What do you have to put down?
Of course, the path to a paperless office only leads through digital filing. In any other way, stacks of paper on the desks can hardly be avoided. But that also means that you have to file some documents. This applies to your invoices and your invoices . But don’t forget bank statements, delivery notes or offers. You can systematically transfer all documents to the digital invoice filing.
Let’s start by filing your incoming invoices . Three systems of invoice filing are recommended here. First of all, you have to number all incoming invoices and then file them alphabetically. The second option would be the American system for your invoice filing . With this system, the latest invoice is always on top of your invoice filing system. The third option for you would be to use what is known as the regulatory system . This is exactly the opposite of the American system and the oldest bill always comes first. Regardless of which invoice filing system you want to use for your incoming invoices, with all the options mentioned you can always be certain that you will find an invoice very quickly.
Once you have a system for your invoices found, you need to you one for your invoices are looking for. Outgoing invoices are all invoices that are sent to your customers. Here you have the choice between two possible systems. You can sort your outgoing invoices or your receipts by sorting them alphabetically. Of course, you have to pay attention to a uniform approach within one letter. It is recommended that the oldest invoice or receipt is at the bottom and the newest is first. Alternatively, you can sort outgoing invoices or sort receipts according to the invoice number or receipt number. This also gives you sorting in the chronological sense, but this method is a bit more cumbersome than sorting alphabetically.
The American system mentioned above is also recommended for filing bank statements , as is the case with incoming invoices. The oldest account statement can be found at the bottom and the newest is always at the top in the order. If you have accounts with several banks, you will of course have to use this filing system for each bank individually .
Filing delivery notes and then storing them in a folder has long been a thing of the past. Nowadays more and more delivery notes are created electronically. At least the requirement should be that you digitize your delivery notes and then archive them electronically .
For example, you can use a free delivery note template and archive it in an audit-proof manner using archiving software or create it directly from the software.
However, you should make sure that the delivery note is always stored with the corresponding invoice. You have to archive both together. Then you always have everything at hand. This is the recommended variant for your filing.
In your company there are certainly many more documents than described here. Of course, you also have to choose a filing system for all of them. This also applies to documents that are of particular importance. We’re talking about your tax documents.
It is best for these documents and documents that you can create a simple and clear control folder here. When creating the tax folder , you should make sure that the folder structure is clear and understandable for your tax advisor. Correspondence with the tax office must be found separately, such as your annual accounts or other accounts.
How and where do you store receipts and invoices?
According to gradchem, you can compare filing receipts, invoices and other documents in your accounting with keeping a diary. But before you think about how to file documents, you have to think about the right invoice filing system. The bookkeeper, bookkeeping , you can certainly not compare with your bookkeeper, privately, as in accounting everything must be correct exactly and completely. You should store all your invoices and receipts in a digital invoice filing system. This offers you the most advantages. At this point I just want to remind you briefly of the possibilities that invoice filing software offers you and how much potential for optimization for your business processes is hidden in an electronic invoice filing system. When you put it down, you should consider the following points:
- You should always file invoices and receipts together with the appropriate delivery notes or orders. If you are missing an invoice for an order, you should create your own receipt.
- You also have to file your bank statements with an invoice filing system so that you can find them immediately whenever you ask.
In times of digitization, not only digital invoice filing is indispensable, but digital filing as a matter of principle. But especially in your bookkeeping you have a lot of options with an electronic invoice filing system. In conjunction with good accounting software, you can optimize a lot in your company through automatic processes. With an invoice filing system, you can save costs and time and make your bookkeeping work much easier. You can think of different systems for filing, whatever is best for your company. The invoice filing in the accounting also ensures that you are always GoBD-compliant you have all the documents for your tax advisor or the tax office ready immediately and you don’t have to laboriously find everything.