Small Business Accounting Checklist & Infographic

Monthly Bookkeeping Checklist

So now you know how your bookkeeping tasks will be managed, but how much will these services cost? That depends on the size of your business, the services you want, and your provider’s rates. Reconciling your cash makes it easier to discover and correct any errors or omissions—either by you or by the bank—in time to correct them. Just like sales tax, you also need to pay income tax every quarter. Make sure you’re accounting for these taxes along the way; they’re killer if you put them off. Taxes aren’t just a yearly thing when you run a small business, so stay up to date and informed. These payroll filings and payments are due on the last day of the month after the quarter ends.

If you have any questions about the bookkeeping setup process, just ask! When you struggle with bookkeeping or spend too much time on it, you can’t meet your bigger goals. The solution is to hire professional bookkeeping services. With the pros doing your bookkeeping, you’ll have all the benefits of perfectly balanced books and the time to devote to growing and scaling your business. Keep copies of all invoices sent, all cash receipts and all cash payments (cash, check, credit card statements, etc.).

Monthly Bookkeeping Checklist

Maintenance of this process will help you continue to strive to collect all money your company is due. Your company needs to record revenue and expenses each month to accurately know your financial status. A profit and loss statement shows your bottom line and operating expenses, and it needs to be assessed every month.

Make Your Quarterly Tax Payments

Understanding your cash flow helps your business more effectively manage its budget. Monitoring and revising your cash flow budgets ensure your small business can use its retained earnings to grow sustainably. This bookkeeping tool is not meant to replace your accountant but to help you organize your business finances. There is also the issue of unauthorized overtime pay – if an employee works more than 40 hours a week, you can be held liable to pay for overtime even if you haven’t authorized it. The size and complexity of a business, as well as the tradeoff between time and financial resources are important considerations to deciding if a bookkeeper is right for you.

  • Imagine having a clear checklist of the tasks you need to complete every month for your clients.
  • Fixed-rate pricing is so much easier than an hourly rate, and this is a prime example of how it can benefit you as a bookkeeper.
  • Conduct a monthly review of payroll records and cross check for any discrepancies or errors.
  • Remember to ask your bookkeeper to include quarterly income and sales tax payments.
  • If accounts receivable are completed manually, the IRS recommends setting up an “aging” column in the books to organize open invoices based on the number of days a bill is past due.
  • In addition, statements of shareholders’ equity – if applicable.

If an inventory item moves slowly, remove or decrease stock of the item. If a particular material moves quickly, replenish the inventory item more regularly to keep pace with the product’s demand. Your files will be available to download once payment is confirmed.Here’s how.

Closing your books monthly can also help you make decisions about your business’s finances, prevent costly mistakes, and prepare you for tax time. On your calendar, plan out when you’re going to collect reports, record transactions, and close your books.

Small Business Accounting Checklist: 20 Things To Do And When To Do Them

There are bookkeeping tasks that need to be done on a weekly, if not daily, basis. Devising a system that works for your work style and schedule can help make the small changes to your habits needed to stay on top of weekly bookkeeping tasks. Havingbookkeeping servicesmanaging your finances every month ensures you never get behind. This is especially important once you reach the end of the calendar year and enter tax season. You have enough to do at that time, and the last thing you need is any surprises.

A bookkeeper should reconcile cash, bank, and credit card statements in order to manage money from all sources. Accurate records will allow you to know where you stand financially and help make decisions in a timely manner. As an employer, you’re required to submit quarterly payroll reports to the IRS and make quarterly payroll tax payments .

Monthly Bookkeeping Checklist

Make sure your bookkeeper is preparing invoices and sending them out on a weekly basis. Accounts receivables are monies owed to the business from sales or services rendered to customers. At month’s end, prepare a chart or list of clients who have an outstanding balanced owed to the business. Record all payments, generate statements and initiate collection efforts with customers who are late. Toward the end of the year, it is imperative to assess the company’s yearly financial performance and its current financial health.

Pay Vendors, Or At Least Schedule Bills To Be Paid

Within a few clicks, you’ll be able to start simplifying your small business bookkeeping task list in no time. When customers pay your invoices, recording the payment receipts as soon as possible is a great practice. This helps keep your cash flow calculations accurate and avoids your team chasing payments that have already been paid. Monitoring your accounts receivable will let you know if and when you’ll need to send a reminder for any remaining past due invoices. Contacting customers and clients once a month is reasonable for the initial reminder. If payment is significantly late and a reminder has already been sent, following up more frequently may be merited. Business owners have plenty on their to-do lists, and it can be tempting to put off tasks that don’t seem pressing at the moment.

  • If I run into any snags or problems that will take me longer, then I can still know on average the time that it will take me to do any given task.
  • It later often referred to reduce simple, practical and informal way of recording.
  • Review your revenue and expenses with this report, also known as the Income Statement.
  • Use this guide to understand how professional bookkeeping services work and can help you.
  • If suppliers offer discounts for early payment, you may want to take advantage of that if you have the cash available.

Categorizing transactions consistently each week will help maintain accurate records and highlight any errors or red flags. This weekly bookkeeping task also saves time and dress if you choose to claim small business expenses when filing taxes.

Systems & Processes

Integrating a bank feed simplifies this process by providing a digital link between the bank account and the accounting software and imports bank transactions daily. This means the bookkeeper isn’t forced to manually download the bank statement and import it. The business can define the matching rules in the system for reconciliation, which simplifies the process. Don’t have the same person who handles the cash handle the bank reconciliation.

Between utilities, rent, and invoices from vendors, small businesses bills can accumulate quickly. Vendors appreciate being paid on time, and staying on top of your bills is a clear way to build a favorable reputation and stay on top of finances.

The Top 10 Monthly Bookkeeping Checklist For Your Bookkeeper

If you don’t accurately track your inventory, you could experience problems like inventory shrinkage. Say you own an ice cream shop and you have milk in your inventory. Because milk can spoil, you would need to check your perishable food inventory more frequently. If you use petty cash or have a petty cash fund, you need to account for those at month-end, too. So, how can you simplify your responsibility of closing your books monthly? Say goodbye to disorganized books and hello to a month-end closing procedure. Before you go, we want to present you with a special offer for reading our article.

  • Review the income statement accounts for anything that looks off based on the preceding period and significant account balances that look out of place.
  • Doing so will prevent you from overdrawing your account.
  • To help hold you accountable, we’ve created a bookkeeping checklist that will help you stay on track throughout the year.
  • That’s what’s great about this business being completely virtual!
  • One of the questions I get a lot from other bookkeepers starting out is how much to charge clients.

Follow these checklists and your bookkeeping will become an organized process, saving you time and leaving you with books that accurately portray the financial health of your practice. Don’t forget to download my checklist form HERE to use during your bookkeeping process. The IRS and most states require quarterly payroll reports and any remaining quarterly payments. Your payroll service provider should be completing and filing these reports, however you should be reviewing them to make sure they appear correct.

Printable Weekly Bookkeeping Checklist

It’s important that any business transactions, like payments to vendors or invoices to customers, are recorded. Depending on the size of your business, your bookkeeper should be doing this weekly or even daily. Make sure your bookkeeper is doing this using accounting software like QuickBooks, so both you and your accountant can easily access your records. Writing checks is hard to do—goodbye, hard-earned money—but you’ve got to do it and stay on top of vendor payments. Stay on top of sending invoices—it’s helpful for customers and your team.

  • Moreover, maintaining distinct transaction categories makes it easier to report expenses to the IRS when needed.
  • Each staff reviewer at Merchant Maverick is a subject matter expert with experience researching, testing, and evaluating small business software and services.
  • Recording bills as a weekly bookkeeping task also makes it easier to check that accounts have sufficient funds.
  • Businesses will also be taxed at the local level and need to pay property taxes.
  • If you do business in a region with a state income tax, we highly suggest consulting with an accountant.

It’s important to do this first so we can match what feeds into the bank account. This client works off paper checks, so every month I will pick up the check stubs and enter them into QuickBooks.

The W-2 form, or Wage and Tax Statement, shows the wages paid and taxes withheld for the year. For contactors, the 1099 summarizes income contractors received from your company and provides important information for tax purposes. Show revenue and expenses and report those numbers to business leaders on a P&L statement. Monthly Bookkeeping Checklist These numbers show the company’s current financial position and are the basis for forecasting future revenues and expenses. A daily summary of cash receipts is helpful because it gives the business owner an idea of how much money it took in that day. It can help the company understand its current cash position.

We’ll often dive a little bit of a deeper dive on the accounting and finance side as well. We’ll also try and understand entity formation, location, and expansion needs during this time. The end of the financial quarter is always a hectic time for any small business. Following a clear bookkeeping checklist for end-of-quarter is extremely helpful for keeping on top of these tasks. If you’re not using cloud-based accounting software that automatically backs up your data, make sure to back up your financial data manually at least once a month.

Employees and contractors come and go throughout the year, so it’s important to keep your records updated. This will also make it easier at the beginning of each year when you have to submit tax documents to your employees. As your business grows, there are a lot of tasks for a lot of clients that continue to grow, and it can be overwhelming, but having a monthly closing process can help. This step-by-step bookkeeping checklist should help you sleep easy at night knowing that you have done what you needed to do to get your books in tip-top shape. To keep your accounting books as accurate as possible, you need to stay organized. Use the tips below to ensure your month-end close process runs smoothly.

How do these actual amounts stand up to your projections? What are your top priorities for the quarter to hit your goals? Take the time to strategize and get back on course if you’ve strayed.

How To Reconcile A Vendor Statement

You might decide to use cheaper materials to produce the product. Or, you might decide to switch up the product altogether. If you want to make sure your inventory is correct, you need to perform monthly inventory counts. Counting your inventory monthly allows you to accurately record inventory levels in your books at month-end. Plus, doing a monthly inventory count can help you decide what items you need to replenish and how frequently. Outsourcing your bookkeeping to a virtual accounting firm like ours. With flat-rate prices starting at just $199/mo, you’ll likely find that it’s faster, easier, and cheaper to hire a professional.

To do this, use Form 941 and any state-specific filings. To stay on track, schedule a day or two at the end of each quarter to complete all your filings.

Let’s clean up your financials so you can understand exactly what needs improvement. To compare your petty cash fund to your records, physically count the leftover cash in your fund. If it does not match up, you might be missing a receipt. Or, you might have forgotten to record the used petty cash in your books.