Simple structure, massive impact

Setting up our legal structure was the best investment we made.

But organizing everything we built?
That’s what made it sustainable.

Without a system:

• Documents get lost
• Deadlines sneak up
• Important agreements disappear
• Tax season becomes a scramble

With a system:

• Everything is 5 seconds away
• Compliance is effortless
• Growth feels natural, not chaotic

In this post, I’ll show you:

• How we set up our internal file system
• What folders we use
• What we track consistently
• How we save hours every year by staying organized

Why File Structure Matters

Good structure means:

• Faster audits (internal or IRS)
• Simpler tax filing
• Better communication with accountants, attorneys, or partners
• Lower risk of missed renewals, registrations, or payroll errors

It’s not about being fancy.
It’s about being functional.

Our Folder Structure

At the highest level, our family business has a simple root:

Family Business Operations

Inside that, five master folders:

1. Entity Formation and Legal

• LLC Articles of Organization
• EIN Confirmation Letter
• Operating Agreement
• State Registration Renewals
• Any DBA Filings

This is the "birth certificate" of the business.
Nothing moves without this in place.

2. Banking and Payroll

• Bank Account Statements
• Payment Processor Statements (Stripe, PayPal, etc.)
• Payroll Provider Reports (Gusto, Wave, etc.)
• W-2s and Paystubs for Kids
• Payment Authorizations

Clear separation of personal and business finances is critical — this folder proves it.

3. Tax Filings

• Prior Year Tax Returns (Business and Personal if connected)
• 1099s, W-2s, K-1s
• Estimated Tax Payments Receipts
• CPA Correspondence

Every year gets its own subfolder:

• 2024 Taxes
• 2025 Taxes
• 2026 Taxes

Simple. Organized. Stress-free at tax season.

4. Work Logs and Contracts

• Kid Work Logs (monthly and quarterly)
• Signed Agreements for Kids
• Likeness Releases
• Invoices for any contractors or vendors
• Creative Asset Approvals

This protects the integrity of our family employment system.

5. Creative Assets and Intellectual Property

• Book Files
• Poster Designs
• Video Storyboards
• Trademark Applications (if any)
• Character Likeness Documentation

This builds our long-term IP library — protected and ready for growth.

How We Keep It Clean

Simple Rules We Follow:

• If it touches money, it gets filed immediately.
• If it’s signed, it gets scanned and stored immediately.
• If it’s final, it gets version-locked (no multiple conflicting drafts).
• No dumping files on desktops.
• No "Downloads" folder chaos.

Everything either gets sorted into the correct folder or deleted.

Tools We Use:

• Google Drive (primary home)
• Dropbox (backup for critical documents)
• External Hard Drive (double backup yearly)
• Scanner App (iPhone or Adobe Scan)

No complicated document management software needed.
Simple cloud tools used consistently win every time.

How It Saves Hours

Instead of:

• Searching email inboxes for tax forms
• Digging through paper files for EIN letters
• Rebuilding payroll reports manually

We:

• Open the right folder
• Grab the exact document we need
• Send it in 30 seconds

Multiply that by 20–30 situations per year, and it adds up fast.

If You’re Starting from Scratch

Create these five folders TODAY.

You can build complexity later.
But starting with clear buckets means you never have to reorganize under pressure.

And when your business grows?

• New LLCs
• New ventures
• New investments

You can copy the same structure and scale effortlessly.

Final Thought: Organization Feels Invisible — Until You Need It

When you’re organized, you don’t feel it every day.

It’s quiet.
It’s subtle.

But when life gets chaotic — tax seasons, audits, new launches, family emergencies — organized systems save you without drama.

And in a family business where your kids are involved, that structure isn’t just for you.

It’s for them too.

Because when you show kids a system that works, you don’t just build wealth.
You build confidence, competence, and calm.

And that’s a legacy worth organizing for.

Next post: How we audit our family business every year internally — without needing lawyers or accountants — to catch issues before they grow.

Disclaimer: The information provided in this post is for general educational and informational purposes only. It is not intended as, and should not be construed as, financial, legal, tax, investment, or other professional advice. You should consult with your own qualified advisors before making any financial decisions. We disclaim all liability for any actions taken based on the content provided.