Tax Time Again - Not Organized Enough!!!

[Warren T]

Has anyone ever been audited? I can't imagine what that would be like! I need to get more organized.

I keep simple records, and they make sense to me, but they are not as good as they could be. I need some help.

I am looking for software (and this post could go there, too, I guess -- not sure), that addresses gift certificate tracking and sale of packages, along with client contact information, appointments and also that has the ability to record income and expenses.

Currently I use Outlook and sync from my laptop to my Blackberry for clients/appts. That works fine, but I am trying to consolidate everything into one program to make things easy.

Is there such a program? Considering what I have said, what suggestions can you make?

Also, as far as the paper aspect of everything, what methods do you use to keep bank statements and receipts for the year?

Thanks in advance.

 

[Pompal 09.]

Most of us (if solo practitioners) are just small potatoes to the IRS.
Of course there is always the chance of gettign auditted - but I am guessing it's pretty low.

You CAN be organized AND low-tech. In fact - sometimes it's easier to just do things as you go. Remember with Software you need to input the information. If you are consistent in doing this great!

I have a notebook with special pages that I made up...
One section is a General Journal where I record income and expenses as I incur or earn them.

One section is for mileage.

I keep a file folder with any receipts I might need and just drop them in throughout the year.

I just started selling some products also - not sure if I will continue or not. I just started an inventory/sales/and order log(s) and will ammend that as I go.

I have someone else do my taxes. IF you are auditted a professional can be of immense help. Most mistakes are done by those doing their own taxes...taking wrong deductions...forgetting deductions...etc.

And I work for someone who tracks their GC's in a paper notebook - she's been in business for many years and is as low-tech as you can get.

 

[royboy]

Thanks, Squash. That is basically what I am doing, but I do use a Blackberry and laptop to track appointments and client info (only for the last few months, and I am still using the appointment book ... for a while, at least).

I guess I'm looking for one place I can record everything - maybe on a long ledger sheet, for the gift certificates and all that is required for that (including credit card numbers sometimes - should those be in a different place, say in the client's file, or in a separate place altogether?), and the packages that I sell. Clients don't want any form of receipt - they want me to keep track, and I do, in their files. Should they also be in a different place for easy reference?

If I was ever audited, and I only worry about this because of the hassle it would be to find everything easily, I would have to go to each client's file and extract the information one by one - too much work.

I was just wondering what might be a more simplified system for me, whether it be electronic, or a continuation of what I am already doing, but in a more organized fashion.

(I used to be a really organized person, and then my life collapsed for a while with some really difficult years, and I really have never gotten back on track. I guess I feel I should be better at this now.)

Sorry for the rambling ... I really would like other's suggestions on this.

 

[shari_louise84]

This may just be a little off topic, but have you ever seen the Massage Minder ? This is an appointment book, but also has extra pages that track income, expenses and gift certificates... even CEUs.

* 13 Month Calendar
* Client Ledger
* Address Book
* Client Intake Form
* Gift Certificate Log
* Anatomical Reference Charts:
o Muscular
o Skeletal
o Trigger Point
o Reflexology
* Receipt Envelope
* Marketing Tips from Business Mastery by Cherie Sohnen-Moe
* IRS Reminders
* Business Card Holder
* Continuing Education Ledger
* Soap Notes
* Inspirational Quotes
* Made in the USA
* 100% money-back guarantee

Sample Pages Link

Just a thought for a non electronic method of keeping everything in one place.

 

[Lacus]

ccMarie -

Actually I have, years ago, and have forgotten about it. When I get a chance I will look into it again. I am sure that will help immensely - thanks.

 

[Donald F]

I use a program called easy tabs http://www.easytabsonline.com/ It does all that you are asking for, I don't know about syncing your appointments with your black berry, I don't do that, have a separate program for my schedule, but easytabs will do gift certificates health historys, progress notes, assessments, income tracking, receipt printing, expense reports, it is a nice all in one program designed for massage therapists, originally by the husband of a massage therapist.

Myrrha

 

[Gbubb]

Oh no! You said that "T" word. lol

 

[Kaira]

I use a program called easy tabs http://www.easytabsonline.com/ It does all that you are asking for, I don't know about syncing your appointments with your black berry, I don't do that, have a separate program for my schedule, but easytabs will do gift certificates health historys, progress notes, assessments, income tracking, receipt printing, expense reports, it is a nice all in one program designed for massage therapists, originally by the husband of a massage therapist.

Myrrha

At a glance, that looks really great! I'm going to look into that later when I have time. Thanks for sharing the link.

 

[maskedone]

I have a small business account and I pay for all my massage stuff out of there. That way it is all in one place and I don't have to keep recipt because I pay with a check or depit card

 

[Kat]

I really like customer pro file from Land Software. Kind of bare-bones programming, no fancy graphics or anything, but it keeps track of clients info, logs SOAP notes, keeps track of income, GCs and expenses, can print out different types of charts according to what you want, and was the cheapest option at $60.