All businesses are needed to maintain proper records of their cash flow and other business details for various purposes. It is necessary for appropriate management to track different measures of company success. 

Your tracking process should provide you with correct and valuable data so you can analyze how you're performing in business and comprehend when to act. Another significant reason to maintain excellent company information is during tax time. Well-organized documents make your tax preparations help in proving expenses in case you are audited by the IRS or other taxing authorities.

How to Track the Record of your Business?

These steps mentioned below will assist you to create an easy way of tracking your business records.

Capture the data

Get in the practice of capturing every single thing as you begin your company. After some time, you will automatically perform this process.

“Capture” is the most challenging as well as the most essential step of the procedure. Keep a record of every sum of money you spend on the firm and every payment you bring in as sales. Try to immediately capture any income or expenses incurred by your business.

Make sure you keep your business and personal expenses separate no matter if you pay your company back every time when you withdraw from that account. Take care to capture all the data regarding your clients, suppliers, customers, machinery, and other important details.

Don’t worry about what to do with the data at this point. Just add this into your daily practice to gather it. Ensure that every single thing that you capture comprises a definition of the item, the date, and its amount.

Check that the data is correct and complete

Spend some time every 2 weeks or so running through every single thing you have captured and making sure that each and every piece of information is all set for recording.

Make sure you've mentioned enough detail and values on what the expenditure was exactly about so you can register it correctly. A memo for “stationery, ₹500” might not be sufficient. What was the stationary particularly for? What stationery things exactly do you buy?

To make your life easier set up an appointment time naming "check everything"  at the beginning or end of alternate weeks. Such as every other Monday. Don’t just delay too long as it will be more problematic for you to remember the details.

Record the Data to Save it

Recording simply means arranging your data into a functional format. Turn things you have captured and then checked with your employee to record or you might prefer recording it yourself. Make sure you do this monthly. Record the information in an accounting application or spreadsheet. 

8You might discover that an online application works promising for your company. You and your employees can both see the data and analyze it. Just make sure you get every data recorded every month so that you may review and revisit it.

Review and Consolidate the Data

Print out the respective reports of your data after finally recording it. Some of the reports are Profit and loss account statements, accounts receivable reports, account payable report, stock report, GST report, balance sheet, and many more. 

Compare the report statement from last month’s report. Pay attention to detailed information within all these reports. With this, you can learn a lot about your business and improve accordingly. These kinds of reports especially help in retail business ideas because the data in that space is very much high.

Act According to What You Know

The term act might suggest doing zero work if all things look good. But it might indicate producing a change at some other time. Form the trigger points wherever the data pushes you to act. 

If you notice increasing liabilities for several months on your sheet, it likely means your business expenses are increasing too. Cut down on your spending for some time and then analyze again. If you notice that a particular cost percentage is increasing on your statement of income, then try to find out why. 

You can prefer cutting down spending on additional expenses (which can be avoided for time being) to sustain the profit level if the growth is essential. Always remember the longer you make the debt go outstanding, the less viable it becomes that you will ever get the money. Establish a collection system to ensure that you are paid on time.


Even though you are not acquainted with recording systems for your business, you should make this your practice from now and keep it operating with minimum effort. Collecting the data is the most difficult task. 

Always memorize CCRRA - Capture the data, check it every alternate week, review the data, then act as per the requirement of your economic situation.

You’ll maximize your financial condition and minimize the difficulties that come with it if you follow these five-step systems. A well-maintained data recording system should support your business for numerous years ahead.