I was really proud of myself when I went and met with my accountant for the first time. I use Quickbooks to run my business these days (far from the Excel spreadsheet that I was using a few months ago), and my A personality loves it. I showed him all the things I was doing and how I was categorizing my purchases, mileage tracked to meet clients, as well as my process in scanning and digitally storing contracts and receipts. He said verbatim, “You are the most organized client I think I ever have had.” Either he hasn’t had a lot of clients or I’m just that awesome at organizing.
I was scrolling through Facebook one day, and one of my girlfriends from college shared that she used this awesome app called “CamScanner” to save receipts. As the dork that I am, it caught my attention. Let me just say, it has just rocked my world.
- I make a purchase and get the receipt.
- I scan the receipt on my iPhone, which allows me to shape the picture, and then allows me to upload to PDF to a “Receipt” folder I created in Dropbox.
- In running my business, I set aside about an hour every two weeks to record my financial transactions. When I’m ready to do that, I open Dropbox and date my file name, then drag it to Quickbooks. (If you are not using Quickbooks, I would recommend dating your receipts like this “2014 – 06.15 – Postage Purchase.pdf” for ease of reference).
- I organize my physical receipt in a folder to refer to later (you could probably trash this, but I’m kind of like a packrat).
Here are 6 screenshots in a nutshell:
Scan > shape > Click Upload:
Choose PDF > Click Dropbox > Save it to the Receipts Folder > Organize when I have time:
I not only use this for business, but I’ve also found this very helpful for personal stuff as well. This includes:
- Contracts that I sign on the spot that I want to remember signing
- Purchases on garden items from Home Depot that have a year warranty
Try it out and let me know what you think! I’m pretty sure it will rock your world too 😉