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I agree with Bill that it probably isn't worth messing too much with a system that works for you and your accountant. The one area I would like to comment on is the recommendation that she use a credit card as much as possible. This could be very useful if she uses a credit card which provides an annual summary of your charges. Many cards will do this, but you may have to buy up to a pricier service level (Platinum or whatever your cc company calls it). While I can just about guarantee that they won't sort the expenses into precisely the same categories you use, starting with a printed report that is at least partially categorized may save the expense of hiring help to sort the receipts at year end.

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