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intially sort all the completed stuff, either the company has pd it or the customer has paid it, by:
expense vs income (ok the technical terms are Receivables and Payables)
because that is how you need them divided for IRS purposes
then within those two categories, alphabetically by payee if it is an expense and customer if it is income. That takes care of all the stuff that is already paid, or completed. Then you can enter the info on the spreadsheet/database fairly easily.
You will also want a second set of files for Unpaid items in expenses/bills and uncollected bills on the invoice side. That will be just the current stuff you are working with after you get all the paid bills and collected invoices filed, so it will be much smaller. Those you can use a 31 day expanding folder for, and store by due date so you don't forget to pay them on time and so you can send a second notice if it somethimg that is owed by a customer.
the spreadsheet will take care of the date order and the math for you.
You need the business expenses for writeoff, everything (just about) counts, so include all the receipts for pens, paper, other office supplies, etc.
I am not an accountant or bookkeeper by profession, this is what worked when my husband had his own business.
With PCs you don't need special expensive office forms. Just design a nice invoice on the PC, save the blank and make the bills up ..then you can print them for mailing and hard copy filing OR you can save to disc file in the PC. A nice little virtual filing cabinet. Heck you can scan the documents into the PC too.
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