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Organizing Receipts for Tax Time

Tax time is here! (Ugh.) Do you own a small business or home business? Do you travel often for business? Do you have multiple streams of income to report? Then you and I understand each other and how complicated tax season can be. My husband and I work full time in different counties, he travels extensively for work, I own this little blogging business, and between the two of us we have at least four possible sources of income. We have to get organized!

To work on organizing receipts for tax time, I made a trip to Staples for supplies:

  • DYMO LabelWriter® 450
  • Pens
  • Tape
  • Paper
  • Scissors
  • File folders
  • Hanging file folders
  • File box (plastic with a handle and small bonus storage compartment for pens and other supplies)

Organizing Receipts for Tax Time 1These supplies are all I needed to get a system set up. Before I go into details on this super simple, foolproof receipt filing system, let me tell you about my new DYMO LabelWriter® 450. I am in LOVE with it! This DYMO LabelWriter® system was very easy to set up (and I’m not the tech-y person in our house) and use. DYMO can help you save time in preparing for taxes. No more procrastinating!

I purchased the DYMO LabelWriter® 450 at Staples near the label maker section (also available online):

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The DYMO LabelWriter® is a must-have for a business, home business, or just to label everything in your home because… well, yes, label makers are awesome! Just imagine it now with me… a clean, organized linen closet with labels describing which items belong on which shelves. *GASP* What a glorious dream! The DYMO LabelWriter® is so fun to use you just might end up organizing your whole house with it!

I love the features of the DYMO LabelWriter® including how it uses thermal printing technology (no need to buy ink!) and comes with easy to install DYMO software where you create and print custom labels from over 60 label styles and layouts. My church uses DYMO printers to print name tags for children when we check them into their classes on Sunday morning. It’s so user friendly with the ability to make name tags on demand.

Here’s another super cool feature: you can print crystal-clear barcodes at 600×300 dpi. LOVE!

It’s really cool that you can save time by creating labels directly from text in Microsoft® Word, Excel®, Outlook®, QuickBooks® and other programs or easily print addresses from Outlook® Contacts or Mac® Address Book.

TheLabelWriter® is literally THE solution for your labeling, filing and mailing needs. It saves time and money – all without the hassle of printing sheet labels on a desktop printer. In fact, the DYMO LabelWriter® 450 Value Pack is now free when you purchase 4 LabelWriter label rolls!

So, for my current application (getting organized for tax season) I am using the file folder label function of the DYMO LabelWriter®. To start I made a label for my file box:

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Inside the top compartment of the file box, I’m storing the basic supplies I’ll need when sorting receipts: scissors, pen, and tape.

My next step was to print file labels with the DYMO LabelWriter®.

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What categories do you need to print? Here are some to start with:

  • Miscellaneous – after your first month, go through this file and determine what new categories are needed for your file box so you can move as many receipts as possible from the Miscellaneous file into a specific category file.
  • Month Labels
  • Income – use this file for pay stubs, W-2 forms, 1099 forms, and other items to document income.
  • Household Finances and Business Finances – place these labels on expandable, hanging file folders and file related category folders together.
  • Medical
  • Donations – charitable giving records
  • Student Loan Payments
  • Mortgage Payments
  • Groceries
  • Utilities
  • Childcare
  • Employee Expenses
  • Building Maintenance
  • Business Supplies
  • Business Travel

This list is not exhaustive. Try using those categories for a month, then go over your financial statements to see what other categories you need to add. Within one month you should have a fully functional system set up and be feeling familiar with using it.

Another way to organize receipts is by month. To help with budgeting, try placing your receipts into months first. At the end of a month, pull all receipts from that months file and use them to calculate how much you spent in different categories. Once this is done, file the receipts in the appropriate file by category.

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TIP: This is my favorite way to organize receipts! Paper + tape + pen = easy to manage receipt system.

Keep a stack of basic copy paper in the back of your file box. When you file your receipts, tape them to a piece of the paper. Write on the top corner of the paper the category for these receipts. You can usually fit several receipts per paper.

Now you can file sheets of receipts instead of all of the crumpled, randomly sized papers. Yay! This will make life SO much easier come tax prep time.

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Ready for the biggest secret in organizing receipts for tax time? Okay, here it is…

DON’T LOSE RECEIPTS.

I don’t know why this is so hard, but it is. Know thyself! If you tend to lose receipts (like me) then figure out ways to combat the problem. Here are two ways to make crazy easy collection points for receipts:

Collection Point #1

Somewhere near the spot where you tend to empty your pockets, lay your mail to go through, right by a door, etc., use an empty tissue box to collect receipts. I used the DYMO LabelWriter® 450 to make a label for my tissue box. Perfect!

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Collection Point #2

Make a label, stick it to an envelope, add a pen, and put this in each of your vehicles. The glove compartment is a perfect spot for a receipt envelope.

I like using a simple envelope like this because they can be switched out easily. You can even write on the envelope if you need to remember any financial info, mileage, etc.
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My next DYMO LabelWriter® project? Organizing my daughters school papers! Oh let me tell ya, this is going to be HUGE! Finally having a place (other than the counter and kitchen table) to store my preschoolers precious little drawings and “homework” is going to be such a relief.

How do you organize for tax time? What categories do you suggest for home management, home/small businesses, etc.?

Organizing Receipts for Tax Time

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6 Comments on Organizing Receipts for Tax Time

  1. Michelle
    February 15, 2016 at 7:04 pm (1 year ago)

    I love your filing ideas – I have everything in a drawer (bad me), but that’s assuming it makes it from my purse or wherever INTO that drawer. Great ideas for organizing! #client

    Reply
  2. Amanda
    February 15, 2016 at 7:51 pm (1 year ago)

    That receipt drop box is genius! I love my DYMO!

    Reply
  3. linnie
    February 17, 2016 at 12:52 pm (1 year ago)

    I need to get me an DYMO, I store my bills in my kitchen drawer or stack them on my bookshelf I know it is terrible!

    Reply
  4. Leigh
    February 18, 2016 at 11:21 am (1 year ago)

    Love the idea of taping the receipts to paper and filing them that way. I need to get a similar system set up for us.

    Reply
  5. Adele
    March 25, 2017 at 4:30 pm (3 months ago)

    I already use the receipt box my issue is aot of receipts I receive are8 done on thermal paper and they fade til tax time

    Reply
  6. M
    May 6, 2017 at 10:43 am (2 months ago)

    Taping receipts to file paper. LIFE CHANGING!!!! Best tip ever!

    Reply

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