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How to Organize Your Business Accounting Records with a Visual System

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You’ve heard the expression, “out of sight, out of mind.” This holds very true for so many of us who continually need reminders to do certain things on a certain date or time. Without visual cues to remind us – especially in business –it’s easy to forget to collect money, order new inventory, or pay bills and invoices on time.

Several decades ago, the Japanese perfected a way to reduce inventory and perform certain tasks. They coined this, “kanban,” which loosely translates into visual record or card. Business owners today can implement their own kanban with daily or weekly accounting reminders to help stay organized and more efficient.

A visual accounting system doesn’t have to be elaborate or expensive. In fact, with simple construction materials you find at your local office supply store, such as stackable boxes, letter trays, or a shelving unit, you can convert any small space into a visual accounting system using the kanban technique.

In this presentation we will only focus on one example. Keep in mind, your system can be customized to your needs. As you will see, it is still possible to have a highly functional workspace without compromising overall aesthetics. The benefits of setting up a similar visual system for tracking your most important accounting activities are achieved almost instantly. See how I designed, organized and implemented my own visual accounting system using the kanban technique.

There’s even a video you can view towards the end of this presentation. You can also sign up for a free coaching session where we can give you specific tips to create your own visual accounting system based on your budget. Thanks for watching!

Published in: Business, Technology
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How to Organize Your Business Accounting Records with a Visual System

  1. 1. Presented By: Alicia Butler Pierre In this presentation, we will only focus on one example. However, your system can be customized to your own needs. HOW TO ORGANIZE YOUR BUSINESS ACCOUNITNG RECORDS WITH A VISUAL SYSTEM
  2. 2. A “lean” accounting system is one that is designed to use the least amount of space in keeping records organized. It also uses a kanban (or visual signal) to act as a a queue to prompt action as you will see in the following pages. A “visual” accounting system is one that organizes accounting activities into a visual design in order to keep track of cash flow and eliminate late fees. This kind of system is perfect for entrepreneurs who need visual reminders. Combined, the “lean, visual” system is a flexible design that can be constructed with stackable boxes, letter trays or a simple shelving unit. In this presentation, we will only focus on one example. However, your system can be customized to your own needs. THE LEAN, VISUAL ACCOUNTING SYSTEM www.EQBsystems.com
  3. 3. www.EQBsystems.com 1. Correspondence Includes physical incoming mail that needs to be sorted 2. Receipts Actual copies of all physical receipts obtained as proof of a transaction 3. Receivables Includes copies of invoices showing money owed to your company as well as credits 4. Payables Includes bills and invoices to pay as well as refunds to issue to customers 5. Accounting Records Includes blank checks, archived tax records, signed contracts, bank account information Common Accounting Activities to organize GETTING STARTED
  4. 4. www.EQBsystems.com DESIGN THE SYSTEM
  5. 5. www.EQBsystems.com Correspondence (Box 1): Place incoming accounting-related info here first. At the designated time, sort and store into appropriate box/slot. 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. 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. 1 2 3 4 5 SETUP THE SYSTEM
  6. 6. 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). IMPLEMENT THE DIGITAL KANBAN
  7. 7. www.EQBsystems.com Take a moment to watch how I use my own visual accounting system in this video. SEE HOW THE SYSTEM WORKS Click here to view the full article detailing how to design and setup this system.
  8. 8. www.EQBsystems.com Organizes accounting activities into visual reminders Uses a kanban (or visual signal) to act as a “prompt” for action Keeps track of cash flow and eliminate late fees Perfect for busy entrepreneurs and/or visual learners Uses the least amount of space for records Simple construction with stackable boxes, letter trays, or a simple shelving unit 1 2 3 4 5 6 6 REASONS TO USE A VISUAL SYSTEM
  9. 9. © Copyright 2010-2017. Alicia Butler Pierre for Equilibria, Inc. All images of the visual system in this presentation belong to Equilibria, Inc. THANKS FOR WATCHING! Contact me for help designing a system to optimize your own accounting activities today! THANK YOU!

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