Year-End Bookkeeping for Taxidermy Shops: Keeping It Simple
If you run a taxidermy shop, your “bookkeeping system” is likely a mix of specialized software, carbon copy receipts, and handwritten notes. During the busy season, you do whatever works to keep the shop moving. That’s normal.
The headache usually arrives at year-end when it’s time to hand everything to an accountant. Here’s a straightforward way to wrap up the year without the stress.
1. Know Your Numbers
You don’t need a fancy system; you just need to show where the money came from and where it went. Most shops deal with:
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Deposits: Taken when the specimen is dropped off.
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Final Payments: Collected when the work is picked up.
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Multiple Streams: Cash, checks, and credit cards.
2. The Pre-December 31st Checklist
Before the calendar turns, take care of these basics:
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Match Your Deposits: Ensure every bank deposit lines up with a specific receipt or invoice.
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Separate Your Income: Clearly distinguish between deposits on unfinished work and final payments for completed jobs. This helps your accountant determine what is “earned income” versus a “liability” (work you still owe).
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The Inventory Walkthrough: Do a quick count of high-value supplies—forms, tanning chemicals, and glass eyes. Your accountant may need an “Ending Inventory” value for your tax return.
3. A Simple “Paper” System That Works
If you aren’t fully digital, use the Accordion Folder Method:
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Label folders by month (January–December).
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Drop every physical receipt into the corresponding month.
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Pro Tip: Keep your carbon copy receipt books intact. Don’t tear pages out randomly; if an auditor asks questions, a chronological book is your best defense.
4. Modernizing Your Shop: Custom Taxidermy Software
If you’re tired of the paper trail, consider moving to custom taxidermy management software. These tools (like MountMonitor, TSS Pro, or Taxidermy Workshop) are built for our industry.
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Track Everything: Follow a mount from intake to the trophy room.
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Financial Sync: Most of these tools track income and expenses in real-time and can sync directly with QuickBooks, making tax time a breeze.
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Automated Communication: They can send automated status updates to clients, which keeps a digital “paper trail” of every interaction and payment.
5. Sales Tax: Don’t Ignore It
Sales tax is the quickest way to get in trouble with the state.
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Ensure sales tax was charged on every applicable job.
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Verify that it was filed and paid to the state.
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Never treat sales tax as shop income—it’s money you are holding for the government.
6. Why an Accountant is Worth the Fee
A good accountant who understands trades can catch deductions you’d miss. To save money on their hourly rate, bring them “clean” info:
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Bank and credit card statements.
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Organized receipt folders (or your software reports).
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Clear notes on “Work in Progress” (deposits for mounts not yet finished).
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Business mileage logs.
Bottom Line
Most taxidermy shops aren’t messy—they’re just busy. A little organization now prevents a massive headache in April. Keep your receipts, match your deposits, and lean on a pro for the heavy lifting. Then, get back to the mounting stand.
