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Old 08-23-2015, 01:40 PM   #1
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seasonal campground owners billing software?

We own a campground, and have for about 12 years. We want to know if there is a billing software program that works for seasonal campgrounds? We do not have weekly rates, we only have campsite rentals by the season and think it would be easier if I bought a software program for billing...but I don't know what is suitable for it. Anyone have any ideas?

thanks
Kat
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Old 08-23-2015, 01:55 PM   #2
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Quote:
Originally Posted by katkat05 View Post
We own a campground, and have for about 12 years. We want to know if there is a billing software program that works for seasonal campgrounds? We do not have weekly rates, we only have campsite rentals by the season and think it would be easier if I bought a software program for billing...but I don't know what is suitable for it. Anyone have any ideas?

thanks
Kat
How many sites do you have? Seems like a waste to buy a program to bill people once a year
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Old 08-23-2015, 02:11 PM   #3
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Excel spread sheet
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Old 08-23-2015, 05:20 PM   #4
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Quickbooks is an excellent program and can be set up for any type of business.


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Old 08-23-2015, 05:27 PM   #5
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X2 on checking to see if Quickbooks will fill the need. A surprisingly flexible software.
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Old 08-24-2015, 10:56 AM   #6
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We have 72 campsites. When we purchased the campground the lady was writing out the bills by hand. I did that for two years and said "oh h*ll no"!

Then I went to saving a template on my word document, but I still have to copy and paste over the names and addresses every year, its such a pain. I send out the fall deposit bill, then in the spring I send out the spring bill. Someone told me I should try Quickbooks but I don't really know how that would work, because campsites are rentals, no purchases. But then again I am know nothing about Quickbooks. I'm just wondering what other campground owners use. If I had new campers every year, or ever weeks it would be different, but I have in most cases the same campers year after year. I have some that has camped here for more than 30 years.

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Old 08-24-2015, 11:13 AM   #7
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With the cost and learning curve of QuickBooks I would suggest talking to a local book keeper or accountant. There are often one person operations that could easily take on the task. QuickBooks is outstanding and I have used it for 20 years. It is way over kill for just a few invoices.

Quicken may be an option but I have not used it for a few years.

QuickBooks may also have an annual license fee.

An accountant may have a pre-built spread sheet they will sell you so you don't have to design a form.

Oh, that reminds me of another program worth looking into. I don't know if it still exists but at one time "Form Tools", was a great device to set up things like that. No license fees and much easier to set up that QuickBooks.
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Old 08-24-2015, 03:21 PM   #8
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What about a mail merge from excel into a word document?
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Old 08-24-2015, 06:24 PM   #9
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I use Campground Manager which I really like but it wouldn't be practical for the size and type of campground you have. We have 60 seasonal sites but also have about 60 non-seasonal sites so we need something like that.

We give our seasonal campers a contract (typed in Word) and on the contract it states the amount of each payment and the due date. We only email (or sometimes snail mail) those that are late with their payments. That doesn't happen too often though so it's not a big deal for us. Good luck in your search for a solution that meets your needs.
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Old 08-24-2015, 07:52 PM   #10
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All you need is a simple invoice writing program, something that can keep the customer list (your renters) and merge with a predefined invoice (bill) format. Doesn't need to be specific to a campground - it's just a bill for a service with dates, description and amount.

There are many choices. Here's are some free ones that might do the job:
Simple Invoices | An Open Source, Web-Based Invoicing System
Super Invoice - Free download and software reviews - CNET Download.com
Express Invoice Free Edition - Download
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Old 08-24-2015, 08:36 PM   #11
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Basic QuickBooks with invoicing costs about $200 or so. Easy to use and set up. Enter the customers names, addresses, and other information once and then billing is a breeze. Plus your accountant would love you. It can keep up with all of your expenses and income for your tax returns. You can pay your bills with QuickBooks too. Once you set up the vendor name, address and account number, paying bills is a breeze. Window envelopes fit checks and invoices so no typing envelopes. My firm uses QB's exclusively for our bookkeeping clients big and small.
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Old 08-24-2015, 08:39 PM   #12
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PS: unless you use payroll you don't have to buy any update again. Support ends around 3 years or so but you don't have to update unless you want to. Some clients are still using 2009 versions.
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Old 08-25-2015, 08:05 AM   #13
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Wow, lots of information here for me to read about and look into. Thanks everyone so much for your ideas.
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Old 08-27-2015, 04:38 PM   #14
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Quicken Home and Business is a great solution. It's less comprehensive than Quickbooks but can do invoicing, etc. It's also simpler and cheaper. I've been using it for many years to manage my business needs.
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