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During a tax year she maintains expense records totaling from $80,000 to $90,000.
Having been audited in years gone by, she is very good about keeping all receipts, including every taxi, toll, parking, gifts, meals, office supplies, postage and some total
of 28 categories. In past years she has kept these receipts in folders by month, with each category being kept together. When available she has used some clerical aid to do this manual assembly work and prepare these monthly folders. At the end of the year, we prepare an Excell spreadsheet for each month with all 29-30 categories, and proceed to enter all the receipts, which of course maintains running totals.
After all 12 months are entered, we summarize again on an Excell format, the same categories on a sheet that gives the final totals for all categories.

I think Quicken would really help! Or any check register program, I'm just familiar with quicken. It doesn't sound like she needs Quickbooks, which is a little more involved.

I would use a payee such as "tolls", "parking", etc. The categories (I hate quicken's term for accounts) would be travel, meals, office supplies. Her accountant could help her with which expense goes in which category. If she is using postage and office supplies as catagories, it wouldn't surprise me if the tax preparer isn't combining the two.

I've worked with 2 companies that went from manual or spreadsheet to quicken and it reduced the input time drastically.

On sorting the original reciepts, it would help if she wrote the catagory on the reciept as soon as she got it. I know easier said than done.

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