Organization & Accounting

[capandcradle]

Hi, ladies,

I thought I would call for ideas re - how busy doulas organize and account.

I'm not the most organized person in the world. When I first began doula-ing I didn't keep records (the word doula didn't apply to labor support at the time so I thought there was no need). A few years later as I could recall, I filled in details as I remembered.

I assume certifying organizations provide you with birth record forms. I made up my own some years back. I kept the files in a "bank box," moving later to a plastic office supply box w/ hanging files. At the end of the year I compiled records and put them in one or two -- depending on the year -- manilla envelopes. I also had an "I love me" (silly name) folder of cards, pictures, thank-you notes, mother's day cards and so on. About 3 years ago I began a Creative Memories scrapbook and moved all that to there. I enjoy looking at that book. I still get Mother's Day cards from a family whose son is 10 now. You new doulas will love that when it happens.

Accounting is more meticulous & confounding for me. My husband is an accountant, a comptroller even, but neither of us are particularly naturally organized. (He just can spits out new tax law in his sleep and i can't) So, I just have a manila envelope with 1. a small notebook where I record mileage 2. phone/cell/internet bills 3. workshop and conference fees, mileage, tips, and so on 4. Books, memberships, subscriptions. It is occasionally a challenge to keep it a business not a hobby per IRS rules. At times I've been employed, and donated the time to our local group (a 501(c)(3) and the rules are different in each situation. At the end of the year i dump it all in his lap & he's the lucky one

Anyone else? I'm off to watch American Idol~ Go Soul Patrol!

[heathenmamaof5]

I can't beleive no one responded to Anne's thread! I guess we're all to overwhelmed by the subject. (sorry no time for smilies this morning, I'm running!).

The other day I set up the majority of my filing system, it had been on my "To Do" list for months. Mostly I did binders, one for PP clients, it has my PP cert fropm Dona, dividers numbered 1-12, in each divider I have the client info, contract, etc. I did the same for my birth doula clients, except that one is a zippered binder. I also set up a binder for my CLE stuff. I picked up a portable file box that has hanging folders, a receipt caddy, etc. I'm going to use that for my official filing - example receipts for memberships to various organizations (LLL, DONA, Cappa, ect) and any unusual research I've done such as Factor 5 blood disorder (mom was told she couldn't have children ever again, even though she had gone to term and had a healthy baby 5 years ago. After seeing that Dr. she found out she was pg and panicked.

Now I need to go through all the receipts for this year and at least divide them by month. I'm sure my dh would like them organized-gas, membership, clothes, motel, food, etc. But that may have to wait for January!

That's as far as I got, but at least all the books and binders are off the floor by my computer hutch.

Anyone else???

[MothertheMother]

I tape my receipts to the left side of a peice of printer paper, write the date in the upper right hand corner and the amount and what I purchased under that. This way I just keep them in order of date. I don't like the jumble if different sizes of receipts etc. I keep them in a plain folder in my hanging file folder holder. haha that rhymes. I also keep an excel file of all of the receipts and a separate page for my mileage.

As far as client folders go. I keep a separate folder for each client. I had some of the folders from cutting edge press but found I didn't love all of the forms and wanted to change them anyway. I have sections, one for past clients, one for present. I am not busy enough, yet, for separating them farther than that. I did find this great little cart that holds hanging file folders and has a little shelf on the bottom and the whole this is on wheels. I paid about $7 for it.

I keep a binder of all of the articles and studies I feel the need to keep. In addition to the client binders if have recently added. I also have my OSD binder to keep that stuff organized.

My next thing is to figure out how to keep all of the freebies/samples/brochures stuff organized.

[capandcradle]

Quote:

Originally Posted by MothertheMother My next thing is to figure out how to keep all of the freebies/samples/brochures stuff organized.

I have a big plastic rubbermaid tub in my basement that they all go in. I rotate them, when they are close to being not current I donate them to the local pregnancy center.

Organized? No. But it works.

[fearlessbirth]

I have a question about doula business....can you save the receipts and use them for tax credit at the end of the year (for gas, supplies, cell phone, etc.) even if you aren't filing separate business taxes?

[capandcradle]

Quote:

Originally Posted by fearlessbirth I have a question about doula business....can you save the receipts and use them for tax credit at the end of the year (for gas, supplies, cell phone, etc.) even if you aren't filing separate business taxes?

Cathy, Are you a sole proprietor? Most of us are (I do know some doulas who formed LLCs --but they are taxed like a sole proprietor-- and some who work for charitable organizations). My husband is an accountant and here it is from the horse's mouth --

Anything related to your doula business, save the receipts -- meals, mileage, birth balls, rice socks, parking, cell, internet, subscriptions, training, books, memberships -- and file a schedule C. There will be some more specifics that you might want to email me later or contact a tax accountant about.

[11 is heaven]

I don't like the doula receipts I have used over the last few years. Would anyone be willing to share receipt ideas. I am a childbirth educator, birth doula, and postpartum doula doula. Thanks ladies!!

[capandcradle]

Quote:

Originally Posted by 11 is heaven I don't like the doula receipts I have used over the last few years. Would anyone be willing to share receipt ideas. I am a childbirth educator, birth doula, and postpartum doula doula. Thanks ladies!!

I'm not sure what you mean... receipts given to whom?

[Doula_Steph]

I have a file drawer. At the front of the drawer are the wide heavy hanging files broken down, each one representing a month, Jan - Feb. IN each of these I have manilla folders for birth clients and blue files for pp clients. Each client has their own folder so when I have a meeting with them I just grab it and go. Behind this system, at the back of the drawer are red folders of clients whose contract has been completed.
In each client folder is their contract and the notes I took on their birth, birth pln, etc. Copy of the DONA forms, even if I didn't submit them.

As for receipts I keep a carbon payment receipt book. So when I write a receipt there is 1 copy I hand to the parents and 1 copy that stays in the book. At the end of the year all I have to do is go through the books of receipts I used and add it up!

Expenses I have an organ style 7 pocket file from Staples. Each section is marked as Car Expenses/Parking, Meals, Cell Phone, Conferences/Training, and Office. This is kept on top of my desk so I file tings right away, or it just wont happen. I"m a visual person and will only DO things that are right in front of my face.

Also on my desk are stackable trays, 3 tier. Top is To Be Filed, Second is Intake Form for calls, Bottom is Items I want to read/to do list items.
Beside that is a 3 slot upright file with current month clients folders or clients whom I am finishing up with (ire birth stories, etc) 1 slot for To-birth, 1 slot of pp, 1 slot for birth stories.

Hope this helps!

Steph

[11 is heaven]

receipts given to the client after they pay you.

[Doula_Steph]

Yes, after they pay me.