Organizing clients, contracts, receipts, invoices

Hi, Tia,

Elizabeth Lee is the QUEEN of organizing. Although she's not local to you, I'm willing to bet she'd work as a remote consultant. Give her a shout.

Cheers,

Valerie

Hi Tia, My advice is to get a filing cabinet or a plastic filing box, depending on how many items you have. You can buy files in various colors and then use the different colors to separate out the contracts, invoices, statements, correspondence, etc. Buy a small label machine to label each file. Don't be afraid to make a file for just one document. It will be easier to find in a labeled file folder.

Hi Tia!

Before you organize anything or go out and buy storage products. Call me :>) Let's chat. I would love to help.

Mary Boisselle - Guru of Clutter Management

I have a chapter in my book on filing systems but that's just for accounting. You asked about your entire filing system, so here are some tips.

One is to color code your filing system. Files are cheap and your time isn't.

I use red for personal stuff, frequent flyer programs, medical, etc.

I use green for all files that contain financial information, like credit cards, bank statements, etc.

I use blue for all folders that hold other receipts, but invoices are in QB, so I can't see printing them out, unless they are unpaid, and then I like clients to keep that file someplace conspicuous.

Speaking of conspicuous, you want to create a work flow system.

On top of my desk, I have a accordion folder with manila folders where I drop receipts by categories when I get home at night. Some clients need just one folder but I'm willing to spend a few minutes putting receipts into categories. Mine are credit cards, cash, costco, etc. At the back of the accordion folder, I put statements that need to be reconciled.

Once something is entered into QuickBooks it goes into the filing cabinet. I have a special file called, "to be filed" as it's much faster to do all the filing at once.

This system...."on the desk to be entered", and then "once entered, into the filing cabinet" is a great way to stay organized.

I'm also a huge fan of those clear plastic folders for projects. I have one for each trip, client, or project where I need to take the paperwork with me on the road.

You're right to get organized. No one wants to spend more time than necessary doing accounting or paperwork!

Hey Tia,

I try to keep my paper systems as simple as possible.

• For anything related specifically to a client (contracts, diagrams, requirements documents, etc.), I have a filing cabinet drawer that just has a folder for each client -- sorted alphabetically.
• For anything that I might need for tax purposes (receipts, invoices, etc.), I keep folders in a second drawer -- one folder for each expense item on my tax return.

At tax time, I just grab each expense folder and total them up for my return. Then I put all those files away with my tax records, and create new folders for the new year.

Paul, you'd be a bookkeepers dream client. good suggestions.

Tia- I find that the easiest way to keep track of multiple clients is to invest a few extra dollars in the file folders with prongs (the type used in doctors' offices). They are available at Staples for about $15/25 folders. This way, everything related to each client is at my fingertips, and as we're talking I can simply pull their file and the entire history is right there. I also keep a blank page in the front of each to jot down notes during phone conversations. I am also a "paper girl", and this has really helped me. Regular file folders tend to be messy and if you drop it, you're SOL as everything scatters to the wind! I label each folder with the client name, and store them alphabetically in my file cabinet. Receipts have their own box for tax purposes, but invoices go right into each client file as they are paid. Good luck!

Tia-

I am a professional organizer and I use a fantastic product called FreedomFiler. You can find it online at www.freedomfiler.com, but it's fantastic for organizing current tax paper as well as a historical. I offer phone coaching so I could help you set this up and get your client on board. I do have a coupon code for FreedomFiler, which I will email directly. Hope that helps and let me know how else I can do to help.

Christa

have you read the book GTD (Getting Things Done) by David Allen?

It is a FANTASTIC book on getting orginized

http://www.davidco.com/

Joseph

I use a file cabinet with marked folders for each type of invoice. I also keep a spreadsheet, which I update almost daily with expenses, etc.

I am a paper person too. And I also am a big fan of using file folders that are color coded. I also put my files in Penta Flex folders to keep my files upright and neat. I use the plastic tabs that come into the Penta Flex box to mark out big categories. These big categories will be differenct for everyone. But for example, I have a Marketing section, a Financial section etc. A labeling machine is the best investment because it keeps your files looking neat and clean. For files I use all the time, I keep in a file cabinet that rolls around near my desk. I got mine at a store here in Seattle called Storables. It is mesh and slides right under my desk when I am done working. I also have devoted a section in one of my closets for business items, books etc. Each shelf is labeled so that I can find things quickly and also put things back in the proper place. Finally, I recommend you get some type of basket for all your incoming items. Each morning, pull items out of this basket and handle them once (read and toss, file, handle). Never take anything out of the basket you won't be able to handle at that moment. Finally, I think the best way to get organized is to schedule some time on your calendar and devote several hours to just getting it done. Hope this helps and good luck.

Hey Tia. I like to use mindmaps to keep all my electronic files straight, plus goals, tasks, notes, marketing plans, spreadsheets, etc. They're pretty incredible tools that let you visualize everything got going on, and you can keep track of everything from one single map.

There's a freebie software product called FreeMind that's pretty robust. Or, if you want some bells and whistles, you can check out MindManager 8 from MindJet (just Google both sites).

I am a recovering clutter lover, and mindmaps have seriously saved my life!!

Have a beautiful day, Katie Langston