Small Business Administration: A Step-By-Step Guide To Keeping Track Of Your Admin

Let’s face it: you didn’t start a business because you love paperwork.  Regardless, small business administration is an important component of running a firm and can have a significant impact on your profits. According to a study conducted by Sage in 2020, only 42% of business owners claim to have always been adept with money.

This is proof that, even if you despise small business administration right now, with a little effort and perseverance, you can master it. As a result, we’ve put up this easy company administration guide to help you understand the procedures you’ll need to consider.

We can’t guarantee that you’ll begin to enjoy company administration responsibilities, but they may become less painful. The following is a list of topics covered in the article:

  • What is the definition of small business administration?
  • Business administration duties have a lot of advantages.
  • Tips for running a small business
  1. Make time for your administrative responsibilities in your business.
  2. Routine business administration
  3. Weekly administrative tasks for small businesses
  4. Admin employment for small businesses on a monthly basis
  5. Managing a small business every year

What Is The Definition Of Small Business Administration?

Small business administration encompasses a wide range of record-keeping duties that businesses must do. Business administration, at its most basic level, entails keeping track of the money that enters and leaves the organisation, as well as keeping records in the form of invoices, receipts, and bank statements. If you’re a business owner, some of these duties are required by law. You must keep track of your earnings and expenses, and you must pay your taxes. Fines may be imposed if this is not done. Other administrative activities aren’t required, but they can help your company function more smoothly.

Business administration duties have a lot of advantages. If you’re afraid of filling out forms or spreadsheets, keep in mind that admin is your friend (and you can utilise software to automate parts of your responsibilities, which will save you time).

Some of the advantages of performing business administration activities on time include:

  • Informs you about the state of your firm (including the amount of profit you’re making).
  • It assists you in making better selections.
  • Determines whether or not your suppliers are providing good value.
  • Less likely to face legal troubles as a small business owner.
  • Check to see which products/services are selling and which are not.

Tips For Running A Small Business

Everything you need to know about small company paperwork is right here.

Make Time For Your Administrative Responsibilities In Your Business

Make time for yourself to finish the many administrative activities you need to complete. While it may be tempting to push these tasks off until later, conducting admin regularly will save you time in the long term.

Make a note in your calendar when you need to do specific chores such as updating your systems to a sdwan network and schedule time to execute them. Various chores should be completed on a daily, weekly, monthly, or annual basis. You’ll grow a lot faster at completing tasks with experience, and admin will soon become a part of your daily routine.

Routine Business Administration

Set aside 20 minutes or so each day to accomplish some easy administrative work. This contains items such as:

Checking Your Business Bank Account

Keep track of which clients have paid their invoices and keep track of your spending from day to day. If you use accounting software, the programme can keep track of this for you and send you reminders when bills are past due.

Keeping Track Of Expenses

Try to keep track of all payments you make each day and keep your receipts in a safe place (preferably digitally). If you do this daily, it will stay fresh in your mind, making it easier to recall what you purchased. To keep track of this, create a simple spreadsheet, jot it down in a book, or utilise accounting software.

Weekly Administrative Tasks For Small Businesses

Other administrative responsibilities for small businesses should be handled every week. You could set up a morning each week for things such as:

Paying Suppliers

Paying your bills on a regular basis keeps them from piling up.

Invoice Collection

Check which customer bills are past due every week and send a reminder email to the client.

Set aside some time to record all of this information on a spreadsheet if you’re still using a paper-based system for your daily bookkeeping. You won’t have to worry about losing your files if you use accounting software because all of this information is uploaded and saved securely.

Admin Employment For Small Businesses Monthly

One day per month should be set out for larger business administration tasks such as:

Sending Invoices :

If you don’t send invoices, you won’t get paid. You won’t forget to bill for services done in the past if you invoice on the same day every month.

Payroll Runs

If you’re a sole proprietor, you’ll have to pay yourself on a monthly basis. The same may be said for your team. Bank reconciliation is the process of comparing income/expenses on your business bank account to invoices/receipts so that you can keep track of what was paid.

Manage Inventory

A monthly stocktake will show you what you have in stock and what is selling and what isn’t.

Review Of The Administrative Process

It’s worthwhile to check in on the business once a month to see how things are doing. Are you generating enough revenue? This information can then be used to improve your overall business plan.

Reviewing And Planning Performance

Spending a day per month looking at how the firm is performing, as well as making goals and projections for the future, is beneficial. You might discover seasonal trends, identify which consumers are most valuable to you, and determine whether there are any items or services that aren’t worth your time by reviewing the data you’ve obtained over the last month.

Managing A Small Business On A Yearly Basis

Finally, you’ll have to go through several processes and procedures each year. Set aside at least a day or two to complete the following tasks:

How to Manage Paperwork in a Small Business

You have a legal obligation to maintain track of your company’s actions. At the most basic level, you’ll need to jot down all of this data on paper or utilise a spreadsheet. However, many businesses now choose to preserve digital records since they are speedier and more secure:

Software For Accounting

You could choose to do your bookkeeping with accounting software. This can help you with additional small business administration activities by automating them. These services are not free, but they make administrative tasks go considerably faster. Accounting software can help you save time by organising paperwork, ensuring that your records are secure, and storing everything digitally, making it much easier to look through.

A Cash Register

Cash books can be found in any stationery store. Each day, you just record all sales and expenses.

Receipt Storage

Paper receipts can be kept in a folder or container. Then you’d have to give these receipts to your accountant, which can take a long time (and there’s always the chance of losing them). Most business owners nowadays choose to photograph or scan their receipts and store them digitally. It’s easier to browse through them this way, and you’re less likely to lose stuff.

Cloud Storage vs. Local Storage

When it comes to small business file organisation, you have two options: keep your invoices, receipts, and business records on your computer or use the cloud. The cloud is essentially a large data centre where you may store your files. Rather than saving your data on your computer, you upload them to the internet. The advantage is that all of your data are securely preserved online even if you lose your computer. Depending on the package you choose, cloud storage normally costs a minimal monthly price.


Programs like Microsoft Excel and Google Sheets are certainly familiar to you. You may find a variety of easy-to-use business admin spreadsheet templates online to track your income and expenses. While spreadsheets can be useful, they do have limitations in terms of accuracy and human data entry.

Small Firms Might Benefit From Administrative Assistance

Many small business owners just do not have the time or desire to handle all of their administrative tasks. And this is precisely why you should delegate the task to someone else.

Here are a few ideas to get you started:

Engage The Services Of A Part-Time Administrator

Administrators and virtual assistants with experience can handle all of your administrative responsibilities and help you operate your organisation more efficiently.

Hire An Accountant Or Bookkeeper To Help You

Small business accountants and bookkeepers can handle a lot of your administrative responsibilities and make sure everything is done correctly and in compliance with guidelines.

Are You Prepared To Manage A Small Business?

These small business administrative responsibilities may appear to be overwhelming at first. They will become second nature with a little practise (and the help of software) and will take no time at all.