Backend Organization: How a Bookkeeper can Help.

September 27, 2021 11:38 am

Backend Organization: How a Bookkeeper can Help.

As small business owners, it can sometimes feel like our to-do list is never ending. Backend organization can sometimes seem impossible. Streamlining processes as much as possible is critical to maximizing efficiency so we can spend our time where is really matters; serving our clients! Organizing your backend and hiring a bookkeeper are the first step toward that goal.

When deciding where to focus all your organizing efforts, it can sometimes be difficult to sort through everything on the to-do list and still manage the day to day grind that is, running your business. That’s why if you know someone who has a virtual bookkeeping business, they should quickly become your best friend. Remote bookkeepers work from home managing your books and organizing your backend so you can focus on providing massive value to your clients.

While this blog likes to focus on accounting or virtual bookkeeping services, here are some additional things that will make the biggest difference in your business!

Account management:

When thinking about managing your documents, consider what you want to use to manage them. Two great resources for document and invoice management are Dropbox and Wave Accounting. They keep all your documents backed up without influencing your books; which is great if you’re new at digital invoicing and management or if you’re new to all the bookkeeping jobs or tasks and don’t quite know how to integrate the two ideas.

Your financial transactions. tax returns, and financial statements are the backbone of your company and without them you simply cannot get a clear picture of how your business is faring. A virtual bookkeeper can manage those essential documents so you don’t have to.

There are many accounting software’s out there, but Papillon House Bookkeeping uses Quickbooks Online. It’s accounting and bookkeeping software that does a pretty good job of being a “one stop shop” for things like accounts receivables, accounts payable, receipts, and bills.

You can link your bank accounts and credits cards to manage all of your financial data in once place! You can even use it to complete your payroll. It takes all the headache of data entry and streamlines it into a well rounded service where you can have all the financial reporting; like balance sheets and profit and loss, in one place.

Passwords and Backups:

Passwords and backups are the cornerstone of backend organization; I absolutely and fully believe that if you only have one backup of your digital data, then you truly have no backup at all. In this digital age it’s important to have both an onsite and offsite backup because you can never know what will happen! I like to use Backblaze for my offsite backup and and external hard drive for my onsite backup. 

And with your passwords, PLEASE tell me you aren’t using the same password from your high school AOL email account. Periodically changing your passwords is critical to keeping your data safe and secure. Using a password manager like Lastpass or 1Password makes it easy to use complex passwords with the added benefit of securely sharing passwords with your team!

Planners and Calendars:

Here you have to decide what type of person you are. Are you digital, pen and paper, or maybe a mix of the two?

Whatever your choice, make sure it’s one you find enjoyable and easy to use. Pro- tip: Set (or write down) reminders for documents that are due for your bookkeeper to minimize any back and forth that can sometimes happen. Having a good to-do list system to feed into your calendar/planner is also essential.

I personally like the feel of both. I find a digital to-do list (I like Todoist) really helps keep ideas and tasks organized and not floating around in my head. 

However I also like the feel of carrying around my paper planner in my purse or car while out running errands, or, for those days when I just cannot stare at the computer for another minute! (Here my favorite is Happy Planner. They are a fun way to organize, with multiple ways to customize, with themes and stickers. I personally like the Fall Collection.)

Let me know if you think I missed something!

The Final Take

Your backend organization is the most important aspect of running your company. Without this organization and a good team, it’s only a matter of time before things start to fall apart or start to get overwhelming. At that point, cash flow starts to suffer. Whether full time or part time, a virtual bookkeeper can help keep you on track and handle the most difficult part of organizing the back end- the books, payroll, and invoicing.

And since online bookkeeping is most often done from the comfort of the individuals own home, (or office) it helps to cut down on the costs of overhead. Win, Win. Oftentimes, they work with accountants, so when that time comes where you need to hire an accountant, it’s nice to have an in with a bookkeeper who knows who’s going to take care of you, and who’s going to take your money.

This virtual bookkeeper functions as an independent contractor. There’s no need to haggle an hourly rate or pay for my taxes. I handle all of that and give you a nice affordable monthly rate.

If you’re thinking that QuickBooks is too complicated or, better yet, this is what I need, then fill out the contact form, we will set up a call to see how I can help you!

They always say, taking the first step is the hardest, but in this case, it will feel like a weight has been lifted from your chest. And you can get back to doing what you set out to do in the first place; whatever your passion may be, and making money while doing it.

Morgan is the Director at Papillon House Bookkeeping, a Tampa, Florida-based firm that specializes in bookkeeping services for law offices, architects, and the construction industry. With over three years of experience in her current role, she aids her clients in meticulously organizing their financials. Morgan's dedication and expertise extend beyond the realm of accounting, allowing her to provide comprehensive financial management solutions. She also engages with her audience through live discussions on the Papillon House Bookkeeping Facebook group page.