Welcome to www.OnlineOrganizing.com -- A World Of Organizing Solutions Your Order Your Shopping Cart About Us Contact Us Site Map
Do You Need Help Getting Organized?Shop For Organizing And Business Development ProductsProfessional Organizing ServicesFind A Seminar, Workshop, Or Keynote SpeakerRead Our Two Free Monthly NewslettersFree Organizing Tips And AdviceResources For Professional OrganizersLearn How To Become A Professional OrganizerUseful Organizing Website LinksUseful Organizing Website Links

Search for:


You Are Here: Home - Blogs

NEW! - Keywords For This Page:   Filing - Documents - Office - Finances - Email - Home-Based Business - Small Business

Blog: Minimizing Financial Clutter

Keeping track of your customers is critical to the financial success of your business. So your customer files are not the place for disorganization in your office.
What goes in your customer files?
Regardless of the nature of your business, you will need to capture the following information about your customers in an organized system:
         Contact information
         Contract or letter of agreement
         Records of sales:  estimates, orders, invoices, sales receipts, and credits
Paper vs. electronic files
You will probably need both kinds of files.  Even the most "paperless" offices will likely have at least some customer papers that will need a place to live.  I recommend that you maintain parallel customer files in paper format and electronic format.  That way, you'll know that what you're looking for will be in one of two places!
Paper files:  The lowly file folder works just fine for customer paper files.  I organize my customer paper files by stapling the customer's contact information sheet on the inside left side of the folder, and the customer's signed letter of agreement on the inside right side of the folder.  Inside the folder are sales receipts, correspondence and my notes.  File your customer files alphabetically for easy retrieval.
Electronic files:  Contact management software, such as ACT! allows you to keep all of your e-mails, documents, and contact information in one electronic "place" in your computer.  Each customer will have his or her own "record", in which you'll keep all of the data related to that customer. 
If you are not using such software, however, you'll need to set up an electronic file folder for documents and for e-mails to and from each customer.   Don't fall into the habit of storing them in your general "My Documents" file or your e-mail "Inbox".  Here's an example of how I store my electronic customer files:
                                My Documents
                                                                Alexander, Alice
                                                                Bennett, Betty
                                                                Campbell, Chris
After I answer my customers' e-mails, I drag them from my e-mail Inbox into each client's e-mail folder:
                                Alexander, Alice
                                Bennett, Betty
                                Campbell, Chris
Customer files need not be complicated but they do need to exist!
Your Homework for This Week:
         If you don't have customer files, set them up according to the guidelines above.
         If you do have customer files set up, use this week to organize the contents for easy retrieval.

posted on: 10/25/2009 11:30:00 AM by Katherine Trezise
category: Finances

Minimizing Financial Clutter: < Previous Post - Next Post >
Blog Central: < Previous Post - Next Post >

Discuss This Post

by Karen on 10/27/2009 3:26:55 PM:

I was meant to read this post today! My office is a mess and it needs help. In the 5 minutes it took me to read this I now know what to do.

Add a comment about this post:
(Note: To reduce blogspam, HTML tags are not permitted in blog comments and will be removed)
Please Enter The Following Code:
In order to cut down on SPAM, we ask that you enter the code exactly as shown in image below. If you can't read the code, simply select "Load New Code" and a different graphic will appear. Cookies must be enabled on your web browser.
Code Image - Please contact webmaster if you have problems seeing this image code Load New Code
Powered by Web Wiz CAPTCHA version 2.01
Copyright ©2005-2006 Web Wiz


Minimizing Financial Clutter

by Katherine Trezise

View This Blog

   Subscribe To This Blog

About Katherine:

Katherine Trezise is president of Absolutely Organized, based in Baltimore, MD. She is president-elect of the National Study Group on Chronic Disorganization. Katherine holds a masters degree in business administration, is a Certified Professional Organizer® and a Certified Professional Organizer in Chronic Disorganization®. Absolutely Organized specializes in helping people organize their homes, paperwork and financial records to make room in their lives for the things, people and activities that are most important to them.

Katherine's Website:


Add this page to your Bookmarks!

E-mail this page to a friend!

www.OnlineOrganizing.com is a service mark of Bradford, LLC.
Content on this site is © Bradford, LLC, All rights reserved.

If you notice any problems with this site, please contact our webmaster.
And if you don't see what you need you are welcome to "ask the organizer" any question!

To see what people are saying about www.OnlineOrganizing.com, check out our visitor comments.

Click here to view our privacy policy.

Calendar Of Organizing Holidays And Events Blog Central Sign Up For Our Free Online Newsletters Join The Conversation At Our Organizing Discussion Board Advertise Your Company On Our Website Be An Affiliate Of www.OnlineOrganizing.com
Check Us Out On FaceBook