Many people struggle with handling their bookkeeping. But did you know that the hardest part of bookkeeping – categorizing transactions – can be 90% automated? Automated bookkeeping saves you time and money, and it helps you create a more positive relationship with your money.
Surprisingly, there are lots of different areas that automated bookkeeping can take care of for you. Once you set them up, you’ll be amazed at how much easier it is to handle your bookkeeping each week, month, and quarter.
Why Is Bookkeeping Important, Anyway?
Staying on top of your accounting is incredibly important personally, but even more so in our businesses.
There are three main reasons you need to prioritize your accounting and bookkeeping strategy:
- You’ll need to file taxes based on accurate records
- You want to have a profitable business
- You need records of your business performance in order to grow and scale
No matter what stage of business you’re at, you need to prioritize your bookkeeping. And automated bookkeeping genuinely helps make this process so much easier!
With automated bookkeeping, you don’t have to handle certain parts of the process yourself. Instead, you’ll complete some initial setup, and then you’ll be able to run those areas on autopilot. From allocating money to categorizing transactions, automated bookkeeping can save you lots of time in your business.
4 Automated Bookkeeping Tips You Should Start Using Now
There are four different key tips I recommend when it comes to automated bookkeeping. These tips will save you time once you set them up, and make the process of bookkeeping much less stressful.
1. Try A Cloud-Based Automated Bookkeeping System
A cloud-based bookkeeping system connects to your bank account so that you can manage your money without having to do everything manually. Instead of tracking your bookkeeping by hand or with spreadsheets, a system like Quickbooks Online or Xero is automatic and easy to use.
With these tools, your transactions will automatically be pulled into the software via bank feeds, saving you tons of time!
2. Make Sure You Have A Structure for Consistent Automated Bookkeeping
Automated bookkeeping is also incredibly beneficial for you as a business owner—you can build habits and accomplish exactly what needs to be done consistently.
Write down all of the bookkeeping tasks that you need to complete in a project management software like ClickUp and set the tasks to recur each week or month. That way, you’ll know exactly what to do and when to do it. You can even add links to resources that remind you how to do certain tasks so that it’s easy, stress-free, and accurate every single time.
3. Use QuickBooks Online Bank Rules Feature
Most of the behind-the-scenes, challenging work in bookkeeping happens as you categorize transactions. But in QuickBooks Online there’s a handy tool called Bank Rules, which can automate this process!
When your transactions are imported into QBO (through bank feeds, ideally), they land on the Banking page. At the top of the Banking page, there’s a tab for Bank Rules.
This is where you can create rules for specific types of recurring transactions. Within the rule, you can set the payee, which accounts the money comes into or goes out of, and the account you want it categorized into. You can even set it to automatically accept these transactions so you never have to touch them.
This is perfect for recurring transactions, such as subscriptions, contractors, Facebook ads, transfers between banks, credit card processing fees, sales, and more.
It also ensures that you consistently categorize these transactions in the same way from month to month, which is very important!
If you set up bank rules for all your recurring transactions, then the only manual categorizing you need to do is for one-time payments that come through. For online businesses, the majority of their transactions are recurring, so Bank Rules are a huge time saver!
You can always check your categorization by reviewing your transactions in the bank register and/or going through the Profit & Loss report.
4. Tailor Your Automated Bookkeeping System To The Type Of Business You Run
You should tailor your automated bookkeeping to reflect your unique business needs. Service-based, product-based, and digital product-based businesses all have slightly different automated bookkeeping needs.
If you’re a freelancer, coach, consultant, or another service provider, you’ll likely send invoices to your customers.
Recurring invoices are easy to automate in many software programs, but invoicing through your accounting program, like QBO, is the most efficient way to automatically categorize the income from the invoice.
Digital Product-Based Businesses
If you plan to ever sell a digital product, automated bookkeeping software can still work for you!
Use that Bank Rules feature inside of QuickBooks Online to track different digital product sales and calculate profitability by monitoring expenses.
Automated bookkeeping helps save you valuable time and eliminates some of the stress that normally comes with handling your finances. When you take the time to set up your bookkeeping the right way, you’ll have a much more positive experience with your accounting! Get started now.