Your accounting person(s) should be able to recommend whether to use ready-made software like QuickBooks or an in-house developed tool.  In my old job, I did not have to think twice when I said a ready-made app is the better way due to the complexities in accounting plus the time and effort to create such an app myself.  In addition, we uploaded parts of our accounting info to our bank, which had a web portal where we could do additional accounting-related work.  I would have to say that unless you have a really small ma-and-pa business, you can't really do this alone.

Thanks Kevin, I will stick with Excel since we are tracking only about 60 clients. I started creating an Access app to see if I could make something quick, but it's not a simple process. Excel, from this perspective is a better way to track expenses and balances.

I hate to disagree with Kevin as he is often correct. Having said that, Excel is prone to errors. If your system is simple enough to be maintained in a spreadsheet, you will gain a significant advantage by creating a simple system in Access. And if you need assistance, you are in the right place.

Excel worksheets can be pretty complicated too.  If it's simple, it's not accounting.  Anyone with personal finance to handle knows these things are never simple.  If it's not simple for a person or family, then it's never simple for a company.

Access is going to be more difficult, I'm building a small version myself.  My Chart of accounts balances already duplicates some version of Quickbooks (I have a love hate relationship with it).  I can be done.  Where you may get in trouble is making it in suck a way that your CPA can work with your data.  Quickbooks would allow that assuming they use it as well.

I agree with Sami. I have made three for my past business' and am still extending an accounting application in Access for our local Historical Society and Museum of which I am the Treasurer. The beauty of an Access application is you can extend it to needs that a canned application cannot handle with elegance. In the case of the Museum/Historical Society is tracking Accessions and Events with attached photos, documents and volunteers dates and times. Try doing this in QB

Again, if it's simple, it's not accounting, which needs certified professionals, and we are most likely not that.  It takes years of studies to do actual accounting, just like it takes years to be an Access programmer.  I have Access databases that track expenses too, but that is just basic record-keeping compared to accounting.

I agree with the argument for Excel. The sample spreadsheet above is easy to build with simple formulas to track spending. Replicating this in Access is extremely difficult not only for me, the developer, but for users who have to navigate several forms in order enter and track the above expenses.

Another problem with Access is that the user can accidently add a new record for the same client as opposed to working on only one client record. In this regard, Excel is a far better tool for simple accounting tasks because the user can only edit data for one client record instead of having to created multiple records for the same client making for an unwieldy experience.  That said, is there a way to create an Access form to enter data into the spreadsheet format shown here? I think that would offer the best of both worlds.

David, I have a db where I enter a budget and pull transactions from the bank and upload to my database.  It would not take much set it up for different clients.  I built a db for a past job of mine where I had to track a $173m contract for NASA.  That db worked with excel pretty well.  If you would like for me to walk you through my current one (has a lot of the futures as my previous one) give me a call 405-426-2709 and I can set up a meeting to go over the db.