By July 11, 2022
I believe in taking my own advice. If I wouldn’t do it, I wouldn’t advise you to do it. And with my most recent articles about growing your business even during difficult times, I am working to offer more services. I’m even bringing on new team members to help me improve the services I offer.
And as I’ve been growing my business, I have been working on my own processes and procedures, just as I advised in my last article. That got me thinking about processes and procedures you need to follow for bookkeeping (even if you have a bookkeeper). Here are the elements you need to put together for your bookkeeping procedures.
Define the Tasks
Even if you have a bookkeeper, you still have to interact with them and provide them with necessary information. Before you can begin to organize everything, you will need to define every task in detail. I have learned through my years as a bookkeeper that if you fail to define your tasks clearly, they won’t be done properly.
Collecting and scanning receipts, sending receipts to your bookkeeper, budgeting, and monitoring income and expenses are just a few of the tasks you will need to describe. If you don’t know what exactly you need to do, you should speak with your bookkeeper and get a list.
Determine Who is Responsible
One of the secrets that successful businesses use to organize their bookkeeping processes is to set one person to coordinate with your bookkeeper. Having everyone talk to the bookkeeper just makes it confusing. It’s far easier to make mistakes and miss important steps when everyone is trying to do the job.
Instead, having one person interact with the bookkeeper will ensure that tasks are actually getting completed. And that will also help with the next task.
Set When Tasks Need to Get Done
Your bookkeeper will need to do tasks regularly. And having the necessary information together on time is important. That’s why you should set a calendar for any bookkeeping tasks your internal team has to handle. It doesn’t have to be complicated, just have a calendar that tells you when things need to be sent in. You can even streamline these tasks in ClickUp, a project management system that allows you to include all of the information and details needed to complete the task as well as assign people, set due dates, and much more!
Keep Your Purpose in Focus
In all of your planning for your processes and procedures, it’s easy to lose sight of what really matters. But don’t lose sight of why your company exists. Bookkeeping is not what you started your business to do. So if your bookkeeping is distracting you, you need to find a solution. And when you find what you believe to be a solution, you need to make sure that it actually works by asking whether it helps you achieve your company’s purpose. This might look like using QuickBooks in your business to organize all of your invoices, expenses, sales, profit and loss statements, etc. Having all of this in one place where your bookkeeper can access it can make this process much more seamless.
Bookkeeping is complicated. And while what I shared above was pretty basic, your specific situation can’t be accounted for in a brief article. So if you have any questions about how to set up your bookkeeping procedures, please give me a call. I would be happy to discuss your situation and show you how having a bookkeeper could help your situation.