Google Drive File Names and Structure

Below is the preferred and recommended file structure for each client’s folder.

This standard structure will help all employees identify what they need and where they can find is quickly and efficiently. Please update any folder/files you see that do not follow this structure.

*No “files” should live is the root of each client’s folder, you should only see subfolders.

• Client specific folder
  • Accounts Receivable
  • Accounts Payable
  • Bank Statements & Recs
    • Each Bank/CC account
      • Each year
        • Statements
        • Bank Reconciliations
        • Bank Images (if any)
  • Business Files
    • Amortization
    • Audits
    • Company W-9
    • Contracts
    • Depreciation
    • E-Mail Correspondence
    • Graphics
    • HR-Personnel – for any employee or contractor related files (including w-9s from contractors.
    • Insurances – GL, Prof., Worker’s Comp.
    • Loans
    • Periodic Reports
    • Remote Connection
    • Etc.
  • Financial Statements (BS/IS/CF)– monthly close (including Balance Sheet, Income Statements, Cash Flow Statements and monthly close)
    • Each Month, Quarter or Year
  • Income Tax
    • Business Taxes
      • Each year
    • Personal Taxes
      • Each year
  • Payroll & Contractor Pay – Paystubs, W-2s, W-3s, 1099s
    • Each year
  • Payroll Tax – Federal, State, UI and Local payroll related tax forms that are filed and payment receipts.
    • Each year
      • Each Quarter (if applicable)
  • Permanent (“Perm”) – Legal Entity Files (Articles of Inc, EIN, S-Corp. Election, SOS Reprots, etc.)
  • Quickbooks Backup
  • Sales Tax
    • Each year
      • Each Quarter (if applicable)
  • Training – Procedures