The Art of Handwritten Bookkeeping: A Throwback to Simpler Times
In a world where digital innovation is rapidly transforming how businesses operate, there are still some places steadfastly clinging to nostalgic, traditional methods. As a new bookkeeper at a quaint retail store that favors the charm of the 1980s, I find myself immersed in a truly unique Bookkeeping experience.
For over a decade, I dedicated my efforts to sales at the front counter. Recently, transitioning into the office as a bookkeeper—following the retirement of my predecessor—has opened my eyes to a method seemingly frozen in time. All transactions here are meticulously handwritten on quadruplicate tickets. Daily, we generate over 100 such tickets, each serving a distinct purpose depending on whether the payment method is cash, credit, or account.
Our store operates without a modern point-of-sale system. Instead, at the close of business, the manager records sold part numbers manually to order new stock. UPC codes are a foreign concept to us. My role involves organizing tickets by numbers, verifying each calculation, and then diving into the tedious task of entering account charges into ledger books. With several hundred accounts to manage and transaction tickets ranging from none to multiple per account each day, it’s no small feat. This process consumes nearly five hours of my day, especially since we manage around 2,000 to 3,000 tickets monthly—a significant leap from our earlier volume.
Adopting at least a partially digital approach could revolutionize our system for efficiency. However, navigating this transition is a challenge without prior Bookkeeping experience. Encouragingly, my boss is considering a consultation with our tech expert to evaluate how we can upgrade our system—although I’m at a loss where to start.
Our bookkeeping team consists of two members. The senior bookkeeper, despite being 75 and working primarily from home, plays a crucial role. She visits the office once a week to handle tasks beyond my scope, such as taxes and bank deposits. Her toolkit includes an elderly version of QuickBooks, primarily for tracking accounts, generating statements, and fulfilling other responsibilities.
In this blend of tradition and necessity, there lies potential for growth. By exploring digital avenues, we hope to maintain our store’s old-world charm while embracing efficiency and modernity.
One response
Transitioning from a fully handwritten Bookkeeping system to a more efficient digital solution can seem daunting, especially in a closely-knit, traditionally-run business like yours. However, this transition is not only feasible but also highly beneficial in the long run. Here’s a structured approach to help you get started on this transformation:
Assessing Current Workflow:
Since your system is rooted in traditional methods, it’s crucial to first understand all existing procedures in detail. Document every step of your current process, including sales, inventory management, Bookkeeping, and reporting. Identify the key pain points, such as time-intensive tasks and error-prone areas. Knowing the intricacies will help in determining which aspects will benefit most from digitalization.
Involving Stakeholders Early:
Transitioning to digital will require buy-in from everyone involved, especially seasoned employees like your head bookkeeper and management. Arrange meetings to discuss your current challenges and present the potential benefits of digital solutions—such as increased efficiency, accuracy, and the ability to generate insightful reports. Involve them in the selection process of the new system to ensure their needs and concerns are addressed.
Gradual Transition Planning:
A pragmatic approach would be to transition in phases. For instance, you could start by implementing a digital Point of Sale (POS) system, which can automatically capture sales data, thus eliminating the need for handwritten sales tickets and reducing repetitive data entry workloads.
Inventory and Bookkeeping Software:
Explore integrated solutions that connect POS, inventory management, and bookkeeping. While QuickBooks is a good starting point, consider its cloud-based versions or other solutions like Xero or FreshBooks, which are designed for small businesses and offer user-friendly interfaces and robust features. These tools can automate sales entries, track inventory, manage accounts, and more.
Digital Record Keeping:
Digitizing records not only saves time but also simplifies data retrieval and reporting. Software packages often come with customizable templates and reports that can take much of the manual work off your plate.
Training and Support:
Proper training is key to a smooth transition. Ensure that you and your colleagues receive comprehensive training on the new systems. This may involve workshops facilitated by your tech guy or the service provider’s customer support. Also, plan for ongoing support during the transition period to swiftly address any issues or resistance encountered.
Evaluation and Feedback:
Implementing a feedback loop post-transition is critical.