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!
How to Organize Your Business Accounting Records with a Visual System
Alicia Butler Pierre
In this presentation, we will
only focus on one example.
However, your system can
be customized to your own
HOW TO ORGANIZE
A VISUAL SYSTEM
A “lean” accounting
system is one that is
designed to use the
least amount of space in
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
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
Combined, the “lean,
visual” system is a
flexible design that can
be constructed with
stackable boxes, letter
trays or a simple
In this presentation, we
will only focus on one
your system can be
customized to your
THE LEAN, VISUAL
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
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
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.
SETUP THE SYSTEM
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
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.
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
6 REASONS TO USE
A VISUAL SYSTEM