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Writer's pictureLuz Colon

Bookkeeping for Small Business: 8 Essential Financial Records You Should Keep

Updated: Jun 18, 2023

Hello there, small business owners! Whether you're a seasoned veteran or just starting out on your exciting entrepreneurial journey, one thing's for sure: financial records are the lifeblood of your operations. Maintaining accurate and organized financial records not only ensures compliance with regulations but also provides a clear picture of your business's health, aiding in decision-making and planning for the future.


In this post, we'll be diving into the essential financial records to do your own bookkeeping for your small business should keep. Get your coffee, take a seat, and let's talk numbers!


Income Records

Income records document every single penny that flows into your business. This includes sales receipts, invoices, credit card slips, and any other records that reflect your revenue. Keeping accurate income records is crucial for understanding your profitability and for preparing your income tax returns.


Expense Records

On the flip side, it's equally important to keep track of where your money is going. Receipts, utility bills, rent payments, payroll expenses, and any other costs incurred by your business should be carefully logged. This practice aids in budgeting, helps identify areas where you could cut costs, and plays a significant role in tax preparation.


Bank Statements

Bank statements offer a bird's eye view of your financial transactions over a particular period. They serve as proof of income and expenses, helping to reconcile your records. It's a good idea to have a separate bank account for your business to avoid mixing personal and business transactions.


Payroll Records

Payroll can be complex, but it's an area where accuracy is paramount. Detailed records of employee compensation - including wages, benefits, bonuses, and deductions - are a must. In addition, employers are required by law to maintain certain payroll records.


Inventory Records

If you deal with physical goods, inventory management is critical. Keep detailed records of inventory purchases and sales to understand your product turnover rate, identify your most profitable items, and avoid stockouts or overstocking.


Tax Returns and Documents

Tax documents are not just essential for compliance with tax laws but are often required when applying for loans or when you plan to sell your business. These include your business’s yearly tax returns, Employer Identification Number (EIN), and any correspondences with tax agencies.


Legal Documents

Legal documents such as your business license, permits, contracts, leases, and any other legal agreements are vital records for any business. They not only confirm your right to operate but also outline the rights and responsibilities of all parties involved.


Accounts Receivable and Payable

These records help track who owes you money and who you owe money to - ensuring you maintain a healthy cash flow. Always staying on top of these records can mean the difference between a thriving business and one that's struggling.

 

As we wrap up, remember that your business is so much more than just numbers on a balance sheet. It's a dream made real, a source of income, and perhaps even your life's work. Treat it with the utmost care by keeping up-to-date, accurate financial records. Your future self (and your accountant) will be grateful!


Before we say goodbye, we'd like to share an exciting resource with you. If you found this post helpful and want to dive deeper into financial planning, consider checking out our eBook "Tax Planning for Small Business". It's packed with additional insights and practical advice to help you navigate tax season with confidence and efficiency.


So keep those financial records tidy, and happy bookkeeping, folks! Let's make your small business journey a successful and rewarding one!


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