Running a business means keeping track of multiple projects, tasks, and deadlines—all without blowing the budget. The right job tracking tool can make your life easier, but with so many options out there, how do you find one that meets your needs without unnecessary costs? Here are 12 tips to help you choose the best job tracking tools for your business needs. 1. Know What You Need – What are the MUST-HAVE’SBefore diving into the options, take a moment to figure out exactly what you need. Do you require time tracking, invoicing, team collaboration, or all of the above? Understanding your must-haves will help you filter through the choices and avoid paying for features you’ll never use. 2. Look at Free and Budget-Friendly Options – See what’s FREE first!There are plenty of free and affordable tools that still offer powerful features. Platforms like Trello, Asana, and Toggle provide great functionality without a hefty price tag. Many offer free versions that work well for small teams and solo operators. 3. Test Before You Commit – Give it a TRIALMost software providers offer free trials—use them! Trial periods let you explore features, test usability, and see if the tool fits your workflow before you commit to a paid plan. 4. Think About Growth – Can it SCALE with you?Your business might be small now, but what about in a year? Look for job tracking tools that allow you to scale up as needed. Scalable solutions ensure you’re only paying for what you use, making them a cost-effective choice. 5. Explore Open-Source Software – How could a community of users help you?If you have some technical know-how, open-source job tracking tools can be a fantastic way to cut costs. These solutions are flexible, customizable, and often have a community of users who offer support and updates. 6. Take Advantage of Discounts – Always be willing to askSome software providers offer discounts for small businesses, non-profits, and educational institutions. Always check if you qualify for reduced rates before making a purchase. 7. Ensure It Works with Your Existing Systems – You need a smooth integrationA tool that integrates smoothly with your accounting software or CRM will save you time and headaches. Look for job tracking software that fits seamlessly into your existing setup to avoid additional costs for extra tools or workarounds. 8. Choose a User-Friendly Option – Choose what’s easyComplicated software can slow you down. A user-friendly tool means less time spent on training and troubleshooting, helping you and your team hit the ground running. 9. Consider Cloud-Based Solutions – Remote solutionsCloud-based tools offer flexibility, lower upfront costs, and the ability to work from anywhere. If your team is remote or growing, a cloud-based system can be a smart investment. 10. Check Out Customer Support – You’ll need help!Good support can save you time, frustration, and money. Make sure the provider offers accessible help options like live chat, email, or phone support. 11. Look at the Total Cost – What does it cost annually?Don’t just consider the subscription fee—factor in implementation costs, training, and any hidden fees. The cheapest option isn’t always the best if it comes with unexpected costs. 12. Read Reviews and Get Recommendations – People talkTake the time to read user reviews and ask other business owners for recommendations. First-hand feedback can help you avoid tools that look good on paper but don’t perform in real-world scenarios. By taking these steps, you’ll be able to find a job tracking tool that’s both budget-friendly and effective. The right tool can boost productivity, streamline processes, and help your business run smoothly—all without unnecessary expenses. Kaitara Bookkeeping specializes in fast growth business needs. In just four years, I’ve exceeded my own goals and learned the importance of surrounding myself with people who are moving fast. At Kaitara Bookkeeping Services, our commitment is to keep businesses compliant, informed, and confident in the continuity of reliable bookkeeping. High growth demands diligence, and that’s exactly what we deliver. The bookkeeping industry is evolving with technology, automation, and new financial tools, and I’m committed to staying ahead of these changes. My goal is to continue growing, learning, and helping businesses navigate their financial journey with ease and confidence. If you’re a business owner looking for a bookkeeper who understands both the numbers and the challenges you face, let’s connect. Your success is my priority!  

The Beginning of My Bookkeeping Path Starting a career in bookkeeping was never just about numbers for me—it was about helping businesses thrive, making sense of financials, and creating systems that bring clarity and confidence to business owners. My journey has been one of growth, recognition, and a passion for continuous learning.Growing up, I watched my dad run his drain-laying business. He’d be up at the crack of dawn, work all day, then spend his evenings and weekends managing the books—mostly because he didn’t trust anyone else to do it. That’s where my interest in bookkeeping began, along with the desire to help small business owners lighten the load of financial management and achieve a better work-life balance.Based in Whangārei, Northland, I began my career as a bookkeeper with a clear goal: to support businesses in managing their finances effectively. I quickly realised that bookkeeping was more than just data entry—it was about understanding the bigger picture, providing insights, and offering solutions that make financial management easier. The Recognition That Changed Everything In 2023, my dedication to the industry was recognised when I was awarded the ICNZB Emerging Bookkeeper of the Year. This was an incredible milestone, not just for my business, but also as a personal achievement.  You see, I had never been self-employed before so for quite some time I struggled with imposter syndrome, always doubting myself, never believing I was really good enough.  When I completed the entry and asked for testimonials from my clients, the feedback and testimonials were extremely humbling.  It validated the hard work, and commitment to helping businesses succeed. More importantly, it showed me how much potential there is for bookkeepers to make a real impact.In 2024, I was honoured to be named a finalist for the ICNZB Bookkeeping Business of the Year award. As a sole trader with no team, I was up against some quite large bookkeeping businesses, making this recognition an exceptionally proud moment. It demonstrated that I was running my business at the same level as the big guns, proving that dedication, expertise, and a client-focused approach can truly stand out in the industry. Supporting Businesses with Confidence Helping businesses grow confidently is my specialty. When I first started, my clients ranged from small family-owned businesses to tradies and multi-store companies. Over time, I discovered a passion for streamlining processes to create ease and momentum for fast-growing businesses. Many business owners with strong visions and dedicated teams have referred others to me. I know the behind-the-scenes reality of how high growth business owners need accurate, reliable data that they can easily interpret and understand in order to make quick and effective decisions for forwards momentum.My approach to bookkeeping is simple: I believe in being more than just a service provider—I want to be a partner in my clients’ success. Whether it's helping a startup get its books in order, providing insights to improve cash flow, or ensuring compliance with financial regulations, I take pride in making the process as stress-free as possible. Looking Ahead In just four years, I’ve exceeded my own goals and learned the importance of surrounding myself with people who are moving fast. At Kaitara Bookkeeping Services, our commitment is to keep businesses compliant, informed, and confident in the continuity of reliable bookkeeping. High growth demands diligence, and that’s exactly what we deliver.The bookkeeping industry is evolving with technology, automation, and new financial tools, and I’m committed to staying ahead of these changes. My goal is to continue growing, learning, and helping businesses navigate their financial journey with ease and confidence.If you’re a business owner looking for a bookkeeper who understands both the numbers and the challenges you face, let’s connect. Your success is my priority!​