Thu. Jun 8th, 2023

Bookkeeping Systems To Use For Small Business

It’s crucial to understand the many types of accounting systems before deciding which one to employ to keep track of business activities.

For example, you can choose which form of accounting system is best for the business or customer you represent by examining the many types of bookkeeping systems.

Millions of small company owners and startup entrepreneurs have mastered the skill of developing exceptional products and services, forming successful teams, and gaining customers’ trust. However, many of them would most likely fail basic accounting.

Measuring the success (or failure) of your efforts as a business owner will be pointless if you don’t grasp the many sorts of “accounts” your bookkeeper utilizes to handle your funds.

Digital marketing skills, for example, aren’t adequate if you don’t have a clear financial picture of your company and run into cash flow issues.

Accounting software benefits small business owners by allowing them to handle accounts receivable and payable, have a clear knowledge of their profitability, and prepare for tax season. A tiny firm, in the area of accounting software, is one that can utilize out-of-the-box software without major adaptations.

As a company expands, its accounting requirements get more sophisticated, necessitating the use of a specialized enterprise resource planning (ERP) system.

You wouldn’t see the doctor just to have your legs examined.

You want a thorough examination! It’s the same with your company’s financial elements. Not only do you need to know your bank account balance, but you also need to know everything about your company’s finances.

It not only helps you make strong judgments today and plans for your company down the line, but it also saves time, as small-business writer Joshua Adamson-Pickett says. In addition, it helps you avoid fraud and prepares you for government audits.

One of two systems was used for traditional bookkeeping. Accountants and bookkeepers manually calculated corporate records and presented financial statements in compliance with federal rules using the systems.

In today’s digital era, the two major systems are still in use, but it’s far easier to complete bookkeeping activities for your business on a computer than it is by hand.

As a result, many business owners choose to perform their own bookkeeping or hire off-site accounting specialists to do it for them.

Accountants and bookkeepers rely on established processes to do everyday chores efficiently and effectively.

They can compute business books automatically or manually and fulfil federal standards thanks to a reliable accounting system.

Accounting technology such as automation, bookkeeping software, and other software relies on one of many methods for monitoring accounting-related data and costs.

Understanding how these systems function and if they fit in with your existing business style is key to selecting the best bookkeeping system for your company.

If you wish to manually compute your finances using these techniques or utilize electronic software to do your books, you should learn everything you can about your possibilities.

Individual Tax Return

What Is Bookkeeping?

Bookkeeping is a rapidly expanding field that is demanding, fascinating, tough, and, most importantly, rewarding. It’s all about comprehending how a company operates and then supplying precise data that allow the company to know exactly how well it’s performing. It offers excellent professional prospects to men and women of all ages and backgrounds.

A Cistercian monk named Luca Pacioli created the fundamental concept of double entry bookkeeping more than 500 years ago. His technique is still in use today and is utilized all across the world, making bookkeeping truly worldwide.

The Institute of Certified Bookkeepers’ website will explain how to become a bookkeeper and how to join the Institute.

It will also benefit people who have a certification or have worked as a bookkeeper for a long time but now desire the assistance of a professional organisation to help them further their careers.

The daily recording of a company’s financial activities is known as bookkeeping. Companies may track all information on their books to make crucial operational, investment, and financing choices with effective bookkeeping.

Individuals that manage all financial data for businesses are known as bookkeepers. Companies would not be aware of their present financial situation or internal activities if bookkeepers were not employed.

External users, such as investors, financial institutions, and the government, require accurate bookkeeping to make better investment and lending decisions.

Simply, precise and trustworthy bookkeeping is essential for both internal and external users.

Bookkeeping is the process of systematically and accurately documenting financial data linked to corporate activities.

It encompasses all areas of accounting labour, including the record-keeping role. In order to manage books of accounts, many types and methods of accounting are used.

Importance of Bookkeeping

Companies may use accurate bookkeeping to assess their success.

It also gives data on general strategic choices as well as a baseline for sales and profit targets. In summary, once a company is up and operating, it is vital to devote more time and resources to preserving accurate records.

Due to the high expense of full-time accountants, many small businesses do not hire them.

Instead, small businesses engage a bookkeeper or hire a professional agency to do the task.

One thing to bear in mind is that many people who want to start a new business forget the necessity of things like keeping track of every cent spent.

Bookkeeping Systems

Single-Entry System

A transaction must only be recorded against one category, either an income account or an expense account, under single entry accounting. This style of bookkeeping is exemplified by a cash book.

Double-entry accounting is the polar opposite of this, in which a transaction must be entered in two or more ledger accounts using journals, as debits and credits, and the totals must balance.

Organizations with few or basic transactions use the single-entry accounting approach.

This system maintains track of both cash sales and corporate costs that are paid as they are incurred. Companies with a lot of accounts receivable, payable, or capital transactions are unlikely to use this method.

Furthermore, the bookkeeping records for this system do not link transactions to corresponding accounts, making income and expense tracking more difficult.

The single-entry method consists of a cash sales notebook, a cash disbursement journal, and your bank statements.

When money is received, it is recorded in the sales diary, and when money is spent, it is recorded in the disbursement log.

Your bank account transactions and journal entries should match.

Small businesses commonly use single-entry accounting with few or no transactions.

It’s often regarded as a simple, practical, and informal recording approach. Cash disbursements, cash receipts, sales, and purchases are often the only things it maintains track of. Inventory, equipment, capital, and other accounting records are only preserved in memoranda or notes format.

A single-entry accounting system keeps a daily summary of cash receipts as well as a monthly summary of cash receipts and disbursements, which reflect revenue and expenditure, respectively.

The single-entry bookkeeping system affects only one account, unlike the double-entry bookkeeping system, which affects two accounts with each transaction.

For example, a cash transaction is only recorded as an increase in cash receipts or deposits with no sales account.

On the other hand, the single-entry accounting system is more prone to error and incompleteness than the double-entry bookkeeping system because it lacks a precise recording mechanism.

Although it is an adequate method of record-keeping for tax purposes for small and simple businesses, it may not provide a meaningful assessment of a company’s vital financial data.

The single-entry technique is the greatest solution for many small business owners.

Although it is less sophisticated than other systems, keeping track of big volumes of data is tough.

Because each item has its own entry in the accounting records, it’s termed a single-entry data system. It is primarily concerned with cash sales and operating expenditures. Large firms should definitely avoid using it since it can’t keep track of more intricate expenses.

Single-entry systems only operate if the expenses are recorded as soon as they are incurred.

It keeps track of transactions using cash disbursement diaries, cash sales journals, and recorded bank statements.

A transaction is logged in one of these journals as soon as it occurs again.

The records will be examined and reconciled with the bank account at the conclusion of a given time, such as a week or month.

It’s a great approach for small businesses and startups to budget and keep track of their finances. It’s simple to keep up with, and business owners seldom need to recruit outside support. It may be done manually or with an Excel spreadsheet.

Because there is less data, it is also easier to assess loss and profit over time.

Businesses should not use this technique with more complicated expenditures.

Because these transactions become too complicated for the simplicity of this structure, it’s excellent for organizations who don’t have accounts payable, accounts receivable, or regular capital transfers.

However, it also lacks the ability to track assets and obligations, therefore, small enterprises with high-risk or expensive assets should look into other options.

Businesses that use a single-entry system will similarly struggle to make future projections. There isn’t enough data to forecast the company’s present financial situation or future development. Obtaining audit choices is likewise tough.

The most basic sort of accounting is the single entry system. Unlike the double-entry approach, the single entry method does not require the assistance of a skilled expert. Instead, it just requires the bookkeeper to record transactions in one direction.

This implies that just the effect on a single element is recorded for each transaction. For example, just the impacts on the cash account are recorded for all of the business’s transactions. It’s a lot less work than the double enter method. However, it has a lot more drawbacks than the latter.

The single entry system has a long history in accounting. According to scientists, its origins may be traced all the way back to ancient civilizations. As a result, nothing is known about its beginnings. However, traders utilized it as early as 2000 BC as the oldest accounting technique.

The single entry, being the “prototype” of contemporary accounting, lacks many of the capabilities that its modern version may provide. Nonetheless, it offers several benefits that make it a preferable option for some small firms.


  • For people without accounting experience, it is easier to comprehend and implement.
  • It is less expensive to deploy because no experienced or qualified professionals are required.


  • It is the single-entry approach. As a result, mistakes are simpler to overlook.
  • It does not accurately depict the company’s genuine earnings and losses.
  • Because there are no counterbalancing accounts to compare against, fraud is simple.

To summarize, the business owner makes the decision between a single entry system and a double-entry system. Whatever strategy you use, remember to seek professional advice to prevent making mistakes that might harm your organization.

Double-Entry Bookkeeping System

The double-entry bookkeeping system is the conventional technique of record-keeping used by most organizations, bookkeepers, and accountants.

The double-entry bookkeeping method has a more extensive and sophisticated approach than the single-entry system.

It presents the notion of debit and credit, which states that for every transaction, something is received (debit) and something is given up (credit) and that each transaction impacts two or more accounts.

The benefit of the double-entry bookkeeping system is that it has a method in place to guarantee that company transactions are accurately and completely recorded.

As a result, it is a dependable source of financial data and a fair assessment of a company’s status or performance.

Businesses that deal with more complicated transactions frequently employ double-entry bookkeeping systems.

This strategy is better suited for businesses that collect revenue through accounts receivable and receive items and inventory on credit.

This technique creates a second record to track a single transaction to a related account after posting it as an income or cost item.

For example, if you get money from a client, the money is recorded as income and linked to the customer’s account.

You’ll have a paper trail to retrieve information quickly if you’re audited or need to know where revenue and cost payments came from.

This system works using debits and credits, which are the terms used by accountants to describe increases and decreases in each account affected by your activities.

Larger, more complicated enterprises often use a double-entry method. This interface will also aid small firms with more sophisticated banking operations.

The double-entry approach operates by first reporting single transactions as either income or cost items.

The program then adds a second sub-entry that links the transaction to the proper account. It allows you to keep track of five different transactions at the same time: costs, revenues, stocks, assets, and liabilities.

It may also identify gains and declines within each account using debits and credits. It works on the principle of the two-fold effect, which stipulates that for every value gained (debit), a value must be given up (credit).

For maintaining track of current financial records, generating future projections, and properly tracking assets and liabilities, the capacity to understand what is affected by a specific business transaction is crucial.

Smaller firms can use the double-entry system if they like, but any company with gross sales of more than $5 million or gross receipts of more than $1 million for inventory sales must use it.

The complexity of such a vast corporation are simply too much for a single-entry system to handle.

Many business owners prefer the double-entry technique because it makes financial statements easier to interpret. Every transaction is recorded, and the impact on the relevant account is obvious.

It provides a detailed view of a company’s financial situation.

You may simply compare periods and see mistakes, growth patterns, loss patterns, and other important facts.

As a result, companies may assess their expected financial potential holistically and plan appropriately.

The double-entry technique is preferable in most aspects; yet, it is a tough system to master without prior expertise. In addition, startup owners who are seeking to keep expenses down may not be able to handle the system on their own, necessitating the appointment of an accountant. Overall, more effort and money are required to keep this system running.


Virtual Bookkeeping

virtual bookkeeper is essentially an internet agent who manages your finances. Virtual accounting services are popular for many who find both the single-entry and double-entry methods to be cumbersome and difficult to administer.

A virtual bookkeeper is a type of online agent that handles your money. Many people prefer virtual accounting services since single-entry and double-entry accounting are both time-consuming and difficult to manage.

Because of the cost, a virtual bookkeeper or accountant is an excellent option to an in-house bookkeeper or accountant; they cost a fraction of what an on-site staff would, yet they’re just as effective.

Virtual bookkeepers may do any accounting-related tasks you need, although invoicing, payroll ledgers and expenditure receipts are the most popular. They’ll use the single-entry or double-entry accounting method for you.

Virtual bookkeepers frequently require the usage of particular accounting software.

They could, for example, suggest that you get QuickBooks so you can keep track of all your receipts and transactions.

They’ll have access to your account and will be able to track, arrange, and reconcile your accounts on your behalf. This simplifies things for everyone.

If that approach fails, you and your virtual bookkeeper can come up with another plan. They’ll work with you to create an accounting system that relieves you of the load while keeping all of your data in perfect order.

The cost reductions are the most obvious benefit of utilizing a virtual bookkeeper, but there are others.

It’s quite adaptable—your bookkeeper may work whenever it’s convenient for them. You’ll also get access to federal rules and the most up-to-date tools. Furthermore, these bookkeepers frequently provide additional account-related services, such as tax preparation.

Data security is a concern since you may be exchanging sensitive information over the internet. In addition, these accounts have some vulnerabilities and the potential for misinterpretation. It may, however, be a fantastic approach for managing your finances, provided you carefully seek secure communication and communicate all needed information with your bookkeeper.

If the thought of single-entry and double-entry bookkeeping makes you nauseous, virtual bookkeeping services might help.

A virtual bookkeeper eliminates the need for costly CPA fees or an on-staff bookkeeper. The majority of virtual bookkeepers accept electronic sales invoices, expenditure receipts, and payroll ledgers.

Your transactions are entered into the proper journals and ledgers, and a copy of your reports is emailed to you. Virtual bookkeepers are usually CPAs or degreed accountants with cheaper fees than private accounting companies.

Bookkeeping Software

Many small business owners use accounting software to keep track of financial activity. Programs like Quickbooks and Sage (formerly Peachtree) employ the double-entry accounting method, but you don’t have to be an expert in the method to use the software. These tools are easy to use and encourage you to enter information so that you may complete and submit your transactions. The application is available in a variety of versions, ranging from basic to professional, and may be purchased in desktop, online, or cloud forms.

Because most accounting systems are difficult to learn and operate for the average bookkeeper, the market has become inundated with automated bookkeeping solutions. Thanks to these structures, you may easily input transactions using single-entry or double-entry ways.

Both small and large organizations may benefit from bookkeeping software. Small businesses can easily keep track of all accounts and transactions with simple interfaces. Customized services are unnecessary because a simple accounting software system suffices.

Large firms will almost certainly require the services of a bookkeeper, but computerized software may help everyone stay on the same page. They will very certainly want a customized solution to meet their specific requirements, as no two businesses are alike.

The most appealing aspect of computerized systems is their automation. Based on real-time transactions, it can quickly record receivables and payables. It increases accuracy and speeds up all transaction procedures.

It is costly, and you may want assistance in setting it up at first. It’s also not as failsafe as many people assume. For example, financial data can be stolen or corrupted, resulting in a negative impact on the company’s bottom line. Nonetheless, it’s a viable alternative for any company in need of adaptable, low-cost services.

Before acting on any information written in this post about bookkeeeping system, you should consider the appropriateness of the information provided and the nature of the relevant financial product having regard to your objectives, financial situation and needs.

In particular, you should seek independent professional financial & accounting advice. Also, changes in Australian Government & Taxation Office legislation may occur frequently. We require that formal financial and accounting professional advice be obtained before acting on the basis of this information.


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