Zentract vs spreadsheets
If you bill clients from a spreadsheet, an invoice template and the bank statement, here is what changes when that work moves into Zentract, job by job.
Job by job
| Job | Spreadsheet and template | Zentract |
|---|---|---|
| Logging time | Someone fills in a timesheet tab, and the hours get copied into the invoice by hand. | Time is logged on the task, from the dashboard or the phone, and stays tied to the project and client. |
| Making the invoice | Copy last month's template, change the number, date and lines, and check the totals. | Pick the client and the dates. Zentract drafts the invoice from billable hours that have rates, and you edit it before sending. |
| Tax on the invoice | The rate is typed into a cell, and the required details and statements depend on remembering them. | Tax is worked out for each client, required details such as CRIB and FIN numbers are checked, and statements like “ABB verlegd” are printed where the law asks for them. |
| When a rate changes | Every template that has the old rate needs updating. | Tax rules are dated. Drafts follow the rules in force on their date, and sent invoices keep the rules they were sent with. |
| Getting paid | Check the bank statement and mark the row paid. | Clients open the invoice link and see what they owe. On Growth or Scale, they can pay USD, XCG and AWG invoices with Sentoo, and the payment is recorded for you. |
| Knowing what is owed | A totals formula, as current as the last time someone updated it. | Financials shows what you invoiced, collected and are still owed this month, and how many retainer hours each client has used. |
Logging time
- Spreadsheet and template
- Someone fills in a timesheet tab, and the hours get copied into the invoice by hand.
- Zentract
- Time is logged on the task, from the dashboard or the phone, and stays tied to the project and client.
Making the invoice
- Spreadsheet and template
- Copy last month's template, change the number, date and lines, and check the totals.
- Zentract
- Pick the client and the dates. Zentract drafts the invoice from billable hours that have rates, and you edit it before sending.
Tax on the invoice
- Spreadsheet and template
- The rate is typed into a cell, and the required details and statements depend on remembering them.
- Zentract
- Tax is worked out for each client, required details such as CRIB and FIN numbers are checked, and statements like “ABB verlegd” are printed where the law asks for them.
When a rate changes
- Spreadsheet and template
- Every template that has the old rate needs updating.
- Zentract
- Tax rules are dated. Drafts follow the rules in force on their date, and sent invoices keep the rules they were sent with.
Getting paid
- Spreadsheet and template
- Check the bank statement and mark the row paid.
- Zentract
- Clients open the invoice link and see what they owe. On Growth or Scale, they can pay USD, XCG and AWG invoices with Sentoo, and the payment is recorded for you.
Knowing what is owed
- Spreadsheet and template
- A totals formula, as current as the last time someone updated it.
- Zentract
- Financials shows what you invoiced, collected and are still owed this month, and how many retainer hours each client has used.
The details for each country and island are in the tax guides, and the Sentoo setup is in Get paid with Sentoo.
When a spreadsheet is still enough
If you send a few invoices a month, do not bill from tracked hours, and have no tax rules to apply, a spreadsheet and a template may be all you need. Zentract earns its place when hours, retainers, local tax and unpaid invoices start to need checking every week.
Questions
- Does Zentract file my tax returns?
- No. Zentract works out the tax on your invoices, quotes and proposals and keeps a record of how it was determined. Filing returns and paying the tax authority stay with you or your accountant.
- Do I need a paid plan for tax?
- No. Tax works the same on every plan, including Free.
- Who is behind Zentract?
- Vokality LLC. The About page has the company's address and how to reach us.
See Zentract for invoicing in Suriname and the Dutch Caribbean, or read who makes Zentract.