How to Organize Invoices for a Craft Business

Running your own craft business can be a fantastic way to channel your creative energies and earn anywhere from some spending cash to a full-time living. Organization, however, is an essential element in your business' success. After all, organization not only helps your business thrive, but it also helps you avoid potential tax problems. Read the following article for ideas on exactly how to organize invoices for a craft business and reap the benefits of that organization.


  1. Image titled Organize Invoices for a Craft Business Step 1
    Create a business checking account and business savings account.
    • Separating your personal and professional finances will help you keep all craft business invoices organized. Only having to sort through business transactions will make it much easier to determine which invoices are paid, pending or delinquent.
  2. Image titled Organize Invoices for a Craft Business Step 2
    Purchase accounting software for your craft business such as Intuit's QuickBooks, Intuit's Quicken, or Microsoft's Money. These software programs will help you create, log and organize craft business invoices.
  3. Image titled Organize Invoices for a Craft Business Step 3
    Search online for numerous invoice templates. Many are free to download.
    • Find invoice templates that match your business' particular needs. Use the templates as a guideline and create your own if your business has special requirements.
    • The specific filing system will depend on personal preference. Some business owners use different baskets. Others use a filing cabinet with color-coded folders. Others still use manila envelopes.
  4. Image titled Organize Invoices for a Craft Business Step 4
    Store all invoices, both received and delivered, in one place. Keeping them in different places will quickly lead to disorganization and the loss or misplacing of invoices.
  5. Image titled Organize Invoices for a Craft Business Step 5
    Place any invoice that needs to be paid or for which you're waiting on payment first. From there, order them chronologically, the most pressing or oldest invoices on top.
  6. Image titled Organize Invoices for a Craft Business Step 6
    Retain paper copies of all invoices in your chosen filing system for at least 3 months. If a customer has any issues with an order, you can pull the invoice and resolve the question.
  7. Image titled Organize Invoices for a Craft Business Step 7
    Retain digital copies of all invoices for the tax year. If you are challenged on your taxes for any business expense or calculated profit, you will have all relevant paperwork to back up your tax file.
    • In addition to offering a way to organize craft invoices, small business accounting software can also help keep these receipts, orders, and expenses in order.


  • Keep accurate records of all invoices and business-related expenses or earnings. Having this various paperwork filed and organized will help you more easily and accurately submit your taxes when they are due.
  • Several months after an order has been fully processed, and there's confirmation your customer is fully satisfied, throw away the paper version of the invoice. Keeping every invoice from every order will soon become unruly.
  • Consider signing up for an online payment program such as PayPal. This will allow you to easily and quickly deal with invoices, either those you receive or issue. It will also cut down on the cost and time of dealing with checks, postage, and trips to the post office.


  • Don't just keep paper records of invoices. Always have a digital backup as well. This way, you'll have a copy of the invoice if something happens to either the physical or digital copy.

Things You'll Need

  • Invoice template
  • Small business accounting software
  • Filing cabinet
  • Color-coded folders
  • Computer

Article Info

Categories: Selling Arts and Crafts