Last week, I shared how Evernote transformed my tax season — turning stress and scrambling into a system that works. I also tackled the big question: Is Evernote safe for financial documents? (ICYMI, catch up here)
Today, I’m showing you exactly how I structure my system — how I use Evernote alongside YNAB and my CPA to keep everything organized, up to date, and stress-free year-round.
Hi Reader –
When I first started out, money management felt overwhelming. Taxes, bookkeeping, expenses — it all stressed me out and threatened to derail my entrepreneurial efforts. I knew I needed a better approach, and over time, I built a system that not only reduced the stress but also gave me more control over my financial life.
I began by creating a clear separation between my personal and business expenses. I opened separate credit cards and made sure every transaction was easy to track. These were important foundational steps.
But it was finding YNAB (You Need a Budget) – a software tool that I love as much as Evernote (that should tell you something!) – that finally unlocked the confidence and control I craved in my spending, budgeting, and savings.
Once it clicked, everything changed.
I no longer worried about whether I had enough money to pay my pending tax bill.
I no longer feared that my business deductions or charitable giving wouldn’t be accounted for.
I could clearly see my personal and business cash flows—and I understood exactly how long I could sustain myself if sales slowed (a game-changer for those with variable income!).
YNAB gave me clarity. It gave me relief. And most importantly, it put me in control of my finances. I could make informed decisions instead of reacting to financial surprises.
And, like Evernote, YNAB is accessible from any device, whenever I need it.
(Yes, I even have a budget for fresh flowers in my personal life — and CEO education in my business. That’s the beauty of knowing where your money is going!)
I love YNAB so much that I liberally refer them. This affiliate link gets you a free month when you subscribe (after you try it out for free for 34 days).
Eventually, I transitioned from being a sole proprietor to setting up an S-Corp LLC. I started working with a CPA and bookkeeper who managed the transition and now manages my monthly bookkeeping and tax prep. They made sure I stayed on track with my taxes, and their expertise has saved me both time and money.
Thinking about becoming an LLS or switching to an S-Corp? Collective made the process simple for me — handling my bookkeeping and tax prep every year so I can focus on running my business. Collective specializes in working with solopreneurs and small business owners.
The best part? I save more in taxes annually than I pay them for their services.
Use my link to get one month with Collective free.
Evernote’s Role in My Financial Workflow
Along the way, through my learning curve with YNAB and my transition to an S-Corp, Evernote has always been at the center of my financial system. It wasn’t an afterthought — it was the foundation of how I managed my financial records from the very beginning.
Every receipt, invoice, and tax document has always gone into Evernote. Having everything centralized made bookkeeping easier — and helped me track every deductible expense and clarify my spending.
Have you ever had a mystery transaction show up in your bank statement? Here's an example of how Evernote supports me in classifying these types of charges.
I see a $25.07 Amazon charge — but can’t remember what I bought. Instead of guessing, I just search Evernote for "$25.07." The receipt pops up instantly, showing exactly what the expense was and makes it clear how it should be classified.
Keeping Financial Tasks on Track
Recurring tax payments? I track them in Evernote. I get a ping when it’s time to pay — no scrambling or missed deadlines.
Vendor and CPA conversations? Organized in Evernote, alongside meeting notes and financial check-ins. It’s my go-to place for everything related to money management.
Evernote isn’t just a storage tool. It’s the dashboard that keeps my entire financial system running smoothly, year-round.
Evernote Spaces: My Tax Prep Command Center
This year, Evernote Spaces has made it even easier to keep my financial life organized. My “Taxes, Bookkeeping & LLC” Space has become a true dashboard for my financial management.
I set up notebooks for each year’s tax documents, monthly bookkeeping records, and notes from conversations with my CPA and bookkeeper. By centralizing everything into this dedicated Space, I can quickly find what I need and stay on top of my financial workflow.
Pinned notes put key items at my fingertips, and sharing features allowed my bookkeeper to quickly access shared notes and documents when needed. This Space is the dashboard for my tax preparation and accounting maintenance.
By having everything organized and accessible in one place, I no longer feel the same stress at tax time. With YNAB helping my budget, my CPA keeping me compliant, and Evernote centralizing all my records and tax to-do’s, I don’t have to stress about tax season anymore.
My Evernote Taxes, Bookkeeping, & LLC Space
🧠 Academy members: Review this in-depth training on Spaces for more details and ideas on how this feature helps you create your own tax dashboard.
Inside the Academy: Ready to simplify your own financial workflow? The Academy will support you each step of the way. Learn how to centralize receipts, keep everything organized, and take the stress out of tax season. On-demand trainings with step-by-step instruction show you how. Plus, you get access to me and a supportive community of fellow Evernote enthusiasts.
It’s not just about taxes — you’ll build a system that works for your entire financial life.
Here’s to sanity even at tax time.
Stacey
PS: In the next email, I’ll share how I went completely paperless and stayed audit-proof. Stay tuned.