The word 'system' doesn't automatically mean a 'computer' application. At the ouset one may manage aspects with a manual (paper) system or a basic 'Excel' solution. However, as the company grows it may be expedient to move towards a more advanced electronic solution.
Planning & Executing Work
A system is required that can track, from beginning to end the life cycle of a work package.
Quotations Job cards Suppliers Purchase orders Time sheets Invoices Daily/Weekly/Monthly Planning Board Progress communication to all stakeholders
Financial accounting Bank / Cash management Customer (aka Debtors) accounts control Supplier (aka Creditors) accounts control Assets / Stock control Cashflow control Financial reporting Financial Accounting reporting
Personnel Records Staff records
Salaries & Wages
Communication & marketing Emailing Social media (for example WhatsApp Twitter Facebook)
There's several software applications available, however few of them offer a wall to wall solution.
You need to avoid double handling of information.
Examples: A potential customer identified in the quotation cycle may very well end up as a full blown customer and eventual 'debtor' in the financial control system.
Money received from customers during the initial quotation acceptance process should not only feed back into the invoice, but also to the banking reconciliation.
The key to this is "Capture data once & use it many times"