Let’s be honest—paperwork is probably not the reason you started your business. But here it is, demanding your attention: invoices, receipts, BAS statements, contracts, employee forms, bank statements, and the occasional mystery document you swear you’ve never seen before.
Good news: staying organised with your paperwork doesn’t have to be hard, and it doesn’t have to suck the life out of your workday. With a few simple systems and habits, you can keep on top of it all without the late-night panic or shoebox full of receipts.
Here are some tips to help you stay (and feel!) more organised:
1. Go digital (where you can)
Scan or photograph your receipts and upload them to a cloud storage system (like Google Drive, Dropbox or OneDrive) or a bookkeeping platform that allows attachments (like Xero, QuickBooks, or MYOB).
Not only does this keep things tidy, but it also means:
- No more fading paper receipts
- You can find things fast with a simple search
- You’re less likely to lose important documents to coffee spills or rogue toddlers
Pro tip: Use consistent naming conventions for files, like “2025-03 Invoice ABC Pty Ltd”, so everything sorts nicely and is easy to find.
2. Create a weekly paperwork time
Even just 15–30 minutes each week can do wonders. Pick a time—Friday mornings, Monday afternoons, whenever you’re least likely to be interrupted—and dedicate it to uploading, filing, and reviewing paperwork.
Making this a habit means things never pile up too far, and you’re not left scrambling when BAS time rolls around.
3. Separate business and personal finances
This one’s huge. If you’re still using the same bank account for both business and personal expenses, it’s time to break up. Keeping your business expenses separate makes reconciling transactions so much easier and gives you a clearer picture of how your business is doing.
Bonus: your bookkeeper (or future-you) will love you for it.
4. Use folders and labels
Whether you’re going physical, digital, or a mix of both, having clear folders makes life easier. At a minimum, create folders for:
- Income (invoices, sales reports)
- Expenses (bills, receipts)
- Bank and loan statements
- Tax documents (BAS, IAS, EOFY reports)
- Employee or contractor records
If you’re using email for receipts, set up folders or filters to automatically sort incoming documents.
5. Don’t wait for tax time
Try to stay on top of paperwork regularly, not just at the end of the financial year. Leaving everything until June is like saving all your laundry for one day—it’s overwhelming, stressful, and no one enjoys it.
6. Get help if you need it
If paperwork is constantly stressing you out or falling to the bottom of your to-do list, it might be time to outsource or get support. A bookkeeper, virtual assistant, or even a low-cost bookkeeping membership can help you stay accountable and organised—without blowing the budget.
One last thing…
Remember, staying organised with paperwork isn’t just about being neat—it’s about saving time, reducing stress, and setting your business up for success. A few small tweaks now can make a huge difference later.
You’ve got this! And if you need a nudge or some support along the way, my Boss of Your Books membership is designed exactly for small business owners like you who are doing their own bookkeeping.
It’s a low-cost, no-stress way to stay on top of your finances with monthly co-working sessions, practical guidance, and a space to ask questions (no jargon, I promise!).
