT returns. Often, you can automatically import bank transactions, saving you a lot of time.
- Scanning Apps: Losing receipts is a thing of the past with a scanning app. Apps like Scannable (Evernote) or the scanner feature in your accounting software create a digital copy of your receipt instantly. This way, you always have a backup and never lose a receipt again.
- Time Tracking Apps: For accurate billing and project administration, time tracking apps are ideal. With apps like Toggl Track or Timely, you can easily keep track of how much time you spend on a particular job. This is especially useful if you charge by the hour.
Choose the tools that fit your working style and get to know them well. It may take some time to set them up, but it will ultimately save you much more time.
2. Invoice Immediately After Completing a Job
Procrastination is tempting, but it’s better to send invoices right after finishing a job. Why? Because everything is still fresh in your mind. You know exactly what materials you used and how many hours you spent. Plus, you’ll get paid faster, which is beneficial for your cash flow.
Use an invoice template in your accounting software. Fill in the details, add a breakdown if necessary, and send the invoice directly via email. Make sure your invoice meets all legal requirements, such as your Chamber of Commerce number, VAT number, and a clear description of the work performed.
3. Keep Your Mileage Log Accurate
As an installer, you’re often on the road. A good mileage log is essential for deducting your travel expenses from taxes. You can do this manually in an Excel sheet, but there are also handy apps that can track this for you automatically.
- Manual Logging: Record the date, the starting and ending odometer readings, the destination, and the business purpose of the trip. Keep any parking receipts.
- Automatic Logging: Apps like Driversnote or TripLog automatically track your trips via GPS. You only need to indicate whether a trip is business or personal. This saves you a lot of time and prevents errors.
Ensure your mileage log meets the requirements of the tax authorities. Keep all records for at least 7 years.
4. Set Aside Time Weekly for Your Administration
It’s tempting to keep putting off your administration until the last minute. However, this often leads to stress and mistakes. Therefore, schedule a fixed time each week for your administration—perhaps every Friday afternoon. This keeps things organized and prevents you from falling behind.
What can you do during your weekly administration session?
- Send invoices
- Process bank transactions
- Scan receipts
- Update time tracking
- Follow up on quotes
By breaking your administration into smaller tasks, it remains manageable and prevents it from becoming an overwhelming mountain of work.
5. Work Smarter, Not Harder: Automation is Key
In the installation industry, you know better than anyone how important it is to work efficiently. This applies to your administration as well. Look for opportunities to automate processes and save time.
- Direct Debit: Allow your customers to pay automatically via direct debit. This saves you time and effort in sending reminders.
- E-Invoices: Send invoices electronically (e-invoices) instead of paper invoices. This is not only more environmentally friendly but also more efficient. E-invoices are automatically processed in your customer’s accounting.
- Link Your Tools: Connect your accounting software to your bank account and other tools you use. This way, data is exchanged automatically, and you have to enter less manually.
By automating, you can focus on the tasks you excel at and enjoy: executing beautiful installation projects.
Bonus Tip: Seek Help If You’re Stuck
Don’t hesitate to ask for help if you’re struggling. An accountant or bookkeeper can assist you with complex matters, such as tax returns or setting up efficient administration. The costs of hiring a bookkeeper often outweigh the time and energy you save, as well as the mistakes you avoid.
Self-Employed Installer Administration: Frequently Asked Questions
Below are answers to some frequently asked questions about administration as a self-employed installer.
1. What administration do I need to keep as a self-employed person?
As a self-employed individual, you are required to keep certain documents for tax purposes. These include:
- Invoices (both incoming and outgoing)
- Bank statements
- Receipts
- Mileage logs
- Time tracking (if applicable for self-employed tax deductions)
- Contracts with clients and suppliers
Keep these documents for at least 7 years. For real estate, the retention period is 10 years.
2. How often do I need to file my VAT return?
Most self-employed individuals file their VAT returns quarterly. You will receive an invitation from the tax authorities for this. You can submit the return online via Mijn Belastingdienst Zakelijk. Ensure you file the return on time, or you risk a fine.
3. What can I deduct from my taxes?
As a self-employed person, you are entitled to various deductions. These include:
- Self-employed deduction (if you meet the hours criterion)
- Starter deduction (if you are a new entrepreneur)
- Small business scheme (KOR) (if your revenue stays below a certain threshold)
- Travel expenses
- Costs for business phone calls and internet
- Costs for professional literature and courses
- Depreciation on business assets
Consult with an accountant or bookkeeper to determine which deductions apply to you.
4. Is there a free way to manage my administration?
Yes, there are certainly free options for managing your administration, especially if you’re just starting out. You can use Excel templates for invoicing and time tracking. There are also free versions of some accounting programs, but they often have limitations in functionality. For a more comprehensive and professional approach, a paid subscription is often the better choice.
Simplify Your Family Life with Sederor
While Sederor isn’t directly focused on the administration of your installation business, it can help you organize your family life, creating more peace and clarity. With Sederor, you can easily assign tasks, allocate rewards, and visually plan your children’s schedules. This is especially useful for children with ADHD or autism, who benefit from clear structure.
Sederor offers:
- Visual planning, ideal for children with neurodivergence
- A reward system with points
- Easy coordination with the entire family
- Support in 28 languages
- A free subscription
Paid subscriptions start at €7.99 per month, €59.99 per year, or €69.95 for a lifetime subscription.
Ready to streamline your administration and have more time for your craft? And do you want to better organize your family life at the same time?