Super Easy Bookkeeping Even If You Hate Numbers

Super Easy Bookkeeping for Creatives & Creative Biz Owners even if you HATE maths. Plus FREE template in Excel and Numbers - We Bloom and Grow

If you’re hesitant to start a business because you hate accounting, or you put off bookkeeping because you can write your sales in a random notebook, whoa whoa whoa, baby… let’s stop here for a second.

Book keeping is SUPER IMPORTANT! It’s critical for your business.

There’s no room for “NO” when it comes to document your small business finance (even as small as “jeez it’s not making money yet”).

I gotta admit that I’m an Excel (or spreadsheet) person. BUT, brace with me, I promise to make this book keeping stuff easy, because I’m not an accounting person myself. I honestly relied on one classmate in every Accounting test in high school (thanks, girl! <3). But it’s soooo important (did I say this already?), I do bookkeeping anyway! So first, to make you convinced:

Why Do I Need to Record My Transactions?

With careful book keeping, it will be easier for you to understand components of your business finance and answer questions like:

  1. Which spending can be minimized or eliminated to increase profit?
  2. Which income channel is the most potential? What can be done to improve?
  3. On which days/months my business performs best? What event during the period? What strategy can be used to optimize these events?
  4. You can also assess posibilities to expand your business, hire staff, promote, and more. The option is limitless.

(Friendly) Finance Management Principles

And also, I want to introduce you to several important principles in finance management for your small business:

  1. Make separate account for your business, separate it from your private money since day one. Even if you’re borrowing from your own pocket, record it. Make sure your business return it to you.
  2. No matter how much or little you are earning, or spending, you need to keep track of your money. This negligible activity can help you understand your business, how much efforts you have put on it, how much you better earn (better, not should, to lift the burden from your shoulders), which investments return best, how much you still have, and other balalala.
  3. Pay yourself first. I can’t stress this enough. When you’re flying solo, using your own pocket money as the initial fund, doing all the jobs yourself… you still need to pay yourself. It will set an accountability of yourself to your business, and your business to yourself. You will see that your business is worth taking into account, and that your business will see you as its most valuable asset.

To The Technical Part

As I’m not an accountant myself (I find it difficult to be a medical doctor, engineer, designer, blogger, and mom at the same time, and I won’t bother adding accountant or unicorn in my list, thanks but no thanks)… well as I’m not an accountant myself, I won’t use accounting terms, like debit, credit, cashflow, or… oh my God, I couldn’t even remember them. I will use human words (stupid human words, even) and easy worksheets that you can download heeereee…

Teeheee… Am I not nice? (Well, sort of)

Super Easy Book Keeping Template

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Finance, accounting, or book keeping shouldn't be a hassle. If you're into business, you can AND should do it! Get the template, it's super easy to use, and will definitely help your biz grow 🙂

Cross my heart, I won't send you spam. Plus, you can unsubscribe anytime. Powered by ConvertKit

Well, actually I would recommend you to download the worksheet first so you get any idea of what I’m going to talk about next. Because I’ll walk you step by step in filling the workbook. You will download a zip file that consists of three spreadsheet file (each in Excel and Numbers format)  🙂

The first book we’re gonna fill in is Pocket Money Book.

Pocket Money Book

This book (or sheet) is a book where you record EVERY single cash penny that comes in and out of your business wallet. Wallet, literally, we’re talking about papers and coins only, not bank transaction, not Paypal, not Stripe, not credit card. Only physical money.

The simple principle:
Record EVERY single physical money movement, in and out of your business wallet/purse/envelope, DAILY.

  • Every single physical movement
  • In and out
  • Daily

The money can be from your customer/client, your own purse, your husband, or mom (aren’t we all moms guilty of helping our children?). The money can be for parking, that coffee cup that helps you think while working, that little cute damn notebook you pretended bought to record orders but ended up untouched in your pile of cute notebooks (true story, my story). Every thing you spend for business, that goes to the book, daily.

Daily Pocket Book Filling Guide - We Bloom and Grow

Note:

    1. Due to its daily nature, in the file you can see 31 sheets representing each day of the month.
    2. You might want to mark holidays (weekends or national holidays) with color (on the sheet name) or add code on the sheet name.
    3. You can see that the INITIAL BALANCE is formulated/automatically calculated from END BALANCE of the previous day.
    4. Except for the first day of the month, you can simply copy from END BALANCE of previous month or develop a formula from previous month (you know, if you’re that kind of spreadsheet person :D).
    5. To avoid mistakes, I don’t use DEBIT or CREDIT terms but IN and OUT. All transactions that increases amount/money to the balance should be recorded under IN column, and vice versa.
    6. In END BALANCE row, each of IN and OUT column will be calculated automatically. This amount should match your pocket conditions. If it doesn’t, check whether there’s any transactions went unrecorded? Or recorded transactions that aren’t executed? (Which by the way are very possible)

Bank Book

Almost similar with Pocket Money Book, this book (or sheet) is a book where you record EVERY single transaction in your bank account, DAILY. Unlike Pocket Money Book, it can be physical money, or just transaction. This book records when you withdraw money (physical money), transfer money in and out of your bank account, administration fee, ATM fee, interests, transfer fee, etc.

How to check if you’re doing this right? Keep your bank account book close with you and use your bank’s mobile or internet banking services to check your bank mutation (transactions) daily, as you might not be aware of every single money movement in and out of your bank account.

And if the bank has already published a book for this, why do I need to keep a record of all these?

Because darling, in your own book, you can write where exactly your money went. You can classify them, analyze them, understand how you spend your money really for your business, which aspect of your business needs more money resource, what have gone wrong or right with your financial decisions.

The simple principle:
Record EVERY single money movement, in and out of your bank account, DAILY.

  • Every single movement
  • In and out your bank account
  • Daily

Daily Bank Book Filling Guide - We Bloom and Grow

Notes:

  • For payment plans or credit card transactions, I recommend recording whenever you pay from your credit card from your business bank account only. For example, I’m subscribed to Adobe apps in annual plan, prepaid, USD 597. But I requested my bank to turn that into monthly payment plan for 12 months, so every month, my credit card is charged USD 49. I would only write that in my Bank Book when I pay that invoice only. I won’t bother write USD 597. Cause in reality, USD 49 is all that I pay in the month. I just need to keep in mind that I will need to pay that before it is due monthly. This real time recording is really easier for non-accountant head like me.
  • Again, make sure that your Bank Book matches with your bank balance.

Profit and Loss Report

This book is a little bit different than the previous two. This book is a summary or recapitulation of those books. You write in this book once a month (YAY!), at the end of the month to be exact, after you finish record that month’s Pocket Money and Bank Book.

One rule of thumb before you start is to categorize your business transactions.

Every business is different, feel free to modify the categories in the template that suit your business better.

Category examples:

  • Physical products
  • Services (consultations, coaching, courses enrollment)
  • Production costs (this can include raw materials, shipping, software subscriptions)
  • Subscriptions (alternatively software can be separated with other production costs, it’s completely your choice. This can also include automation softwares/services/magazines, etc)
  • Workspace (rent, cafe, or even when you buy new desktop or rack for your arts)
  • Tax and other fees (including bank fees, interests, etc)

The simple principle:

  • Move all transactions in the third column, both incoming or outgoing money.
  • Sum up each, IN and OUT part in Subtotal rows. In the template, the amount will automatically summed up as I’ve put formula in the cell.
  • In TOTAL PROFIT/LOSS row, Income Subtotal and Costs Subtotal will be calculated and tadaaa… there you can see your monthly profit (or may God forbid, loss).

Profit & Loss Report Filling Guide - We Bloom and Grow

I hope you find it as easy as it sounds and even sounds as easy as it actually is. Just download the free templates below and try to fill it out if you haven’t. Don’t hesitate to drop me any questions or comments below 😀

Super Easy Book Keeping Template

Screen_shot_2017-08-11_at_1.36.26_pm

Finance, accounting, or book keeping shouldn't be a hassle. If you're into business, you can AND should do it! Get the template, it's super easy to use, and will definitely help your biz grow 🙂

Cross my heart, I won't send you spam. Plus, you can unsubscribe anytime. Powered by ConvertKit


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