Get organized with folder categories
Start with your existing files and papers. Pull them all out and pile them on a table. Get yourself some nice new file folders and a black Sharpie or label maker. Get yourself a bankers box (or a few) for all your old files. Keep these coloured folders active for only your current-year stuff. Move all the documents from previous years into the archive box once a year.
These are the file categories every small business owner should have. You can apply these same to folders on your computer for saving digital files.
Orange - Personal tax
Folders: T slips, official donation tax receipts, medical tax receipts, RRSP contribution slips, and any other personal tax related documents that may be write-offs.
After your taxes are done, pull out your tax archive box, shred any years that are older than seven years, and add the most recent tax year file. Keep your current tax-year folders clean.
Green - Business receipts
Folders: Sales invoices, office supplies, materials, fuel, coffee, meals, entertainment, parking, taxi, Costco, Post Office, travel, etc. No statements or insurance documents.
If you really want to organize your receipts, separate them by payment method, and then by date. Move all prior year receipts to your archive box and keep your receipts folders for the current year clean. If we do your bookkeeping, you do not need to organize your receipts by category, or plug them into an Excel document.
Purple - Insurance
Folders: Separate folders for benefits plans, auto, home, and life insurance.
If your policy just renewed, you can shred your last year’s policy.
Blue - Bank and credit card statements
Folders: Bank accounts and credit card statements.
Try to minimize paper copies of these by selecting the paperless option when you’re in your online banking. Your bank is likely charging you two or three dollars a month for the paper statements. These statements are the backbone of your financials, so keep these safe!
Brown - CRA
Folders: Notices of assessments, remittance vouchers, and letters from the CRA.
If you don’t understand what the letter is saying, send it to us as soon as possible. Keep your remittance vouchers because you need these to make a payment at the bank, which can be the fastest way to pay your taxes in a last-minute pinch.
Red - Medical
Folders: Keep a folder for each person in your family, including your pet. Medical tax receipts should be kept in your personal tax section.
Put all the life or death documents in a life binder.
Yellow - House
Folders: Mortgage documents, property taxes, utilities, phone, cable/internet, repairs and maintenance.
These will be useful for home office expenses on your business taxes, so keep them all together.
Pink - Personal
Folders: High-value personal receipts, travel, charities.
Keep the receipts for personal items you might want to return, or are high value and you may need to produce a receipt for insurance in case of fire, flood or theft. Bikes, golf clubs, electronics and jewelry are common items. Report high-value items to your insurer.
Add other categories if you have rental properties, investments, volunteer work, manuals, etc.