43: Managing Business Documents Virtually Whether You Are Starting A Business, You Are Self-Employe


43: Managing Business Documents Virtually Whether You Are Starting A Business, You Are Self-Employed, A Solopreneur, Entrepreneur, Small Business Owner, Virtual Online Bookkeeper, Virtual Assistant Or VA

We all know how much the world relied on virtual technology over this past year due to the pandemic. Teachers, students and even businesses had to rely on virtual technology more than ever. Many businesses were already using some sort of virtual technology and others jumped on the technology bandwagon quickly. Whether you were already using this virtual technology, or you just decided to start using it, you more than likely found that it helps you and your business save time and money. Today I am going to talk about ways you can manage virtual or paperless business documents so that your business can operate smoothly and eliminate the burden of piles and piles of paperwork cluttering up your office. You may even be wondering how you can share this information virtually with your bookkeeper or accountant if you are working closely with them on your business finances. Most accountants and bookkeepers have a system set up for situations like this, but if you find your accountant or bookkeeper is a little behind in the times, you can offer up these ideas to help them work more efficiently with you. If you are a bookkeeper yourself and you help small businesses with their bookkeeping, you will want to make sure you are up to date with these processes as well so that you are making a positive impact on your clients. Whether you are just getting ready to start your small business, you’re a solopreneur, entrepreneur, small business owner, virtual online bookkeeper or virtual assistant staying up to date on these virtual and paperless processes will help you save time and money in the long run. And, speaking of virtual technology, I will also be talking about an upcoming virtual event called Money, Faith, and Business that Jennifer Allwood and over 35 other speakers are holding. Many of my favorite top female business leaders are gathering to help business owners like you overcome money mindset issues and get solid business strategies. You’ll hear from leading female entrepreneurs like Jordan Lee Dooley, Christy Wright, Jaime Cross, Julie Stoin, Angelica Duncan, Sandi Krakowski and many more. Listen in, I even have a special invitation for you to attend…


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Show Notes:


We all know how much the world relied on virtual technology over this past year due to the pandemic. Teachers, students and even businesses had to rely on virtual technology more than ever. Many businesses were already using some sort of virtual technology and others jumped on the technology bandwagon quickly. Whether you were already using this virtual technology, or you just decided to start using it, you more than likely found that it helps you and your business save time and money. Today I am going to talk about ways you can manage virtual or paperless business documents so that your business can operate smoothly and eliminate the burden of piles and piles of paperwork cluttering up your office. You may even be wondering how you can share this information virtually with your bookkeeper or accountant if you are working closely with them on your business finances. Most accountants and bookkeepers have a system set up for situations like this, but if you find your accountant or bookkeeper is a little behind in the times, you can offer up these ideas to help them work more efficiently with you. If you are a bookkeeper yourself and you help small businesses with their bookkeeping, you will want to make sure you are up to date with these processes as well so that you are making a positive impact on your clients. Whether you are just getting ready to start your small business, you’re a solopreneur, entrepreneur, small business owner, virtual online bookkeeper or virtual assistant staying up to date on these virtual and paperless processes will help you save time and money in the long run. And, speaking of virtual technology, I will also be talking about an upcoming virtual event called Money, Faith, and Business that Jennifer Allwood and over 35 other speakers are holding. Many of my favorite top female business leaders are gathering to help business owners like you overcome money mindset issues and get solid business strategies. You’ll hear from leading female entrepreneurs like Jordan Lee Dooley, Christy Wright, Jaime Cross, Julie Stoin, Angelica Duncan, Sandi Krakowski and many more. Listen in, I even have a special invitation for you to attend…


Welcome Back…The days of the typical accounting office may be in the past after the big push for virtual technology with the pandemic. Many accounting and bookkeeping offices are increasing their remote services and there are many that will either no longer have an office or at the very least, many will be reducing their office hours. You will start seeing many accountants and bookkeepers offering a combination of in office and remote services in the future.


So, what can you do to work efficiently with your accountant or bookkeeper if they are working with you virtually? First, make sure that your bookkeeping information is accessible. If you are using a software like QuickBooks Online, Xero or Wave, you know your data is in the cloud and your accountant or bookkeeper can be allowed to work on your financial information if you grant them access. Not only do these programs allow easy access for your accountant or bookkeeper, but you will also be able to access your information from anywhere you have an internet connection. This alone may be a benefit you find valuable if you are unable to do all your work in the office and prefer to pull up your financial information other locations such as from home. If you are using a desktop software like QuickBooks or maybe you are using an Excel spreadsheet, you might want to check with your accountant or bookkeeper to see if they have the capability to remote into your computer to access these files.


Make sure you continue to communicate with your accountant or bookkeeper. Just because either of you may not be working in an office setting, you can continue to communicate with them on important matters. You can do this by utilizing your phone, email and even text to get answers you are looking for. If you prefer more of an in-person virtual meeting, you can always schedule a video call with Zoom or something similar.


Next you will likely be sharing your documents and files virtually if you have eliminated any in person meetings with your accountant or bookkeeper. Most accountants or bookkeepers have secure portals set up to transfer information to their clients, but this also works for the client to transfer information back to the accountant or bookkeeper. If you have files you need to send to your accountant or bookkeeper, make sure you are sending them in a secure manner. Don’t just attach confidential or documents with sensitive information in an email. Ask your accountant or bookkeeper for a link for you to upload your information to them securely. Once your information has been sent to your accountant or bookkeeper, you will need to decide whether you would like to keep your original documents electronically or hard copy or paper files. If you decide to keep them electronically, make sure you have a good system set up so that you are able to find these documents in the future if needed.


Working in a virtual world is definitely different than what most of us have been used to but having patience and being open to working with new software and technologies will help you out in the long run. With technology always comes change. I understand that change can be hard to get used to, but overall, these technology changes are only there to help you be more efficient, and with efficiencies comes more profitability. Most of these technology enhancements allow you to view much of your financial information in real time and this real time information helps you to make smart business decisions. If you feel uncomfortable with any of the virtual services your accountant or bookkeeper are providing, be honest and upfront with them and they should be willing to work with you to provide additional training or help simplify the processes for you so that you can feel comfortable working virtually with them.


As I mentioned previously, I want to make sure you are aware of a virtual event with the goal of helping you grow a profitable business as a woman of faith. Money, Faith and Business will be led by entrepreneurs like Jennifer Allwood, Jordan Lee Dooley, Christy Wright, Sandy Krakowski and many more. It all starts on September 13th, and you can get all the event details by going to www.FinancialAdventure.com/Resources. Think about what your life would look like if you had MORE…more free time, more margin in your finances, more assurance in yourself and your business decisions. What about more peace in your life and business? If this sounds like something you would like to be a part of, then I don’t want you to miss this powerful gathering of Christian women leading in the entrepreneurial space. Each woman is sharing her secret of how to grow a profitable business. Imagine no longer being throttled by issues with money you picked up from well meaning parents or churches. Imagine things come easier in your business without having to push as hard. Imagine you have the time and finances to focus on the things that matter to you most. Imagine feeling completely comfortable with the business choices you make. This is going to be a powerful time to come together as believers and female business owners in any stage of getting your business going – new, established, still dreaming, ready to make the leap…and everything in between. Don’t miss out on this opportunity to gain more freedom in your business, time, and finances. If you are ready to level up your money faith and business, join me and thousands of other female entrepreneurs for the Money, Faith and Business virtual event. You can go to www.FinancialAdventure.com/Resources to grab the full details. I’ll also post a link where you are listening to this podcast.


And, you know I’m going to ask…what’s at least one thing you will take away from this episode that will help your business succeed and grow your bottom line? If you need some accountability, join our PRIVATE Facebook community and post your action item, we’d love to support you.

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