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When you hate doing something, it’s easy to let it slide. But then it piles up and looks even more daunting than before. This, my friend, is why you need bookkeeping systems.

Here’s the thing: when you don’t know how to do something well (like bookkeeping), it always seems too hard to decide how to handle it. So you decide to think about it later, when you’re not busy, not overwhelmed, not exhausted – you know what I mean.

And you think it has to be more complicated than it is. But you know what? Even if all you do is put your receipts into a shoebox, and take it to your bookkeeper once a month – that’s still a system.

If it works for you and the person managing your accounts, that’s all that matters. So what if it’s a little unconventional? At least it’s getting done!

Simple bookkeeping systems

  • Use an online accounting system, such as Xero or Wave Apps. Online accounting is where it’s at these days. You, your bookkeeper, accountant, payroll officer, and anyone else who needs access to the file, can do so without having to transfer it via disc or email. Multiple people can work on the same file at once. Bank statements get imported automatically. Why wouldn’t you use an online accounting system?
  • Pre-schedule all your repeating invoices to go out on the same day each month. You can do this yourself, or have your bookkeeper do it. Either way, you get it done once, and then you don’t have to think about whether it’s time to bill the client again.
  • Photograph your receipts and upload to Dropbox to share with your bookkeeper. This does take a little effort on your part, but I think you’ll agree it’s easier than entering your receipts yourself! If your bookkeeper doesn’t live locally, this is one of the best ways to get your expenses to them.
  • Use a receipt app such as Receipt Bank to automatically import your receipts into your accounting system. I haven’t used any of these myself, but the way I understand it, you photograph your receipts, and the app will read the text and numbers from the receipt, and automatically enter it in your accounting system. You may need to check each one to make sure it’s categorised correctly (or have your bookkeeper do it).
  • Set up all your regular payments to direct debit or credit card. Again, you don’t have to think about whether you’ve paid your bills if they’re taken from your bank account or credit card automatically. You do need to make sure you have enough money in the account, but once you’ve set up these bookkeeping systems, you’ll be able to focus more on making money than on pushing papers around!

Which of these systems do you use? Or which one are you interested in starting?

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