how do I keep TONS of paperwork organized?!

[Right Touch]

I have all my invoicing and such all computerized so that part is taken care of. I also have a couple file cabinets with many different folders to keep receipts, loan payments, equipt maintenance receipts, stuff like that organized. My problem is these file cabinets are filled to the max (which is a good thing. I used to empty them at the end of the year and this summer and I had to do a mid year clean out) so I'm not complaining and Im sure im gonna get answers like, just get more file cabinets, but I was just wondering how you guys keep track of all your papers? I pride myself in being able to find anything from all year in a moments notice if asked for it (comes from a long family line of accountants with OCD :laugh::laugh::laugh:) my business is just getting much bigger and just wanted to know how you big guys keep track of everything? IS it a matter of just staying organized and adding file cabinets and if so, do you have one cabinet for Equipment then folders for all your different equipment, and one cabinet for legal stuff and folders for taxes, workers comp, ins.? Sorry if my thoughts are a little unorganized with this thread- its New Years Day and I've had to drink TOO much coffee to get going now im a little :dizzy:

[mattfromNY]

I go to the office supply store and get file boxes, and file everything that is not needed on a daily/ weekly basis in them and store them all away in a closet. That keeps my current customers in one two drawer file cabinet and all my current bank, insurance, payroll, etc. in another two drawer file cabinet, both at my desk. All current bills are in a tray on my desk.
This way everything is still organized and labeled if I need them quickly, but stored out of sight. (Of course, there is still JUNK all over my desk, and as I type this my 10 month old son is on my lap tearing the place up!)

[Az Gardener]

I keep receipts for things like fountain pumps that I my need for warranty work in the clients who needed the item's file.

We keep I -9 's in a binder out of the employee file handy in case ICE pays us a visit.

We have a file for each vendor and when it gets too full we bundle them up and put them in cardboard bankers box's.

This month we will clean out the files and store everything in bankers box's

Just keep the bankers box, clearly labeled and stored in a clean dry area. I got my wife a receipt scanner that would computerize them but she had me return it, she is kinda old school.

[DLAWNS]

It sounds pretty similar to the way we organize. Sounds like you have it pretty much under control.Thumbs Up

[hoyboy]

try this. I have an older version that works great.

www.thepapertiger.com

[Fiano Landscapes]

We have four giant file cabinets. One of the file cabinets is for the past three years files for everything. Our accountant told us that if you go three years and noone asks for this information your ok to put it away into boxes. So that is exactly what we do every year we move the oldest year in our cabinet into file boxes, and store them away into storage. Our system works like this:

1 file cabinet for Emploee payroll & tax files. That takes up the top three draws of the cabinet. We then use the lower drawer for owner manuals, parts manuals, general maintenance information for when our people are serviceing our equipment they come in and get the information they need.

2 file cabinet is generally for all of our vendors. We file all of them alphabetically for easy searching.

3 file cabinet is for our receivables. Each one of our clients has a folder. Each folder contains any and all transactions in which they made with our company in the current year. I don't know if yo have to do this, but we also copy each check onto the back of every incoice so we have every record possible. Most of our commercial clients have check stubs attached so we just use those, but any check without a stub we copy the check onto the back of the invoice.

Then like I said before our last cabinet is filled with past 3 years records. It seemed to be a never ending paper mountain before as well for us , but we have finally settled into these cabinets for a few years. it doesn't seem to pile up like before. Hope this helps.