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Bookkeeping. It’s a term that often feels like a colossal, complex endeavor, lurking in the background, demanding our attention as business owners. With its intricacies, it can seem overwhelming, but the reality is, it’s a task you simply can’t avoid. Whether you’re growing a business with a team, securing investments, or working as an independent contractor, the commitment to bookkeeping is a given. Without it, you risk tangling with the IRS, a situation no one wants. Moreover, accurate bookkeeping is your window into the true financial health of your business.


Don’t Ignore Your Bookkeeping


Before delving into best practices, it’s essential to understand why meticulous bookkeeping is non-negotiable. When you neglect your financial records, you not only put yourself at odds with the IRS, but you also lose sight of your business’s true health. The story of your finances isn’t written in your gut, despite what some may believe. A personal anecdote may illustrate this point:


I once worked with a client who owned several restaurants and a wholesale business that supplied food to his establishments. His books were a mess. When questioned about how he funded the losses incurred by his restaurants, he staunchly insisted that he wasn’t losing money. He simply knew it because he could “feel it in his gut.” However, when we delved into his actual financial records, it was clear that his business was bleeding money. His gut feeling couldn’t rescue him from the hard data that indicated otherwise.


This story highlights the danger of relying on intuition alone. Accurate bookkeeping provides the facts you need to make informed decisions about your business.


Implementing Best Practices: A Roadmap for Success


Now, let’s focus on implementing the best bookkeeping practices. Whether you’re starting from scratch or already have a bookkeeping system in place, these practices can elevate your financial clarity.


  1. Schedule Your Bookkeeping Time: The importance of scheduling dedicated time for bookkeeping cannot be overstated. Whether you’re the one performing bookkeeping tasks or have a professional doing it, you should have designated periods for reviewing and analyzing financial records. Your schedule should accommodate this, and these appointments should be non-negotiable.


  1. Consistent Categorization: The key to accurate bookkeeping is consistent categorization of transactions. In most accounting software, you can easily view the history of how transactions were categorized. Maintain uniformity in these categorizations. Uniformity is more crucial than having no information at all because it prevents the misinterpretation of your financial data.


  1. Keep Personal and Business Separate: To avoid muddling your financial picture, keep personal and business records separate. This is crucial even if you’re tracking personal expenses. Having a separate file for personal expenses ensures that your business’s financial health remains crystal clear, unaffected by your personal financial activities.


  1. Learn to Interpret Financial Statements: Understanding your financial statements doesn’t require advanced degrees in accounting. It’s a matter of looking at trends and asking questions about them. Start with a simple profit and loss statement by month, comparing it to previous periods or years. Are your income or expenses rising or falling? Why? This practice allows you to discover insights about your business’s financial health.


  1. Focus on Cash Flow Management: The lifeblood of your business is cash flow, and managing it effectively is paramount. Consider implementing a system like “Profit First” on top of your bookkeeping records. Profit First is a renowned cash flow management system that ensures the financial health of your business remains robust.


  1. Reconcile Your Books: Reconciliation is the process of matching real-world transactions with those in your accounting software. It’s a critical step in ensuring the accuracy of your financial records. By reconciling, you can identify duplicate or missing transactions, leading to more reliable financial statements.


Consistently applying these best practices will provide clarity, understanding, and control over your business finances. Accurate financial records, careful analysis, and adherence to best practices can make a significant difference in your financial journey.


If you found this information valuable, please share it with others. We’re here to support small businesses and help them thrive because, let’s face it, the IRS isn’t as interested in that mission. Their primary focus is your money. Our aim is to help you keep more of it and to nurture your business’s success. Share this valuable insight with others so they can benefit as well.


Stay tuned for more guidance, and we’ll see you next week!

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