Organization: Simple Receipt Management for your Home Business

It's nearly tax time.  We've talked about organizing and managing your business, regardless of your space, time, and income; let's talk about receipts.

Receipts: can live without them, but for tax purposes (and refunds, returns, and exchanges), we will not.

For the sake of simplifying and working in a small space, let's try the easiest and smallest method available (aside of the computer program).  If your home business has become  so big you need a complete and elaborate method, not counting a computerized program, you may need to move your business to a separate location. While this receipt system can pretty much work for most businesses, it's not the best solution for a multi-million dollar business.

Using an inexpensive accordion file wallet with at least twelve tabs (each accordion wallet file shown here is under $4 and has 12 tabs), label one tab for each month (if you use a fiscal period, start with the first fiscal month).  Mark the front of the wallet with the year (when using fiscal years, use the actual year your twelve month file ends).

File each receipt into the corresponding tab, always filing each receipt behind the one that came before (this is an easy habit to get into and is more likely to find your receipts in dated order).

Make notes on the back of receipts and circle business items and amounts on the front. My businesses are small enough that I actually file ALL receipts in the wallet, even copies of the receipts I give away, and copies of items shipped to me.  Do what works for you.

Keep your wallet in the same place throughout the year; consistency makes for good habits.

At the end of the year, secure with elastic band or ribbon, tuck into your tax box or set aside until you're ready to file.  

Once taxes are filed, store your receipts, wallet and all, in a safe place for however long is necessary in your line of work.  

Many business owners scan and electronically file their receipts, throwing out the hard copy, however, the wallet is affordable enough to use a new one each year, keeping the old one for storage (this method also saves you time - no scanning and labeling).

Okay, do you understand the system?  Get a receipt; file a receipt.

Not Enough Space?

Having an office away from the house is ideal, but for us, working from home is realistic. However, some of us don't have much space and often, our work is spread throughout house and when that one really important paper or order or interview [or insert your own misplaced important information here] comes up missing, we realize: our work needs its own space.

For me to simply say use a spare closet is silly. Who has a "spare" closet?  I didn't when I had seven kids and an extra mother at home and I do not now. In fact, I'll be so bold to say, I doubt I'll ever have a spare closet because somehow, someway, I will fill it up to the brim and force the door to close. Then I'll pray no one dares open it.

There are ways around it.  You can always pare down to basics, empty a closet, set up a TV tray or book shelf, and have instant storage for your products, a place to file paperwork, perhaps, even a mini desk (if you still use desktop computers, it's possible to get that in there, as well, but probably it's elsewhere... one of the pitfalls).

Set up a simple card table in the corner of a room. Some of us have available corners, others do not.  Find a place, any place.  You can have a chair to work, use half of the table for items you need daily (pens, stapler, paper) and the other half as your workspace.  Under the table, away from your feet, store your files. You may need to keep products elsewhere, if your business requires products on hand.

Let me say that if you have so many products, there simply is no room at all, it's possible your place of business is not the problem, providing your intentions are to be at home working. It may be that your home business is a bit unrealistic.  Some businesses are NOT meant to do from home (and that's okay).

Another wonderful item is a simple TALL bookcase. Utilize the height on the top of the walls, by building higher rather than wider.  If you have bigger items, put them on the bottom so that their sticking out won't look so bad, if that's what you are worried about (I'd rather you worry about whether someone is going to trip over it or bump into it).  Use trays to group things you use together. It's easy to take the tray down, work at the kitchen table, and put it back. Nice, easy, quick.  You can use open files (no lids, as nice as they look, they will be a hassle in the long run) or use in/out boxes.  How you fill it is unique and a no brainer, these are merely suggestions.

One thing I cannot stress enough: be willing to change and adapt as needed.

If keeping your pencils and pens separate seemed like a great idea and looked great but isn't working; change it. Change it until it works for you-if it doesn't work for you, it works against you.

Our kitchen is always a work in progress. When we moved (we've moved three times in less than a year's time), I requested the cupboard and shelf plans in advance and pre-placed everything.  It looked good and it was reasonable.  Until we used the cookie supplies, all these months later and we still did not have a clue how difficult it would be to get out and put away (for the kids).  I thought of alternatives and found nothing better, which made me think another way. What would work better in the place of the cookie utensils?  Nothing.  Next, I asked myself, "Self, how often do you use these cookie things?"

"Use" turns out to be the key.  We seldom use these items. Knowing that nothing fit in their place better than they did, and that we rarely use them, why not keep them where they are and have a bit of discomfort (for lack of a better word) once or twice a year?

Using the kitchen again, our spices are in a cupboard near the stove, where we cook (never over it).  It stands to reason the sugars and flours would be there, as well.  But I rarely use cinnamon, sugar, flour, sprinkles, etc. while I cook and the cupboard doesn't hold it all anyway. I tried moving it to the larger cupboard by the side of the sink.  When anyone cooked, the spices would invariably be left near the stove, rather than being put away.  I asked why and knew it was because as easy as it is, too many steps to do such a small thing was, well, too many, which led to too many more, now that we'd have to go back later, put them all away, and then some.

Who says all the spices have to be together?  We grabbed all the spices we cook with and put them near the stove. The others, mainly used in baking (where you put everything together outside the oven, mix, or what-have-you), were stored in the larger one by the sink. We call that the baking cupboard. We've included pancake mix, flaxseed, baking mixes, etc., and it works. For us. Whatever works for you, is a blessing.

The point is, create your space the best you can. When it works, it works and do not mess with it. When it does not work, don't fight it and force yourself to make it work, change it until you get it right.

Use the space you do have and use it wisely. For my home businesses, I use the area behind the door, and the wall near the bathroom.  For my writing, I use my table and the space below it holds my files. It's all neat, organized, and usable.

Home Party Business: Is Anyone Out There?

I've long since realized: I'm the only one reading this.  Still, I'll continue. Why? Because I'll go crazy if I keep this contained within myself.

Today, I practiced setting up my display for the first home show.  I've found tons of ideas, but I'm not happy yet with anything I've come up with. For one thing, most of the people with At Home America have special displays (which I plan on earning - the ONLY way you can get one) and they have different products than I do; making it hard to recreate their display.

I'm thinking about ordering a few more things to use in my display. I'd like to display in the way you might see a store display, rather than everything on one table. We'll see.

Another thing I'm considering is purchasing a few more of their yummy smelling candles, lighting them for the entire party, then giving it away in a drawing at the end of the night.  They provided me with cards for guests to fill out, enquiring whether they are interested in hosting a party or joining the crew... if they give it back, they just might win.  The only thing is that if I book a party from that party, I'll probably give away a completely different prize.  That way, the guests will be willing to go to more than one party, hoping for a shot at another cool gift.  We'll see. Again.

So much on my mind.

This new business is not all there is. Not by a long-shot.  I've been formatting the screenplay and have a children's book ready for an editor.  The website, True Crime Fanatic, well, that's taking longer than I'd like, but it's only due to lack of knowledge writing and working with CSS.  Always, I'm on the lookout for publishers and producers for my friends' work.  Ha! That's much easier than finding help for myself.  And lastly, I'm just about finished setting up a class to teach business management and organization on federal land. Yes, there's a need for it.

As with At Home America, if I find something I want or need and no one can provide it, I'll find a way.  And that's how things get done.

Tools of Success: Notebooks

So much is going on before my first party. I need to feel like I'm in control and I know and understand what I'm doing. I've now filled up TWO notebooks - and one is HUGE (so big it cost more than $10, but it's worth it), with notes, training, and ideas. Before you think you have to go through all this "trouble" for your own business, let me say that I am a visual learner. Preferably, words. You may be better by doing. AND I have no one to learn from by watching or attending another party. It's not work to me, either, I actually like it.

In fact, last night, my middle daughter said, "Gosh Mom, you're so organized!" Ah, those were words I needed and longed to hear. I've not always been. This time is different. I am VERY SERIOUS about what I'm doing. I am determined to put Hawaii on the At Home America map.

Another thing I've done to study and learn, is to browse and participate in the discussion boards set up on our AHA website and on the Yahoo Group's email list. If you don't have this where you are doing business, create it yourself! If you have questions and ideas, someone else will, too, and they'll be grateful someone took the initiative.