audit-proof-your-business-with-evernote

 

Going through an IRS Audit can be a big deal if you’re not prepared.  But with today’s technology, we’re going to show you an easy way to make sure you have all the documentation you need to prove your business expenses.  I’m not saying that all audits are the same, but most of the ones we’ve helped clients through ask for substantiation, or proof, of certain expenses that you’re claiming on your tax return.  If you can’t provide adequate records and prove the business purpose, then the IRS could disallow those expenses—and you don’t want that!

 

Use Technology

We spend lots of time vetting out new technologies to find the ones that work well, and the ones that don’t.  Part of this process is actually using the apps, and analyzing a few things: 1. How easy is it to use and 2. Does it work well with a general small business work process?  Our favorite app for retaining information is Evernote.  If you’ve never heard of Evernote (that would be surprising), we recommend checking them out on the web.  We’re going to show how to use Evernote to audit-proof your business.

 

Introduction to Evernote

Evernote is a like a central hub for all data you want to put into it.  For me, I use it like an external hard drive for my brain!  The power of Evernote lies within it being accessible on every device you own, easy to get information into it, and easy to find the information later when you need it.  For the purpose of this post, we’re going to cover:

  • Using your mobile device to scan receipts
  • Organizing into Notebooks
  • Using tags
  • Using other services to connect to Evernote

 

Overview

To audit proof your business you need to track key elements about your expenses.

  • Date you purchased
  • Amount
  • Who you purchased from
  • Business purpose

Most of the time a receipt covers all that quite nicely.  The only thing you should add is Business Purpose (which we’re going to show you).  You should also keep bank/credit statements, and even cleared checks.

 

Using Evernote to Achieve Audit Protection Bliss

At the very basic level, Evernote is structured as Notebooks and Notes that live within those Notebooks.  You can also use Tags to help you organize and search easier.

Keep Receipts

Step 1: Create a Notebook called Receipts

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Step 2: Use the mobile app to snap scans of your receipts as you make purchases

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Notice that the Notebooks is “Receipts” and we’re using a tag called “office supplies” so that we can easily search for office supplies.  Also, you’ll notice we put the business purpose as the name of the note.  You can do this on your computer, or on your mobile device.

Step 3: Do the same process for every receipt you get.  Evernote will become your repository for all your receipts.  You can easily search for your receipts by tag if you want to see all of your Office Supply receipts.

Keep Bank Statements

After using Evernote you’re going to find more useful ways to use it in your everyday life.  One key feature is being able to keep and store attachments in notes.  Now, downloading your bank statements and putting them in Evernote is not that hard, but it’s also not that convenient.  Remember we said that one of the key features to apps we use is convenience?

The solution to this is to use an Evernote Marketplace app called File This.  File This is simply an app that will automatically retrieve your bank, credit card, utility statements, and put them where you tell it.  While it will export directly to popular cloud-based file sharing apps like Google Drive & Dropbox, you can also connect it to Evernote.

Once you have it File This connected to Evernote, your bank statements will automatically appear in the designated Notebook within Evernote.  File This is pretty robust and even has a free version for you to get started on.

 

Start Scanning!

Scanning your receipts and storing bank statements within Evernote will start you down the path of preparedness if the IRS decides to “knock on your door”.  Of course, in order for this system to work you have to be committed and adopt it as a workflow/system you use in your day to day life.  We use this system, we have clients using this system, and we can tell you that with a bit of discipline, it works!

Want to learn more about Evernote?  I’m an Evernote Certified Consultant so drop us a line and we’ll help you figure which version is best for you, and discuss how you can use it in your business.

Here are some useful links where you can sign up for free trials:

Evernote Basic

Evernote Plus

Evernote Premium

Evernote Business

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Having the ability to process your accounting, payroll, CRM, etc., on any computer (PC or Mac) is all within reach now for any business starting out.  And since we’ve helped many businesses setup cloud-based processes, naturally we’ve done a lot of trial and error on what applications work.  These are many out there, but we’ve narrowed it down to our top 5 favorites for most small businesses.

1.  Google Mail (Gmail):  Since email is the center of most business, we figured that it should be #1!  Google mail, aka “Gmail”, has been the go-to mail app for a lot people.  And rightfully so.  It’s spam filters are superb, and you can customize it how you like to read/process emails.  Google even offers a business class version called Google Apps.  And while this version is not free, it offers no advertising and increased storage amounts.  The learning curve is very short.  Some of our favorite features:

  • Gmail is FREE (Google Apps is $60 per user per year)
  • Excellent spam filters
  • Good mobile app
  • Free access to Calendar
  • Free access to Google Drive (cloud file storage)
  • Free access to Docs, Sheets, and Slides (Google’s equivalent to Microsoft’s Word, Excel, and PowerPoint)

 

2.  Google Calendar:  A sister app to Gmail (above), let’s you keep track of your schedule using a number of tools.  Integration between Gmail and Calendar is tight, and has a host of solutions to run many types of businesses.  Some of our favorite features:

  • Meetings are easy to setup and invite attendees
  • Visibility into who has accepted/not accepted meetings
  • Can schedule recurring calendar events (i.e. once per month, week, every 2 weeks, etc.)
  • Can create calendar events directly from an email in Gmail
  • Can create and share different calendars for different purposes (i.e. calendar for each team member, company wide vacation calendar, personal calendars, etc.)

 

3. Xero Accounting Software: Designed to give the small business what they need within a few clicks, is our top choice.  With solid functions like invoicing, bills, quotes, and real-time bank feeds, you can manage your business from your computer, iPad, or any iOS or Android device.  One of the things we love about Xero is it’s add on ecosystem.  Want to see if your client paid you, from your CRM?  You can do it with their add on’s.  You can build out really smooth business processes this way.  We really like:

  • Online invoicing
  • Connect to payment services like PayPal and Stripe
  • Customer/Vendor Management
  • Bank transactions directly imported from bank
  • ascetically pleasing and just looks good
  • Reports exportable to PDF, Excel, and Google Sheets
  • Easy to collaborate with your accountant or other people

 

4.  Gusto (formerly ZenPayroll):  Designed for just one person, or scales up to several employees, this payroll has direct integration to Xero and QuickBooks Online.  With it’s great feature list, and straightforward pricing, it’s hard to beat.  Here’s a few of it’s valuable features:

  • Direct Deposit
  • Employee self on-boarding
  • Simple and easy to use interface
  • Full service payroll – they process all the payments and file all the returns for you
  • Can pay contractors along side employees
  • Integration with Worker’s Comp Insurance and soon, Health Benefits
  • Integration with Xero

 

5. Evernote: We’ve come to use Evernote every day here at the firm.  Mainly because we can access it from any device we’re on.  No matter where we are, we can get to our notes!  Evernote is great for just jotting down a simple note, or connecting to other services like Uber Conference to keep track of phone calls, meetings, you name it.  You can build out folder and tag structure, or just starting taking notes that are searchable.  Some of the best features are:

  • On any device (windows, mac, android, iOS)
  • Can create any type of note (meeting, to-do list, etc.)
  • Can set due dates for notes (great for to-do lists)
  • Can add attachments like PDF’s
  • Can email a note directly into Evernote
  • Can share and chat about notes, directly from within Evernote

 

Believe me, we could go on and on about other apps and the great things they can do.  But for any one looking to start, or run their existing business more efficiently, these apps are more than adequate to get you started.  We love talking to folks to help them make their business run smoother and get you back to doing what you love.  So feel free to leave us a comment, or give us a ring if you if we can help.

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