5 Effective Ways To Store Your Business Cards

Contact information is fundamental to networking and business communications. However, most business people collect hundreds, if not thousands, of business cards every year, and storing these business cards can seem like a daunting task. If you are struggling to find the best way to store business cards, let’s take a look at five effective ways to do it in this article. Depending on how tech-savvy you are, you can choose between several options for the best business card storage. 

1. Several quick tips to organize business cards

Ultimately, keeping your business cards organized is the way to keep all your contact information in line. Organizing your business cards in a particular system saves you from losing touch with new leads, important partners, or forgetting which supplier is potential for your business. 

Writing down important information, keeping your business cards safe in one place, and uploading them to your database, you will be able to build your networks and connect with many people in your industry. 

So before jumping to the best way to store your business cards, let’s see some tips to keep your cards neat and organized:

  • The order of the business cards

The most common order when organizing business cards is by name. Some people order them by industry, company name, job position, or even location. How you order your business cards entirely depends on how you need to access your contacts. 

The order you choose to organize your cards should be the way that works best for you. People think in different ways, so you should stick to whichever way helps you remember the information, position, or company name!

  • Take time to re-organize your business cards

Keeping old and stale contacts might be a good idea at first, but it can cause frustration when you are trying to find a business card. You need to ensure spending some time every now and then cleaning up the contacts. Ideally, you can set aside time every month or quarter to go through your contacts. By that, you can see if there are any contacts you need to get rid of or any you should get in touch with. This action helps keep the size of your contacts at a manageable level. It also makes searching much easier, especially if you are keeping physical business cards. 

Here are some ideas to remove unnecessary cards: 

  • Contacts that you never heard from again; 
  • Suppliers you didn’t end up choosing; 
  • Companies that are no longer in business.

2. Five effective ways to store your business cards

  • Use a business card book

If you’d like to keep physical business cards, using a business card book (or a card binder) is a great choice. This is a bit of an old-fashioned way to organize business cards, but it is still a good choice if you don’t have too many of them to store. 

Business card books are specially designed books to store business cards. The books include several pages of clear plastic sleeves that have individual slots for cards. You just need to slip business cards into the sleeves with your order. With a business card book, you can easily access groups of similar cards together on a single page or set of pages. Business card books are quite handy when you need to reference cards at the turn of a page. They also keep your cards protected from dirt and moisture. The problem with the business card book (or card binder) is that you either have to bring them to every business event or remember to put your collected cards in there afterward. This can cause a huge hassle for many people. 

  • Use a rotary business card file

Like a business card book, a rotary business card file (also called rolodex) simply sorts your business cards in a rolling cylinder. Cards are organized in sections from A-Z, which allows you to find the contact information at once. The upside is that it can sit on your desk, and you can roll through your cards at ease. The drawback is that it looks a bit old school and outdated. However, if you are of a certain age or fond of the traditional ways, a rotary is a good alternative to a business card book. 

The good news about rotary card filing systems is that they are still available. These file systems are also considered one best way to store business cards and keep them organized. You only need to take a business card, tape it, staple it to a blank rotary card and file it under the appropriate alphabet letter. 

  • Store business cards in a box

This method is similar to storing recipe cards in a cardboard box. If you are too busy to find the best way to store business cards, this method can still help. You can tie all your business cards together, organize them from A to Z, and place them directly into a business card file box. You can purchase a designed business card file box, but any long, narrow box or container with a lid will also work. For example, a narrow plastic storage container or even use any cardboard business card box in your office. This method can somewhat work if you prefer remembering people by the color of their business cards. However, it may be best to at least try using other ways before sorting with “the box method.” 

  • Keep photos of business cards on your smartphone

Carrying physical business cards can sometimes cause inconvenience. To avoid this, you can simply take photos of business cards and store them in a separate album in your gallery. That way, you will be able to find them if needed. 

Don’t forget to capture both the front and back of the business cards to avoid missing important details. However, you might need to name each file to organize them, and this action can take several minutes per card. Although this is probably not the best way to store business cards, it still works for some people. And most importantly, it is 100% free. 

  • Download a business cards scanner app

If you live with your smartphone by your side and need to organize your business cards in a particular order, using a business cards scanner app would be the best way to store business cards. 

There are various business card scanning apps available, and many of them are even free. Most of them will scan your business cards and convert them into a digital format automatically. This means you will be able to save them as contacts directly from your phone. You can also find the original business card by the image of the card that you scanned. Many apps will also allow you to export contacts into Outlook and many other platforms. 

Let’s take an example with Shoeboxed. Shoeboxed is the business card management app that allows you to create an online database of your contacts and get rid of business card piles. Shoeboxed not only allows you to track your business receipts, expenses, and mileage logs, but it also enables you to manage all your contacts, complete with all the traditional information on a business card.

After downloading the Shoeboxed app, you can take a picture of your business card, enter the basic information. Otherwise, you can simply put them in your Shoeboxed envelopes and mail them to us. We will then scan them and enter the data on your business cards. You can view them online and import all your contacts, with all the information on the card, to any digital contact list: Outlook, Gmail, Yahoo, Hotmail, LinkedIn, etc. From the first name, last name, address, phone number, email address, company name, and position, you will have all the contact information from your colleagues, partners, and suppliers without having to scan a single thing or enter any data yourself. 

See also: Get Accurate Information from Your Business Card Scans

So, suppose you met a lot of people at a conference that you recently attended. With Shoeboxed, you will be able to have all their contact information in one place, within a 3-minute process, from beginning to end. This is by far the best way to store business cards in the modern age. 

Final thoughts

Now you have several options to decide which is the best way to store business cards. We’d love to hear your opinion. Let us know by dropping a comment!

Don’t forget that the Shoeboxed app is now available for iOS and Android. Download now to store your business cards efficiently and free with Shoeboxed. 

What Are The Differences Between A Bookkeeper And An Accountant?

Regardless of your business’s industry, size, and model, bookkeeping and accounting professionals play an essential role in the financial health of your business. While many people know that a bookkeeper is not the same as an accountant, they can’t put their finger on what exactly differentiates a bookkeeper vs accountant. 

In this guide, you’ll learn what separates an accountant from a bookkeeper, which your business should hire and when to employ them. 

Bookkeeper vs. Accountant: An overview 

A bookkeeper starts and an accountant finishes. In other words, a bookkeeper handles the initial stage of an accounting process which is recording and organizing daily financial transactions. An accountant takes up the work done by a bookkeeper and carries on the remaining tasks of the accounting cycle. Accountants are then responsible for analyzing and interpreting data gathered by bookkeepers, consulting with business owners, and preparing financial reports. 

To look at the differences in detail, we will compare bookkeeper vs accountant in two major aspects: job description and required credentials.  

Bookkeeper vs. Accountant: Job description 

Duties of a bookkeeper:

The practice of bookkeeping is far from new to the human race. Bookkeeping may have existed as early as around 2600 B.C. A bookkeeper’s core duty is to maintain complete and accurate records of the money coming in and out of business in a general ledger. Bookkeepers keep track of daily transactions in a consistent, systematic way, and their records allow the accountants to perform their jobs. 

Apart from the primary task of managing accounting ledgers, there are many other responsibilities that a company would ask from a bookkeeper.

A bookkeeper’s job description typically includes: 

  • Entering and correcting Accounts Payable and Accounts Receivable
  • Reconciling accounts and matching bank transactions
  • Issuing invoices and processing payments 
  • Managing expense reports 
  • Processing payroll 
  • Adjusting entries where necessary and as instructed by the accountant

Besides the above-mentioned typical responsibilities of bookkeepers, their duties vary depending on the industrial environment and business nature. For example, if you own a cannabis business, you may want to look for someone who can use seed-to-sale software (Biotrack, MJ Freeway, METRC, etc.) Or a bookkeeper who knows how to deal with IFTA (International Fuel Tax Agreement) will be an ideal choice for trucking businesses. 

Duties of an accountant: 

 An accountant analyzes the financial data collected by the bookkeeper to provide vital business insights and financial advice to the business owner. Accountants look at the big picture, putting key components of your business’s finances together and presenting them via financial statements. Such reports offer you a clear view of where your finances stand and what they imply, as well as what you can and should do about them and where you may anticipate your company will go in the near future.

The following are a few examples of typical requirements in an accounting job description: 

  • Preparing accounts and tax returns
  • Monitoring business spending and budgets
  • Auditing and analyzing financial performance
  • Administering payroll
  • Compiling and presenting financial and budget reports
  • Providing tax planning services 
  • Providing timely forecasts and important insights for future growth

Accounting work is often office-based, with usual 9 to 5 working hours. However, the workload typically becomes much greater during peak seasons like the tax period and the end of a fiscal year.   

In small businesses, an accountant may undertake all of the activities associated with the accounting process, but in larger businesses, various accountants are often in charge of different accounting areas. This might cover both financial and managerial accounting.

Bookkeeper vs. Accountant: Credentials and licensing 

Requirements of a bookkeeper:

In most cases, bookkeepers don’t need to acquire any certificates to handle the books. Businesses or employers usually only require their bookkeepers to have a high school degree providing basic math, communication, and computer skills. Other necessary skills like time management, organization, and multitasking can also be gained in high school.

While bookkeeping is not a licensed profession, businesses sometimes ask for a certification as proof of expertise. Many big organizations offer accreditation and licensing to bookkeepers, such as the American Institute of Professional Bookkeepers (AIPB) and the National Association of Certified Public Bookkeepers (NACPB).

Software companies for bookkeeping and accounting such as QuickBooks, Excel, Xero offer certifications to highlight bookkeepers’ skills and abilities using these software products. So if your accounting system is heavily dependent on software, a bookkeeper with a sophisticated understanding of accounting-support programs should be your best option. That’s when these software certifications can help you. 

Requirements of an accountant:

Although not always mandatory, an accountant needs to obtain at least a bachelor’s degree in accounting or related fields like business, economics, finance, or management. 

In addition to a university degree, an accountant can earn advanced accounting certificates to demonstrate their competency, such as a CPA certificate. A CPA is a “certified public accountant” who has satisfied the state’s standards and passed the Uniform CPA test. They must also meet continuing education criteria to keep their certification. 

When interviewing for a CPA, seek someone knowledgeable about tax law, proficient in accounting software and with excellent communication skills. They should be familiar with your sector as well as the unique demands and expectations of small enterprises.

When to hire a bookkeeper vs. an accountant

If your business is still in the early stages and you feel confident managing all the receipts and recording transactions, you may not need a bookkeeper yet. Do your own bookkeeping and hire a part-time accountant as a financial consultant.

However, when your business starts growing you’ll soon be overwhelmed by the paperwork. Then, it’s the right time to get a full-time bookkeeper to record daily data and keep your finances organized. Plus, an accountant at this point can help you create a long-term business plan, handle taxes neatly or advise you on the legal structure. 

Before you finally decide between a bookkeeper vs accountant, consider not only their credentials and expertise but also their cost, reputation, and their experience working in your industry. 

Try Shoeboxed today!

Whether you do your own bookkeeping or hire a professional, receipts managing and organizing still causes a lot of headaches. Shoeboxed can help you digitize every receipt, automatically extract data and categorize them for you within seconds. With Shoeboxed your receipts are stored safely in the cloud, fully searchable and well-organized. 

Get started with Shoeboxed for free! 

6 Reasons to Invest in Bookkeeping Management Software for Restaurants

A day in a restaurant is as hectic as you can imagine. Everyone working both front and back of house carries out activities to keep the business running including purchasing raw materials, food preparation, customer service, cleaning, accounting, reporting… and the list goes on! 

A restaurant manager is the one who ensures that things run smoothly and efficiently. The manager usually focuses on customer service and team management during opening hours. Yet they’re usually the one who ends up doing bookkeeping and reporting at the end of an exhausting day. The tedious and monotonous bookkeeping task is often overlooked and much more likely to fall to the very bottom of the priority list. This can lead to confusion and chaos when one inaccurate record occurs. 

Why do you have to make it hard when you can make it smart? Let’s make bookkeeping tasks less tiresome with the aid of bookkeeping management software. 

In this article, we’ll look into the importance of bookkeeping in a restaurant business, examine six reasons a restaurant business needs bookkeeping management software, and guide restaurant owners or managers in finding the right application to fit their business.

Why is bookkeeping important to a restaurant business?

What is bookkeeping?

We all know what bookkeeping is to some extent, but let’s break down what exactly we mean by bookkeeping before diving into why it’s important for restaurant businesses.

  • Bookkeeping is the practice of recording all expenditures and incomes, which demonstrates the cash flow in a business. 
  • Bookkeeping management involves recording all financial transactions such as material expenses, service expenses, payroll, as well as income (like customer or client payments for goods and services).
  • Bookkeeping is carried out regularly so that managers can track all information and money movements on their books to make key operating, investing, and financing decisions.

A bookkeeper is a person responsible for bookkeeping. Without bookkeepers, companies wouldn’t be aware of their current financial position, as well as the transactions that occur within the company’s walls. Many restaurant owners and managers take on their businesses’ bookkeeping management to save costs. The success of this task lies in restaurant owners and managers’ bookkeeping experience. 

Why should restaurants do proper bookkeeping?

Bookkeeping management is a crucial function in the restaurant business for both legal and financial management purposes. It allows you to track every detailed report about the restaurant’s revenue, food, labor, and operating expenses. Based on these, a bookkeeper calculates precisely how much the restaurant is taxed and processes it on time. 

It’s the restaurant’s legal obligation to pay tax and any restaurant owner and manager wants the tax procedures to go as seamlessly as possible. Proper bookkeeping management will save you plenty of time and work. It also ensures your business violates no obligations when it comes to money affairs. 

Restaurant owners and managers often overlook the importance of matters such as keeping records of every penny spent. Over time this leads to confusion or even huge losses for any restaurant business. 

Proper bookkeeping gives restaurant businesses a reliable measure of their performance. Thanks to that resource of information, you can get a snapshot of the business’ health and whether or not to adjust any operational activities. 

Make the switch to bookkeeping management software

Bookkeeping management software which can do the same job as a bookkeeper and costs only a fraction of a bookkeeper’s salary is considered a good solution for restaurant owners and managers. Thanks to such software’s efficiency, thousands of restaurants have switched to these digital tools  instead of hiring a bookkeeper .

6 reasons to invest in bookkeeping management software for restaurants 

1. Storage

A study has shown that restaurants generate more than 1.5 billion pounds of paper waste per year on receipts alone. Your business does contribute a part to that huge number. 

Paper receipts from customers and vendors can take up to 25% of a restaurant’s office space. Like other restaurant owners and managers, you may be keeping two or three copies of some documents and filing them in different places. This duplication creates waste and makes the workplace environment cramped and uncomfortable. 

By digitizing receipts and storing them in bookkeeping management software, you don’t have to worry about storage anymore.

2. Waste

Every business should be conscious of the environment. With many tree-based products being used and wasted, there’s an estimate that the majority of Earth’s rainforests will be completely gone within the next 100 years. Going paperless is every business’ responsibility to help save the environment and protect the Earth. 

Much of the paper waste produced by restaurants are customer bills and vendor receipts. You can help reduce these sources of waste by using bookkeeping management software. 

3. Supply cost

Paper-based records include the cost of paper and several sources of indirect supply costs. The indirect supply costs include costs of filing cabinets, printers and ink, and other stationery. 

Such costs for restaurants change depending on the season, with more papers issued during the busiest periods and fewer papers issued during off-peak seasons. 

With bookkeeping management software, the supply cost remains the same through different points of the year, thus saving a lot of expenses for restaurant owners.

4. Productivity

It’s hard to find the right piece of paper in a pile containing thousands of others. Even in the most organized workplace, it can still puzzle anyone searching for things, which slows them down. It can go from bad to worse if you’re in a rush and have to deal with difficult customers or merchants. 

A digital document archive with a powerful search function will greatly improve one’s productivity. Bookkeeping management software helps restaurant owners and managers cut off lots of time on finding documents, thus staying focused and engaged in more important tasks.

5. Accessibility

Easy data accessibility is one of the key qualities that restaurant owners and managers look for in their bookkeeping management software. With a huge customer and vendor database, extracting and analyzing information done by a bookkeeper for one specific request is nearly impossible. 

With bookkeeping management software, customer and vendor data has been extracted and stored in a place where you can search for it with a click. Thanks to this highly accessible feature of bookkeeping management software, now restaurant owners and managers can search their database in seconds. 

6. Security

Paper documents are susceptible to risk. Keeping piles of files on-site can introduce several risks, including an incident of fire, poor environmental conditions, and even theft. 

If your business office catches on fire, your paper records could go up in smoke. Floods, earthquakes, and other natural disasters can also result in the loss of important business documents. If records are stored in moisture-prone areas, they’re subject to mold. 

Therefore, off-site storage is a solution to protect important documents that many businesses look for. Unfortunately, restaurant records are not as secret and confidential as other financial documents, and restaurant owners and managers could not afford to pay a place at a professional records storage provider. Chances are they’ll look for something which can store documents safely and cost a reasonable price. 

Bookkeeping management software is an optimal solution. Files digitized and stored on the cloud are much safer than in their physical form. Besides, digital documents are protected using multiple security solutions, encrypted, and restricted to limited users who have been granted access. 

What is the best bookkeeping software for restaurants?

Now that you know about bookkeeping management software and its benefits, it’s time for decision making. Choosing the right one is essential because you’ll use it every day to track the money coming in and going out of your business. 

However, the variety of software available in the market can confuse and overwhelm any decision-maker. Ask yourself these questions and you can eventually come up with a clear picture of what you’re finding.

Identify your needs

Do you need a platform that allows you to track inventory, receipt, and sales tax or more direct concerns? Do yourself a favor by making a list of your bookkeeping needs and prioritizing them from least to most important. Understanding your needs before you start researching solutions helps you find the right software without any doubts or concerns.

Look for features that meet your needs

It’s easy to get starry-eyed about features. Don’t blame yourself for this because some software is made to catch the eye of many people. Escape distractions, return to your list of prioritized needs, and evaluate only the software that meets the majority of those needs.

Check your budget

What if bookkeeping management software is amazing, but it’s beyond your budget? Or you may find a hot deal that does not come up with the features you wish to have? All in all, you should figure out the ideal software you wish to have and evaluate whether or not it can fit your budget.

Make bookkeeping management software part of your business operation today

Bookkeeping management software developed by Shoeboxed is an ideal tool for professional accounts and small business owners.

With Shoeboxed, you can turn your receipts into data and organize, make reports and analyze your current financial position at any time and anywhere. 

To get the most out of your bookkeeping management, get started with Shoeboxed for free!