Put simply, a tax professional can’t do their job effectively without a clean set of financial statements. If a business owner keeps poor accounting records, their tax accountant has no choice but to file taxes based on sloppy and inaccurate financial statements. In this situation, the tax accountant can’t minimize the client’s tax liability, because they are basing their work on inaccurate financial statements.
You can see now why I’m so happy to hear your commitment to doing better. Make it your project to get yourself organized this month, and your mission to keep up with good habits throughout the year and you’ll find that keeping your records updated and organized isn’t scary at all! Here are my suggestions:
Get a realistic lay of the land.
Look at your current organizational system. Do you throw all of your documents into a box? A folder? All they scattered all around? You’ll need to gather your documents and get them in one place. Then, look the different types of documents you have to gain an initial understanding of what you’re working with.
My guess is that you have receipts of various kind, mileage documentation, bank statements, contracts, and credit cards statements, at a minimum.
Once you’ve identified and collected these into one area, figure out how you’d like to organize them. Options include by document type, month, or account number. Once you make a decision, be sure you stick with it to be consistent.
Find The Right Filing System
There are no “right” or “wrong” answers here. What works best for you depends on your space and your preferences. You can decide if you’d like to use filing cabinets, or hanging folders within your desk.
Then, take the documents that you organized before, put them into folders, and you are off and away with your new organizational scheme!
Reconcile Receipts
Receipts may feel like the bain of your existence because there are always so many. This is likely the type of record you have the most of, and the importance of documenting your businesses purchases can’t be overstated.
When you have noted and attached the receipts to the appropriate statements, you may wish to move them to a “completed” folder. For those that require further action or research, you should designate another file. I see this again and again–don’t let the receipts that may be a little more complex derail you for organizing the rest. Having a few to deal with is so much better than a whole stack for an entire year.
Consider Your Online Financials
You may do most of your financial transactions online, or it may be closer to half and half. Regardless of the case, your filing system needs to take into account online banking, bill payments, shopping, and other transaction you make electronically on behalf of your business. How can you integrate your physical and electronic files to make your life easier? One simple solution is to scan your physical documents so that they can be incorporated into the accounting software of your choice.
Congratulations for making these important money moves! Best of luck to you.
This article is designed to provide information only and should not be considered legal or tax advice. Because of the complexity of the law and the variables in your own personal tax and accounting situation, you can’t rely on our advice specifically related to your unique circumstances. In order to get the best tax savings and legal advice available to you, you should consult with your own accountant, attorney or advisor regarding your particular facts and circumstances. Healthy Bodies of Finance is an accounting firm that specializes in working with health and wellness providers. We provide monthly accounting & bookkeeping services and financial education. For more information on our specialized services for health and wellness providers please contact us at [email protected]