Please write the following on all invoices/receipts for purchases:
- Date paid
- How paid (i.e., Business Visa, Personal, Business Bank Account)
- How much was paid
When writing how it was paid, simply use “B” for the word business (i.e., B Visa).
If you use more than one business credit card, write the last four digits on the card behind the word Visa (i.e., B Visa 1234). This is important for reconciliation purposes at month end. I use these entries to compare against the bank and credit card statements, so entering them correctly saves me time which in turn SAVES YOU MONEY.
If you pay using your personal account or cash, simply write a letter “P” on the receipt. I do not need to know which account/credit card this was paid with if it is being paid from your personal account. When I am doing the data entry it all goes into the “Due To/From Shareholder” account, so it’s not necessary to allocate them to anything other than “personal”.
These are a tiny bit different as most people will normally leave a tip as well as pay the bill. Therefore, whenever you are keeping a meal receipt (because you have had a business meeting), please keep the till receipt (it shows the claimable GST), AND the receipt from the debit machine (this shows me how much was paid). If you staple them together – great; if not, just fold them together. I can figure it out based on the date and restaurant name should they become separated.
Whenever a deposit is made, I will need to know the following information:
- When the deposit was made
- Where the money is from
- Which account the money was deposited into
Whenever you deposit a cheque using EDeposit, please write the following information on the front of the cheque:
- EDEP [confirmation number]
- “B” for business account or “P” for personal account
I should be able to determine which invoice(s) is/are being paid based on the amount of the cheque.
Deposits at a bank machine
Always print out a slip when making a deposit to your business account. Write the company name beside/under the cheque amounts (whenever possible). If there is not enough room on the front of the printout, please use the back to write the amount of the cheque(s), and the company name.
If you are depositing money into your personal account for a business invoice, please make sure to write a “P” on the front of the printout.
Deposits using a deposit book
Ask the bank for a triplicate deposit book. This will provide you with three copies of each deposit.
- Copy One is given to the bank either at the teller, or inserted into the envelope at the ATM.
- Copy Two is given to me
- Copy Three is kept in the deposit book for your reference.
Please make certain that all cheques are listed in the correct area on the deposit slip, and if you are receiving/depositing a cash payment, please include the name of the business and the amount that was paid somewhere on Copy Two.
The following information should ALWAYS be put on each invoice submitted to a client for payment:
- Your company name, address & phone number (a phone number is important so that if the client has any questions, they have an easy way to get in touch with you)
- Your business number
- The date of the invoice
- A unique invoice number
- The client’s name, address & phone number (this is useful for times when you have to contact the client to inquire about the status of payment)
- Description of the goods/services provided
- The number of goods/services (i.e., hours) provided
- The rate/selling price for the goods/services
- Invoice subtotal
- GST (if applicable)
- PST (if applicable)
- Balance Due (which includes the subtotal, GST and PST)
Whenever you hire an employee, each employee will need to complete a
These MUST BE signed by the employee and forwarded to me prior to the employee receiving their first pay cheque.
Timesheets are only necessary if you have employees working for you. Timesheets should show the following information:
Timesheets should be scanned in and emailed to me the day of or the day after the end of the pay period to allow time to generate a paycheque.
The CRA demands that all employees receive a pay stub along with their paycheque, so I will email you a copy of the information that will need to be given to the employee. This will also indicate the amount that the employee needs to be paid.
Taking money from the business for personal use
Owners are in business to make money. Often this is to ensure that their personal expenses are paid for, so whenever you withdraw money out of the business account for personal use (shareholder draw) I will need to know this. Whenever you put personal money INTO the business account, I will need to know this as well.
Bank Machine Withdrawals/Deposits
When using a bank machine to withdraw cash from the business account, please print a receipt. On the receipt, simply write “From B to P” to indicate that money has been taken from the business account for personal use, or write “From P to B” to indicate that personal money has been deposited into the business bank account. This lets me know where the money has come from/gone, and makes month end reconciliation MUCH easier.
Buying personal items using the Business bank account/credit card
Because you have used a business account/credit card to make a purchase, I will need to know this as it will appear on the monthly statement that is used to complete the month end reconciliation. Please write on the receipt/invoice “Personal Use – paid from B Visa/Account”.