Bookkeeping Paperwork File - The Book-keepers Forum (UK)

Kishan · Veteran Member

Bookkeeping Paperwork File

betty121 · Senior Member

Hi Kishan,

Congrats on the new client. I just started up my bookkeeping business and have my first potential client meeting tomorrow. I would also be interested to know if any of the established crew give out folders or advice the client on how to order their paperwork before sending/collecting it. I feel really unprepared for this. Don't even have any stationery yet.

Elizabeth

kjmcculloch83 · Expert

We give every new client a new client information pack which covers what we expect from the client by way of organisation of paperwork. Depending on the client we often issue folders or box files etc. Really for me it's about having the information delivered in a way that makes it easier for me, but also having a system that works for the client too.

Recently I've been investigating a way for clients to have all their paperwork scanned by a third party company so we can both get access to all the paperwork and it's easier to store. I have yet to find a client interested enough to stump up the extra cash.

Kris

Kishan · Veteran Member

Hi Kris,

Thank you for your reply.

I agree it is about having the paperwork that primarily makes things easier for us and then for the client.

Having thought about it a bit more i thinking more about trying to source custom made folders which have different sections which i can label, invoices out, invoice in, expenses, etc.

I will see what I find and post here in case anybody else is interested.

P.S. Hi Elizabeth. Thank you for your message. Let us know how your meeting goes. Good luck. I hope it goes well.

Regards,

Kishan

kjmcculloch83 · Expert

I believe that the key to a good system is that it needs to be as easy as possible for the client, or they wont do it. How about 3 foolscap files, one for sales and one for purchases, and one for bank statements/credit car statements/loan statements?

KRis

Kishan · Veteran Member

Hi Kris,

I will have the folders setup in that manner at my place, but I was just thinking of a method to use to transfer the paperwork to my place from the clients.

I hope that makes sense.

Kishan

kjmcculloch83 · Expert

Yeah, that's what I was talking about too. The majority of my clients use this system, or something very similar.

Do you think this is too complex?

Kishan · Veteran Member

Hi Kris,

Sorry about the confusion.

I have just purchased a set of these files:

http://www.amazon.co.uk/gp/product/B006ZMJIN2/ref=oh_details_o00_s00_i00

Basically I will give one to the client. I will label the sections "invoices raised", "invoices received", "expenses" and "Bank Statements". They will then put their paperwork in the appropriate section. I will then collect this folder and replace it with an empty one which they can start to use for the following month.

In the meantime i will take the current month's folder and input it into the accounting software. This will make things easier for me as I don't have to go through the paperwork and organise it first and then input as in theory it will all be organised. Emphasis on the words 'in theory'.

Having input all the data I have a lever arch file which I have started to store all the paperwork.

I hope the above is clear.

Regards,

Kishan

betty121 · Senior Member

Hi Krishan, that's sounds like a good idea. I migh purchase some of those myself.

I'm just preparing for my meeting just now will let you know how it goes.

Elizabeth

kjmcculloch83 · Expert

They look good. Nice and easy too.

Kris

numbnumber · Senior Member

I have tried to educate my clients but failed miserably as I usually receive everything in a plastic bag! They seem to know where to find it then, despite taking half an hour to locate the paperwork they want. I must try harder.

Roz

Kishan · Veteran Member

Hi Roz,

I guess it depends on the individual client, but it is something I will try and enforce from the beginning.

regards,

Kishan

Shamus · Forum Moderator & Expert

Don't know if this is any use to you Kishan but Vistaprint do folders for around £185 for 250 folders (gets cheaper per unit for larger numbers).

If you are going down this path it may present a more proffessional image of your firm for the presentations to be in good quality pre printed folders that you can match to your business cards and other firm documents.

Downside here is that I have no idea at all about the quality of these foldersand if the quality turns out to be poor that would have the opposit effect to your intentions and you'll have lost £185 plus delivery and VAT!

As I say, just a suggestion if you decide to move forwards with this idea.

kind regards,

Shaun.

Kishan · Veteran Member

Hi Shaun,

Thank you for your reply.

I just had a look at the folders. I think they would be suitable but I really cannot justify paying £182.49 (special offer) for 250 folders.

As you say it is hard to know what the quality is like let alone the actual finished product as they only show 2 images/angles.

Again, thanks for the suggestion.

Regards,

Kishan

thomashade · Member

Hi Kishan,

Why not go paperless and store everything in the cloud. You will be able to access relevant clients documents on the go amongst many benefits. We have been thriving to do this over the years with our firm which led us to develop a web application called ledgerDocs. If you need any advice or more information just let me know.

-- Edited by thomashade on Tuesday 19th of June 2012 12:07:46 AM

-- Edited by thomashade on Tuesday 19th of June 2012 12:08:36 AM

Kishan · Veteran Member

Hi Thomas,

I am slowly coming round the idea of the cloud. Well sort of. I have downloaded myself google drive. I am quite happy with it.

I think it the client who are more concerned about their documents going online. That's what I have found. Therefore I have stuck with the original method of using folders.

Regards,

Kishan

kjmcculloch83 · Expert

The alternative is to use one of the many scanning services, there was a discussion about this recently. They scan all the paperwork and can summarise it in a spreadsheet. You receive all the scanned documents and spreadsheet and the original documents are securely shredded.

I've tried but although my existing clients like the idea, they're not so keen on the extra costs, but new clients will be signed up to it.

Kris

Amanda · Expert

Sounds like a good idea Kris, but I can't imagine my clients even being able to use a spreadsheet! It its comes to me in a carrier bag like some do or even a large envelope, you just charge them more to sort it and make more money. Some of my guys just don't have the time to organise it, and love the fact that I do organise it for them.

I know I should educate them more but sometimes its just not worth it!

kjmcculloch83 · Expert

Sorry Amanda, I mean the scanning service scans and summarises the data on the spreadsheet.

Kris