Want to streamline your small business operations and make your daily routine simpler? Using Keep alongside popular platforms such as Google Calendar, Trello, and Zapier can save you time, reduce clutter, and bring order to your business. This guide presents five practical ways to use Keep's digital bookkeeping alongside these tools, focusing on time management and task efficiency, and shows where Keep connects to another tool directly, such as its Shopify and Wix plugins in the recommended plan, and where each tool runs on its own.
Key Takeaways
- You can run a small business with Keep as the base for invoices, receipts, payments and a dashboard of income, expenses and profit, and use separate tools alongside it: Google Calendar for reporting deadlines, Trello for tracking collections and Google Sheets for cash flow forecasts. Online shops get a direct connection to Keep: Shopify and Wix plugins in the recommended plan, and a WooCommerce plugin on every plan.
- An Osek Murshe files a VAT report every month or every two months, depending on turnover. As of 2026, turnover up to ILS 1,775,000 a year means reporting every two months, and the report is due by the 15th of the month after the period, usually the 19th when filed online.
- An Osek Patur files no periodic VAT reports, only an annual turnover declaration by 31 January. If registered as a micro business, with turnover up to ILS 122,833 in 2026, it is usually exempt from income tax advances as well.
- Trello and Google Sheets work alongside Keep, not instead of it: you see the status of documents and payments, and which clients still owe money, in Keep on every plan, and you plan the next step on the board or in the sheet.
- In a Shopify store, Keep's plugin in the recommended plan charges the customer and issues an income document automatically for every paid order. For an Osek Patur that document is a receipt, not a tax invoice, since only an Osek Murshe may issue a tax invoice.
Why Keep Works for Small Businesses
Keep is a digital platform providing services to small and medium businesses in Israel. It enables online financial management: digital invoices and receipts and credit card processing on every plan, and, in the recommended plan, one-click expense upload and reports and payments to the tax authorities. The recommended plan also includes a personal accountant for professional guidance and representation before the tax authorities. The service focuses on simplicity and transparency, offering a user-friendly interface that reduces the need for paperwork and bureaucracy.
Keep brings all your business data into one place, with a dashboard of income, expenses and profit for any date range you choose, on every plan. Online shops also get a direct connection: plugins for Shopify and Wix in the recommended plan, and a WooCommerce plugin on every plan. Other tools, such as a calendar, a task board or a spreadsheet, run alongside Keep, which helps freelancers, designers, consultants, and e-commerce merchants manage their business more smoothly.
To decide which tools to add alongside Keep, list every task in your business other than the work itself for one week: documents, collections, deadlines and stock. Documents, payments and tracking clients who still owe money are already covered in Keep, and the rest shows which tool is really missing. The ways below show how this works in practice.
Way 1: Reporting Deadline Reminders in Google Calendar
Why It Matters
An Osek Murshe must file periodic VAT reports, and anyone whose assessing officer has set income tax advances must pay them on time. Late filing or payment brings fines, linkage differentials and interest. Many freelancers forget deadlines due to daily workload. A recurring event in Google Calendar for each reporting and payment deadline helps you not miss them.
How It Works
Enter the deadlines in your calendar once, as recurring events with an advance alert. For example, the VAT report deadline for an Osek Murshe is the 15th of the month after the reporting period, usually the 19th when you report and pay online. The Tax Authority decides whether the period is one month or two based on turnover: as of 2026, turnover up to ILS 1,775,000 a year means reporting every two months, and above it every month. When the alert pops up, open Keep and check that all income documents for the period have been issued.
Practical Tip
Set reminders one week before and one day before the deadline so you have time to prepare. For example, if you are a graphic designer registered as an Osek Patur, you file no periodic VAT reports: for VAT, one yearly reminder for the annual turnover declaration, due by 31 January, is enough. Add a reminder for the annual income tax report and a monthly reminder to collect your expense receipts.
Beyond VAT reports, add the advance deadlines to your calendar too. If you received an advance booklet, income tax advances are due by the 15th of the month, or the 19th when paid online, for the period set in the booklet. An Osek Patur registered as a micro business is usually exempt from advances, so check what was set for you before you create the reminder.
Way 2: Manage Financial Tasks in Trello
Why It Matters
Small businesses deal with financial tasks like invoice generation, collection tracking, and expense scanning. Trello, a task management tool, lets you organize these tasks on visual boards alongside your work in Keep.
How It Works
In Trello, set up a "Collections" board and add a card for each finished job, with the client's name and the agreed payment date. Check the actual status in Keep, which shows on every plan which documents have been issued, which payments have come in, and which clients still owe money. When a client has not paid on time, you can send them a payment request with a payment link from Keep.
Example Scenario
Avi, a 37-year-old marketing consultant from Nes Ziona registered as an Osek Murshe, works with business clients on a monthly retainer and manages them on a Trello board. At the start of each month he issues invoices in Keep to his regular clients, and once a week he checks in Keep who has not paid yet and updates the cards on the board. This helps him track payments without missing any clients.
A common mistake is moving a card to "Done" and forgetting to ask the client for payment. A simple rule helps: a card moves to "Awaiting payment" only after you send the client a payment request from Keep, and to "Paid" only after the payment shows up there and the matching document has been issued.
Way 3: Automate Repetitive Tasks
Why It Matters
Zapier is an automation tool that connects different applications, allowing you to save time on repetitive tasks. For small business owners, especially e-commerce merchants, it helps to tell two kinds of automation apart: connecting the apps you already use, and issuing documents and collecting payments.
How It Works
Zapier suits connections between tools such as website forms, email, Trello, and Google Sheets. Document and payment automation happens inside Keep itself. For example:
- Shopify Credit Card Processing: Keep's Shopify plugin, included in the recommended plan, connects the store to Keep directly, and an income document is issued automatically for every paid order.
- Expense Tracking: In the recommended plan, you upload expenses to Keep in a click, as a photo or a file, and they appear on the dashboard next to your income, with no need to copy them into a separate spreadsheet.
Start with simple workflows (Zaps) between your other tools, such as turning a website form submission into a Trello card, and check now and then that they still run as expected.
Before you build an automation, check that the task repeats several times a week and is always done the same way. A task that happens once a month, such as copying a monthly summary into a sheet, is usually quicker by hand and not worth building and maintaining a workflow for.
Way 4: Track Cash Flow with Google Sheets
Why It Matters
Cash flow management is a central challenge for small businesses. Keep shows income, expenses and profit for any date range you choose on its dashboard, on every plan, and Google Sheets is useful for planning ahead: forecasts, scenarios and planned purchases.
How It Works
Once a month, copy the month's totals from the Keep dashboard into a Google Sheets spreadsheet: income, expenses and profit. Next to them, add what you expect in the coming months, such as client payments, fixed costs and planned purchases. The sheet then becomes a cash flow forecast or a custom report.
Manual vs. Digital Cash Flow Management
| Aspect | Manual Management | Management with Keep & Google Sheets |
|---|---|---|
| Processing Time | 2-3 hours per week | Less time, totals come from the dashboard |
| Transparency | Low, depends on manual recording | High, all documents in one place |
| Error Risk | High | Lower, less manual typing |
| Remote Access | Limited | Available on computer and phone, including the Keep app |
A useful cash flow forecast starts from the past: the average income and expenses of recent months, as shown on the dashboard. Add the large payments whose dates you already know, such as advances, VAT for an Osek Murshe and National Insurance (Bituach Leumi) contributions, and see in which month the balance may dip. In that month, consider postponing a large purchase or speeding up collections.
Way 5: Direct Credit Card Processing with E-Commerce Systems
Why It Matters
For e-commerce merchants, payment processing is the heart of the business. Keep offers plugins for online stores. The Shopify plugin, included in the recommended plan, and the WooCommerce plugin, included in every plan, charge the customer in the store and issue an income document for every paid order. The Wix plugin, also included in the recommended plan, issues income documents automatically.
How It Works
In a Shopify or WooCommerce store, Keep's plugin charges the customer. When a customer pays, the payment appears in Keep, which generates a digital income document and sends it to the customer. The entire process is automatic. A website that is not built on one of these platforms can use Keep's API for card processing, on every plan.
Make sure your processing settings match your business type (for example, Osek Patur or Osek Murshe). For instance, an Osek Patur issues a receipt rather than a tax invoice, since only an Osek Murshe may issue one. Keep issues either document with a single click.
Before you switch on payments in your store, place a small test order and check that the payment appears in Keep and that the document issued fits your business type. Decide in advance how you will handle refunds too: an Osek Murshe may not delete a tax invoice already delivered to the customer and usually cancels it with a credit invoice.
Practical Tips for Integrating Keep in Your Small Business
- Start small: Choose one tool to use alongside Keep (such as Google Calendar for reporting deadlines) and expand gradually.
- Check compatibility: Find out in advance which tools connect to Keep directly, such as the Shopify and Wix plugins in the recommended plan or the WooCommerce plugin on every plan, and which you will run separately, such as Trello.
- Track collections: Once a week, check the status of documents and payments in Keep and see which clients still owe money.
- Update data: Ensure your invoices and receipts are up to date in Keep before you copy totals into a spreadsheet or another tool.
- Consult support: Keep's team is available for questions about your setup, including on WhatsApp.
Once a quarter, go over your business subscriptions and cancel tools nobody opened. Subscriptions to software and tools used for the business can be recognised as an expense, so keep their invoices together with your other expenses.
Using Keep alongside tools like Google Calendar, Trello, Zapier, and Google Sheets, with a direct connection to e-commerce platforms, can change how you manage your small business. Whether you are a designer who wants to meet reporting deadlines, a consultant tracking collections, or an e-commerce merchant looking for smooth payment processing, Keep brings your documents, payments and figures together in one place.
Ready to get organized? Start with simple management using Keep and discover how technology can work for you.
Frequently Asked Questions About Digital Tools for Small Business
Do I need to connect Keep to Google Calendar, Trello or Zapier?
No. In the ways described here, these tools work alongside Keep with no connection between them: you enter deadlines in the calendar once, and you check collection status and monthly totals in Keep and update the board or sheet. Online shops connect to Keep directly, through the Shopify and Wix plugins in the recommended plan or the WooCommerce plugin on every plan, and websites through the API for card processing.
How often do you file a VAT report in Israel?
An Osek Murshe files a periodic report every month or every two months, as set by the Tax Authority based on turnover. As of 2026, turnover up to ILS 1,775,000 a year means reporting every two months and above it every month, and a zero report is filed even for a period with no activity. An Osek Patur files only an annual turnover declaration, by 31 January.
Does an Osek Patur pay income tax advances?
Not always. Advances are an income tax obligation that does not depend on VAT status, and the assessing officer sets them. Since 2024, anyone registered as a micro business, with turnover up to ILS 122,833 in 2026, is usually exempt from advances and pays the tax once a year through the short annual report. If you received an advance booklet, you pay what it sets.
How do I connect a Shopify or WooCommerce store for card payments and invoices?
Through Keep's plugin for the platform: the Shopify plugin is included in the recommended plan, and the WooCommerce plugin is included in every plan. The plugin charges the customer in the store, and the payment appears in Keep, which issues an income document automatically: a receipt for an Osek Patur and a tax invoice for an Osek Murshe. A Wix store has a plugin that issues income documents automatically, also in the recommended plan. A website not built on these platforms can use the API for card processing, on every plan.
