Receipt and Invoice Sorting Procedures

Chapter 1: Introduction

• User Guide Purpose: This guide details the process for sorting receipts, invoices, and payments received in the inbox.
• Daily Routine: Transactions are expected from the weekend; sorting is done daily.
• Roles: A specific person (Aaron) sorts emails daily and places receipts/invoices into designated folders.

Handling Receipts

• Receipt Workflow: Receipt is already paid with a company credit card.
  • Use a screenshot tool (e.g., Awesome Screen Capture) to capture the receipt.
  • Save the receipt with a descriptive name, e.g., "parking ticket."
  • Provide this information to the accountant for proper record-keeping.

Handling Invoices

• Invoice Identification: Understand which property the invoice is for, e.g., Dartmouth Road.
• Paying Invoices: Requires help from specific individuals (Mark or Martin).
• Categorization: Save invoices by bank account associated with the property (e.g., co op bank for Regent Street Limited).
• Tracking: Use an invoices utility and tax spreadsheet to monitor outstanding payments.

Chapter 2: Ammanus Property

• Invoice Details: Look for total amount including VAT; e.g., invoice for £6,510.
• Bank Account Association: Understand the connections between property ownership and payment accounts (co op for now).
• Apply Knowledge: Familiarity with property development will help in sorting invoices.

Example of Subscription Invoice

• Direct Debit Invoices: For regularly occurring charges, such as Warmzilla subscriptions.
  • Screenshot and save the invoice under the related company and service to maintain organization.

Chapter 3: Actual Utility Bills

• Utility Bill Processing: Access needed accounts to download bills (can be challenging).
  • Identify related property, e.g., 53 The Avenue for gas and electric bills.
• Record Keeping: Note any discrepancies, such as unexpected charges, for future investigation.

Chapter 4: Be Paid Folder

• Invoice Monitoring: Create records for each invoice payment to keep track of related invoices and reasons for disputes.
• Building Database: Use spreadsheets to note issues that arise, such as extra charges assessed.

Chapter 5: Power Property

• Payment Method: Identify which company and bank account to use when paying invoices. For example, Springfield is associated with Power Property Services Limited.
• Organizing Payments: Keep invoices organized post-payment for easy retrieval.
• Emailing Accountants: Use identified procedures to communicate with accountants regarding invoices and receipts.

Chapter 6: Conclusion

• Finalizing Processes: After payments and receipts are processed, ensure all documents are uploaded to the relevant folders.
• Cleaning Up: Remove items from the inbox once organized and uploaded to streamline workflow.