Paperwork Help!!

Discussion in 'Business Operations' started by born2farm, Apr 11, 2011.

  1. born2farm

    born2farm LawnSite Bronze Member
    Messages: 1,149

    OK guys. Here is my problem. This is my first year doing everything 100% legal and actually running myself like a professional company. I am doing good as far as marketing and getting the work but I feel that I am lackin in the paperwork side of it. I am very picky and organized but I am not sure that I am keeping all of the appropriate paperwork and have a very good system set up. Anybody care to share a brief summary of how they do theirs? Here is what I do now:

    1)Print out estimate.
    2)Keep copy of estimate in a folder for that customer.
    3)When accepted. Give copy of contract to them and keep copy in folder.
    4)When completed I bill and keep a copy of the bill with any receipts for the job attached.
    5)Once the money comes in, the bill is marked paid with cash or a check # and then filed away and a receipt is written. All expense receipts are filed in the expense folder and the copy of the bill is filed in the income folder.
  2. WheatBookkeeping

    WheatBookkeeping LawnSite Member
    Messages: 108

    Wow! you are totally organized. You have chosen to start with your customer file which is good. Here are some other files you should consider as your business grows. Organize them just as well and you should be golden.

    Don’t forget to get started with a real comprehensive bookkeeping system also. It will create electronic files of your financial transactions. A Computerized Bookkeeping System should have the ability to record, categorize, sort, and retain all business financial transactions. Also, it should retrieve, display and report (your financial statements) all transaction.

    List of files I have seen maintained by businesses like yours: I am sure there are other things to consider - so be on the look out.
    1. Customer files (you got this one going already)

    2. Vendor files - (guys you buy stuff from)

    3. Business Operation type files (files that tell the story of your business)
    • Bank, credit card and loan records files
    • Articles of Incorporation, or partnership, or LLC papers (if applicable) files
    • Taxes filings (your business tax returns only, your personal tax returns are separate and require a separate file)
    • Federal income tax and payroll tax files
    • State income tax, sales tax and payroll tax files
    • Local sales tax file
    • Physical Assets file
    • Land
    • Building(s)
    • Equipment and tools
    • Vehicles
    • Inventories
    • Licenses and permits file
    • Employee files - personnel records, W4s, emergency contact info. Etc.
    • Payroll and time keepping files
    • Benefits files
    • Attendance, performance, and job descriptions file
    • Customer complaints, surveys, and lost sales file
    • Awards, Community Service, and memberships file
    • Insurance policies file
    • Business security and building entry procedures file
    • Safety meeting materials file
    • Chemical application, storage, transportation, and compliance file
    • Business planning and growth ideas file
    • Logbooks (like vehicle logs and maintenance schedules), route lists, and schedules file
    • Product and equipment manuals file
    • Policies and procedures file

    As you can see it doesn't take long before your records become a very valuable thing. So, don't fail to store them in a safe (very safe) place, restrict access and make copies for backup.

    good luck

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