:: Instructor-led Classes

Recordkeeping—Beyond the File Cabinet

To register, visit the SBDP website.

Course Details

Recordkeeping -- paperwork, administration, busy work, TPS reports...how does this affect my profit other than lowering it? Recordkeeping -- Beyond the File Cabinet is designed to show the importance of good records, what records to maintain (hint: not everything!), and different ways to inexpensively maintain them. By doing so, we will show how this can be an asset to your business in areas ranging from financing to taxes to the ultimate SALE.

Course Objectives

Upon completion of this course, the participant should be able to:

  1. Identify what types of records need to be kept and how they apply
  2. Identify varying ways to maintain these records
  3. Pinpoint how this affects the tax preparation
  4. Pinpoint how this affects lending
  5. Pinpoint how this affects an ultimate sale

Business Success Skills Certificate Program

This class is eligible for the Business Success Skills Certificate Program. Participants who complete six classes will receive a framed gold seal Business Success Skills Certificate jointly from both The University of Texas at Austin Professional Development Center and City of Austin Small Business Development Program.


Recordkeeping isn't terribly exciting. However, external parties routinely want records as proof of your word. No records equals no proof. Sloppy records equal no deal. You will not realize maximum value without good records.

Required Material


Prior to Class

Email Instructor a short bio of work experience, education, area of interest or tax problem and the type of business you are in or wish to be in (if known).

Type of Course

Short course -- 6 hours

Course Outline

SESSION I (3 Hours) -- General Outlines and Overviews

Part 1 -- Key Types of Record Keeping Systems --.25 hour

  • Accounting system
  • Payroll
  • Contracts
  • General records
  • Paper/electronic
  • CRM

Part II -- Types of Records -- .25 hour

  • Sales
  • Expenses
  • AP, Payroll, Admin
  • Payroll detail
  • Collections
  • Banking
  • Sales prospects/contacts

Part III -- Users of Records and How Used -- .75 hour

  • Operational management
  • Lending institutions
  • Taxing authorities
  • Purchasers
  • Auditors
  • Customers
  • Acquisition candidates
  • Acquiring new customers

Part IV -- Macro Level Organization of Records -- .25 hour

Part V -- Accounting System Detail -- 1 hour

  • Chart of accounts
  • Design for users
  • Financial statement reports
  • Operation reports
  • External/Internal
  • Recording of records that go into accounting system
  • Sales
  • Expenses
  • Payroll
  • Balancing -- Everything must balance
  • Journal reports

SESSION II (3 Hours) -- Specific Recordkeeping

Part 1 -- Payroll -- Yes, you can do this! -- .75 hour

  • Key elements of the payroll
  • Key deductions -- before tax and after tax
  • Determining FWH
  • 941 taxes, times and non payment consequences
  • 941 return
  • 940 return and payment schedules
  • TEC return and payment schedules
  • End of year 941, W2s, consolidated W2s, electronic filing
  • Software providers
  • Outsource providers
  • Benefits to keeping it simple
  • Time punch records
  • Exempt/non exempt status
  • Contractor/non contractor status

Part 2 -- Sales and Use Tax -- .25 hour

  • Frequency
  • Collection and Register receipts
  • Computation of use tax
  • Audits and Invoices

Part 3 -- Personal Property Tax -- .25 hour

  • Frequency
  • Rendition -- personal
  • Protests and documentation
  • Good items to know

Part 4 -- Income Tax -- .5 hour

  • Frequency
  • Key forms
  • Key data needed

Part 5 -- Lending/Purchase/Acquisition -- .25 hour

  • How each record works for the different external constituents

Part 6 -- Electronic recordkeeping systems -- .5 hour

Summary and Guide to Resources for Continued Development

City of Austin Small Business Development Program



Questions about this course?

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