Some years ago, I worked with a food truck business owner who would have super busy summers, and we found that it was tough for them to stay organized when they were going from event to event all in one weekend. So, to help them, there were several tips we implemented.
5 Tips To Organize Your Seasonal Summer Business
- Create a list of events needed for the entire season. This time of year is the best time to schedule those upcoming events. Keep a list of the yearly events you take part of and when the coordinators request vendors. Use an online calendar to manage all the activities. Write the details of the events in the memo section of the appointment and send the appointment to anyone who needs to attend the event. Have it sync to your phone, so you have it with you. Keeping your schedule and sharing it with staff early enough will eliminate the last minute schedule issues that may occur.
- Have a place for your receipts in your office. If you are food service business, you will need to keep your receipts for 2-3 months after you serve the food just in case something happens. Scanning the receipts is OK. You can use a self-scanner. But, if you can get an organized accordion folder and label it by month or by category (like food and other expenses), you should be good at managing the receipts.
- Have a place for food receipts for on the go. This could be an envelope with the word receipts on it. Or an accordion folder with the categories so you can sort the receipts right there when you get them. Either way, this will help you transport the receipts from your vehicle to your home or bookkeeper. Organizing the receipts into categories like food, office supplies, misc expenses, etc…
- Track your employee hours (cash and payroll). If you pay your staff with cash or use a payroll service, you must track your employee hours on a spreadsheet or software like QuickBooks. Write the date you paid them, the name of the employee and the amount you paid if you choose to create a spreadsheet. Also, be sure to separate out the tips for tracking purposes. You don’t need to track them for them but you should separate them out so the staff knows how much was from tips.
- Track your sales tax (cash and credit). If you use cash for your business, you need to track your sales so you can pay your sales tax if your state has one. Check your state to see if you need to collect for sales tax. If so, you will need to have a way to track this. Use a spreadsheet to record the number of your sales and then use a formula like this one (= name of the cell X the percentage of sales tax) to calculate automatically how much sales tax you collected. This way at the end of every week, you can then transfer that amount to the savings account for taxes later on. In Pennsylvania, sales taxes need to be paid out quarterly or twice a year depending on how much you collect for small businesses.
I hope this helps you get your small seasonal business organized for the season. I hope you have a great season. If you need help, please be sure to contact a professional bookkeeper or accountant to guide you through this process. Paper management can be an overwhelming but taking these simple steps and establishing a system before the season starts will help you and your bookkeeper stay on top of everything.
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