Organize Your Business Accounting Records with a
Visual System
By: Alicia Butler PierreFor: Equilibria, Inc.
HOW TO
In this presentation, we will only focus on one example. However, your system can be customized to your own needs.
6 reasons to use a visual system
www.EQBsystems.com
1. Organizes accounting activities into visual reminders
2. Uses a kanban (or visual signal) to act as a “prompt” for action
3. Keeps track of cash flow and eliminate late fees
4. Perfect for busy entrepreneurs or visual learners
5. Uses the least amount of space for records
6. Simple construction with stackable boxes, letter trays, or a simple shelving unit
getting started
Correspondence Includes physical incoming mail that needs to be sorted
Receipts Actual copies of all physical receipts obtained as proof of a transaction
Receivables Includes copies of invoices showing money owed to your company as well as credits
Payables Includes bills and invoices to pay as well as refunds to issue to customers
Accounting Records
Includes blank checks, archived tax records, signed contracts, bank account information
Common Accounting Activities to organize
www.EQBsystems.com
setup the system
Correspondence (Box 1):Place incoming accounting-related info here first. At the designated time, sort and store into appropriate box/slot.
1
2
3
4
5
www.EQBsystems.com
Note: we are only looking at the right hand side of the total system design. I use the other side for my sales and marketing activities.
1
2
3
4
5
START
Receipts (Box 2):Place receipts here for review, data entry and reconciliation purposes.Receivables (Box 3):Place invoices here reflecting money owed to your company.
Payables (Box 4):Place bills you owe here.
Accounting Files (Drawer 5):Label and file important information for archiving and easy referencing.
implement the digital kanban
www.EQBsystems.com
Step 1: Choose a day of week that you or your bookkeeper will review your accounting system
Step 2: Determine how much time is involved.
Step 3: Setup a recurring weekly calendar appointment in your electronic calendar on your computer and/or phone. Once the reminder appears:
a. Disseminate correspondence (box 1).
b. Enter receipts (box 2) and bills (box 4) into your accounting software and then file (drawer 5).
c. Check on the status of money owed to you (box 3).
d. File any necessary paperwork (drawer 5).
see how the system works
www.EQBsystems.com
Are you viewing this presentation on a tablet or phone? If so, you will have to view this presentation on a PC or Mac in order for any links to other websites to work – this is Slideshare’s rule, not mine. Sorry for the inconvenience.
Take a moment to watch how I use my own visual accounting system in this video.
Click here to view the full article detailing how to design and setup this system.
thank you
© Copyright 2010-2014. Alicia Butler Pierre for Equilibria, Inc. All images of the visual system in this presentation belong to Equilibria, Inc.
Thanks for watching!
Don’t forget to click on the Get in Touch button
or contact me directly at
info[a]eqbsystems.com for help
designing a system to optimize your
own accounting activities today!
