What’s the Best Way to Keep My Books Organized?
Messy books lead to tax stress, financial confusion, and missed opportunities. The good news? Keeping your books organized isn’t complicated-you just need a system and a schedule. Whether you manage it yourself or work with a professional, this guide will show you how to stay in control of your business finances.
Download Our Free Brochure →Effectively organizing small business finances is fundamental to maintaining financial stability, improving cash flow management, and supporting strategic decision-making.
1. Use the Right Bookkeeping Software
Start with cloud-based accounting software like:
- QuickBooks Online
- Xero
- FreshBooks
- Wave (for very small businesses)
These platforms sync with your bank accounts, automate data entry, and make it easy to generate reports.
If you work with a professional service like RemoteBooksOnline, QuickBooks or Xero is included and fully managed for you.
2. Create a Monthly Bookkeeping Routine
Consistency is key. Use a recurring checklist to close your books every month. Your routine should include:
- Reconciling all bank and credit card accounts
- Categorizing income and expenses
- Entering bills, receipts, and payments
- Reviewing your P&L and balance sheet
- Archiving digital copies of important documents
Download our Monthly Bookkeeping Checklist to get started.
3. Keep Business and Personal Finances Separate
One of the most common causes of disorganized books is blending business and personal expenses. To avoid that:
- Use a dedicated business checking account and credit card
- Pay yourself a regular draw or salary
- Never use your business card for personal purchases (and vice versa)
Separation ensures cleaner records and protects your liability and tax deductions.
Download Our Free Brochure →4. Set Time Aside Weekly or Monthly
Even if you’re doing DIY bookkeeping, don’t let it pile up. Set a recurring calendar reminder:
- Weekly (15–30 minutes): Review new transactions, file receipts
- Monthly (1–2 hours): Reconcile, run reports, fix issues
If you’re consistently skipping these blocks, it’s time to outsource to a bookkeeper.
5. Back Up Your Records Digitally
Use tools like:
- Google Drive, Dropbox, or OneDrive
- Accounting software attachments
- Secure portals if working with a bookkeeping service
Digital storage makes audits, loans, or year-end reviews much easier.
6. Work With a Bookkeeper
The best way to stay organized long term is to let a professional handle it. Bookkeepers:
- Maintain transaction records
- Reconcile accounts monthly
- Clean up errors before they snowball
- Deliver tax-ready reports for your CPA
And with services like RemoteBooksOnline, your first month is free.
Let Us Keep Your Books Organized
RemoteBooksOnline offers affordable monthly bookkeeping with clean, CPA-reviewed reports and built-in checklists.
Try it free for 30 days and get your books under control.
Frequently Asked Questions
How do I keep small business books organized?
Use accounting software, set a monthly routine, separate business finances, and consider working with a bookkeeper.
What’s the best checklist for organizing my books?
Download our free Monthly Bookkeeping Checklist to stay on track.
Is outsourcing bookkeeping worth it?
Yes. If you’re falling behind or struggling with accuracy, professional bookkeeping saves time, reduces stress, and improves compliance.
