It’s that time of the year again. Don’t let the months go by cluttered with paper. Redmond Accounting went paperless years ago and we’ve never looked back. Save yourself time by getting rid of the endless filing.
Even with going paperless, we still recommend doing some spring cleaning for bookkeeping to ensure you always have access to the information you need.
Get set up in the cloud
Prior to doing any sort of spring cleaning, we have to go back to the beginning – and that is to get set up in the cloud! We utilize apps like Expensify, Quickbooks, and Bill.com to stay organized in the cloud. Receipt scanning in Expensifyand Quickbooks Online eliminates the excuse not to go digital. Employees simply snap a picture of their work expenses on the go with the Expensify app. With Bill.com, vendors can email invoices directly to your cloud inbox and get paid electronically. Paper invoices and statements can be scanned and uploaded to the inbox.
As needed, we use a virtual P.O. box service. All mail goes to a facility that scans it for us to sort through. We log in to one central dashboard and with just a few clicks, send bills to Bill.com, forward checks to the bank, and mark spam to be shredded.
Back up documents
I use Google Drive to back up documents in the cloud. About once each year I go through and make sure everything stays organized. Color-coded folders work well for me. The other day when I needed to find an old slideshow for an upcoming presentation, I knew exactly where it was. I saved so much time having everything in one, online location, rather than having to sort through a pile of papers.
Don’t forget about email
Similarly to documents, I take some time to maintain email sorting. We use Teamwork with our clients to tag tickets (support emails) according to their status and needs. Everything is archived there for me if I ever need to reference something later.
I use an additional email address for sales and marketing purposes that automatically forwards to an inbox folder in my main email. This way I can check it periodically and keep everything separate without having to switch accounts constantly.
Virtually deliver important documents and information
Apps like Gusto and ADP are great for running payroll online. Employees can request time off and employers can approve it in the mobile app. Everyone in the company receives virtual pay stubs and documentation in their emails.
At RAI we’re enabling clients to manage their own books and go entirely virtual on their own, for much less than it would cost to have someone else do it. If you’re looking to improve your bookkeeping workflow, schedule a complimentary consult so we can learn more about your business’s needs. We’d love to help you empower your business through accounting expertise and insight.
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