originally posted by: TrueBrit
a reply to: crayzeed
I know that I chose a number that I would have remembered, IF I could remember dates, designation codes, the numerical reference for stars, and all
that malarkey. Right now, I cannot even remember what it was a reference to, let alone what the blasted number is. I HATE my brain! I can remember
useless facts about science and history and politics, I can remember events, sights I have seen, people I have met, even people I met at a Cathedral
gig about six years ago while abso-flipping-lutely WASTED, but I cannot remember a damned pin for the life of me!
Now stop right there. You have a beautiful brain. It is VERY good with words. You, like other creative folks, are lopsided in your intelligence. I
too, have difficulty remembering numbers and have gone into a panic over blanking out a PIN or a phone number, sort of like remembering someone's face
but not their name - it's frustrating!!
Do you have anyone that can help you organize the paperwork side of things? A friend or family member that would help get you started on it without
charging you? You've just been through a terrible ordeal with the legal battle. That is traumatic. You are trying to bounce back and land on your
feet. I respect that.
A lot of paperwork is about establishing systems that work for you, then developing routines to make sure the systems keep working and flowing right
along like a merry river of paper and money... I offer my ideas as food for thought and in the hopes that it might help. Then again, it may not be
helpful. I hope you take it in the spirit in which it is offered, regardless.
Anyway, here are some ideas:
I would recommend getting a banker's box or a portable file-box to keep everything organized and file folders. You don't have to get organized all at
one time, but chip away at it and create a system to help you.
You have two basic categories: Income (Receivables) and Expenses (Payables). Everything in business falls into these two categories in various
forms. You know this!!
Okay, do you invoice people based on things you purchase on a job? In other words, do you need to keep receipts ordered for job-related purchases by
Or do you purchase things for your work in general, without associating it with a client?
IF by Client, THEN set up a folder or envelope for each Client with their name on it and put all receipts, invoices, and the record of what is
paid/not paid in that folder. This is important if you are going to charge them for things you've purchased specifically for them, and you are
working off of a quote/individual job. (If you give unique quotes per job versus flat rates for services). If you purchase several things for
different clients at the same time and they are on one receipt, then you can copy that receipt and circle what the client owes you, then place it in
their folder for when you are doing their invoice. I can share more about client-based invoicing if you do that.
IF NOT by Client, then sort your paperwork by 1) Receivables (all income to your business), 2) Payables (all bills and purchases associated with your
Under "Receivables" if you have invoices out that have not been paid to you yet, then have one folder labeled "Unpaid" and another labeled "Paid."
(Folders: "Receivables - Unpaid" "Receivables - Paid") . When someone gives you money for your work, you give them a receipt with the date, amount
and your signature or business name. You also have a copy that goes into your Receivables Paid folder at the end of the day.
Under the category of "Payables" you can sort by several methods. A general "Payables - To Pay" file of outstanding bills to pay can be helpful,
sorted by DATE DUE with the most urgent bills up front and the ones you have more time to pay in the back.
After bills are paid, you can sort them a couple of ways. If you have specific companies/businesses that you purchase from regularly, you can have
folders labeled for each company/business, and then sort THOSE alphabetically. Another method is to take PAID bills and sort them by Expense Item,
i.e "Key Blanks" might be purchased from several vendors based on sales, etc., and you could put them there so you can later add up how much you spent
on 'key blanks.' Again, sort these alphabetically.
Receipts for purchases you've made can be treated the same way as paid bills above, sorted by company or expense category. (You may only have
receipts from cash purchases, rather than pay-later bills but most businesses have a mixture of both.)
TOOLS TO HELP
Quicken Business or QuickPro are very good programs in the US. I'm betting you have similar bookkeeping computer programs on your side of the pond!
IF you want to do it the old-fashioned way by hand, then it is a smart thing to keep a Ledger of all your income and expenses.
You can also use simple spreadsheets if you don't want to keep a book by hand.
Set up a spreadsheet with TWO pages - the first is Income and the second is Expenses. If you have multiple types of jobs that you do, then in
addition to noting the date of the income, and client, add the job title/category (one of your categories is "locksmith" - if you have others then
adding the category helps you keep track of which kind of work is giving you the most income).
The Expense page can be a simple logging of daily / weekly expenses, and their category. This helps you by letting you see where your money is going
by a simple sort and graph. You might see where you can trim expenses once you have all this information sorted out in front of you. This is for
money that HAS BEEN PAID.
You can add two more pages to the file if you like, one under INCOME for outstanding invoices of folks who haven't paid you yet (if you do that), and
the other under EXPENSES for the bills you have yet to pay. (This gets to be a challenge, because you have to then move them to the Paid Expenses
page...kind of a pain, but it does let you know how much you owe.)
I only know how it happens here in the US. I highly recommend getting someone to help you with understanding what you need to do to pay taxes from
your business. If you are organized, it will be an easy discussion. It is worth it to pay a tax professional to do this, at least once, so you can
see how its done correctly. You may already know, and if so, you are even more awesome!
SETTING UP ROUTINES
This stuff is hard if you are not naturally inclined to do it, but it will save you in the end to put the time in! Just like you have to take time to
see what you are doing that day, go over your To Do list as it were, you need time to put the day to rest as well.
Schedule a half hour at the end of the day and another hour at the end of the week to put everything to rights and then do something to reward
yourself for being awesome. Rewards for doing your paperwork can be fun! Something to look forward to at the end of the day...
Good Luck! I hope this has been helpful and not overwhelming. At one point in my life I was an Administrative Assistant to an Interior Designer. I
handled all the Accounts Receivable and Payable and Payroll.
edit on 29-3-2016 by AboveBoard because: (no reason given)