Organize Accounting Files for Success

Organize Accounting Files for Success- Complete Controller.

With the evolution of advanced technology and the easy availability of accounting systems, it is now a widespread practice among businesses to have multiple filing cabinets, including private ones, to protect confidential financial information. However, access to these cabinets must only be provided to specific, trustworthy individuals or employees. It is because it can be a daunting task if not done accurately and efficiently.

What causes an accounting filing system to subside? The possibilities say that you ignored it in the first place. You must have sorted all the files randomly without considering them initially. Only labeling the files will not make the system efficient. To implement an accounting system in your business that will record any document, all you require is a separate section for every report. 

For SMEs and large enterprises, filing cabinets provide numerous benefits. It offers easy access to any document that we require now. Separating the documents into different folders can significantly reduce employees’ valuable time while searching for the files. It grants them additional time to spend on more productive operations and activities. LastPass – Family or Org Password Vault

Significance of Accounting Filing System

Every business must deal with large volumes of documentation and files regularly. These files contain important and confidential information regarding the company and its customers. For this reason, protecting these documents from theft or damage is a significant priority. 

A sound accounting filing system can massively reduce the time and effort spent managing a company’s finances. It also makes the annual budgeting and strategizing much more manageable because it makes the pivotal information readily available. Solutions for occasional accounting problems can be found in the filing cabinet; another reason for its implementation is structuring the system. 

Businesses usually organize their financial records in an accounting filing system by considering the following pointers.

Categorizing the Files

Primarily, you will be required to arrange the files into categories. Dort, go through the present piles of documents and organize everything into separate piles within similar types. This point should focus not on the evaluation but on assorting similar files together. For instance, credit card bills and financial bank statements both fall under the category of finances. Later, the sub-categorizing chore will step in. ADP. Payroll – HR – Benefits

Creating Sub-Categories

Once you have rearranged all the files according to their respective categories, you will sub-categorize them so that it would be easy to find them when needed. Finances for any accounting department can be subdivided into checking accounts, credit card accounts, and savings accounts. Be specific with the arranging activity; do not just randomly label them. This arrangement will help you identify the required files instantly. 

Coding with Colors

The main categories for all the documents must be assigned with assorted colors to be distinct from the rest. You can also hang them in the file folders within their respective categories. For instance, if you have chosen green color for financial documents, its sub-categories will be in shades of green. It will save you valuable time while filing the recovering files. Psychologically, the human brain functions better when documents are highlighted with assorted colors. Implement a filing system that permits you to work efficiently through each category without mixing up the information. 

Creating Labels

After you have highlighted the files with colors, it is time to label them. There are two kinds of labels, including general labeling and specific labeling. An available title is done on the credit cards, while the specific one is done on the Master cards and Visas. After labeling the documents, try to arrange them alphabetically so you can swiftly move to the next step. Let’s label similar files nearby.Download A Free Financial Toolkit

Filing the Drawers

The last step of this procedure is filing the drawers. By now, you must have sorted most of the documents, and you need to put them in a place where you can access and identify them quickly. Arrange all the documents in the file alphabetically and correctly to ensure their safety within the drawers. 


In conclusion, establishing and maintaining an efficient accounting filing system is crucial for businesses of all sizes. The task has become more manageable with the evolution of technology and the availability of advanced accounting systems. However, ensuring access only to trustworthy individuals is essential to protect confidential financial information. Neglecting to organize and maintain the filing system properly can lead to inefficiency and difficulty accessing vital documents.

Categorizing files, creating sub-categories, coding with colors, labeling, and filing drawers are essential steps in structuring an effective filing system. A well-organized accounting filing system saves time and effort in managing financial records and facilitates 
budgetingstrategizing, and solving occasional accounting issues. By implementing these strategies, businesses can streamline their financial processes and safeguard critical information, ultimately contributing to smoother operations and improved productivity.

CorpNet. Start A New Business NowAbout Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.Complete Controller. America’s Bookkeeping Experts