How To Organize Receipts For A Small Business

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If you own a little business, you likely know that you simply can deduct most of the expenses you incur running your business. However, you furthermore may get to keep receipts and other documentation of these expenses, just in case the tax department audits your tax returns or asks for extra information about deductions you’ve claimed. Organizing receipts and keeping track of expenses are often a hassle, but if you’ve got a convenient and accessible system in situ, you’ll confirm you’ve got everything in situ to maximize your deductions come tax time.

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How to organize business receipts

Each time you sell something or make a sale , you give or take a receipt. You provide receipts to customers after they buy something at your business. And, you receive receipts once you purchase items.

For example, if a customer purchases a coffee from you, you give them a receipt to point out they bought the item.

Organizing receipts helps keep your important financial documents so as while also taking the panic and stress out of tax preparation. Maintaining receipt records can make an auditing process easier and keep your accounting books accurate.

Documenting Expenses

Note the business purpose of every expense on the receipt. Keeping in mind that you are going to be keeping receipts for six years, something that seems obvious every week after you incur the expense won’t be something you remember several years later. While this might not apply to office supplies, meals and travel are often harder .

  • For instance , if you went bent lunch with a client, you would possibly not the client’s name and therefore the general subject of the luncheon meeting .
  • With travel expenses, note the rationale for the travel. You would possibly also include a brochure or other information. For instance , if you traveled to a trade convention, you would possibly attach a brochure for the convention to the receipts connected thereto convention.

Going Paperless

  • Upload scanned images to a cloud server. While you’ll be keeping your scanned images on your computer or smartphone, you furthermore may want to form sure those files are protected . Confine in mind that you simply need to keep those files for six years, and it’s unlikely that 6 years from now you’ll still have an equivalent smartphone and therefore the same computer.
  • Out of an abundance of caution, you would possibly also want to make a tough copy backup on a CD or thumb drive. For instance , you would possibly keep one year’s worth of deductible expenses on a thumb drive and label each thumb drive with the year. Keep these thumb drives during a safe or other secure location.


This text is based on US law . Deductible expense categories and reporting requirements could also be different in other countries. Consult an accountant or other tax professional.

How To Organize Receipts For A Small Business

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