A reminder to all business owners to make sure you have received completed W9s from your vendors, contractors, and other applicable parties, etc by the end of December. If 1099s are needed, here are the deadlines for filing those, for the 2025 tax year.
The 1099 filing deadlines for 2026 are as follows:
January 31, 2026: Deadline for Form 1099-NEC (Non-Employee Compensation) to be mailed to recipients.
February 2, 2026: Deadline for recipients to receive Form 1099-MISC and the true postmark deadline for mailing forms to recipients.
February 17, 2026: Due date for furnishing statements to recipients for Forms 1099-B, 1099-DA, 1099-S, and 1099-MISC (if amounts are reported in boxes 8 or 10).
February 28, 2026: Deadline for filing Form 1099-MISC with the IRS if filed on paper.
These dates are crucial for ensuring compliance with IRS regulations.

 

 

As a business owner, are you handling your own bookkeeping? Are you confident that you are recording your bookkeeping records correctly? Is this a pain point for you? How much of your time does this take away from you focusing on regular business activities or just spending time with your family? How much more money could your business make if you used this time to focus on regular business activities? If errors are made in your bookkeeping, you could be missing out on deductions and be paying more in taxes. All of these problems could be solved by having a good bookkeeper and in turn your business can become more profitable and you will have more time to put into the business or spend with family!
If any of this describes you, please reach out, and we can discuss how I can help you with your bookkeeping needs!

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What do bookkeepers and Santa’s elves have in common?

They’re the backbone to the world around them! Without your bookkeeper, your company’s finances would be a huge unknown at all times. Without elves, there wouldn’t be any presents and Santa would have nothing to deliver. But, what is it about bookkeepers and elves that make them the backbone? 

Consistency. 

Every single day, they are working to maintain the day-to-day ins and outs. Without maintaining records (of finances or gifts), there would be chaos and inaccuracy across the board. Consistency is key to maintaining the daily records of a company, as well as the production of toys on the North Pole. 

Care. 

Both bookkeepers and elves take the time to review their work. They’re careful to catch any mistakes before moving on, ensuring detail and accuracy. They don’t rush or brush mistakes under the rug until later. Accuracy is a must when it comes to your bookkeeping and even toy making. 

Dedication.
It’s not always glamorous working behind-the-scenes. Although you keep the gears moving, not everyone sees that. That’s why it’s so important for both bookkeepers and elves to be dedicated to what they do. Although they may not be the most glamorous, their dedication is essential to both their role and the bigger picture itself. 

Reflection. 

Both bookkeepers and elves must reflect on their work to suggest a sound game plan for moving forward. Bookkeepers will run reports, like a Profit & Loss Statement or Balance Sheet, and review for a better idea of where the company stands and the direction they’re potentially headed for the future. Similarly, elves must report back to Santa with toy production and inventory numbers, which will determine if they’re on the right track for delivering toys on Christmas night. 

Happy Holidays to all!

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I hope everyone had a very Merry Christmas! With Christmas now over and the new year less than a week away, tax time will be here before you know it. If you need a bookkeeper to help get your 2025 books in order and/or also keep your books current on a monthly basis, going forward, please reach out. I can help!

Your Accountant/CPA will also appreciate it and may even charge you a little less for tax prep, for not having to clean it up themselves.

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What a Bookkeeper Actually Does (and Why It Saves You Money):

Many business owners think a bookkeeper just “tracks expenses.” In reality, a good bookkeeper protects your money and helps you make better decisions.

 

Here’s what a bookkeeper actually does:

-Records and categorizes every transaction correctly

-Reconciles bank and credit card accounts so nothing is missed

-Keeps your financials clean, accurate, and up to date

-Tracks cash flow so you know what you can actually spend

-Prepares reports that show profit, not just revenue

-Works with your accountant to avoid tax-time surprises

 

And here’s how that saves you money:

-Prevents costly errors and missed deductions

-Avoids late fees, penalties, and compliance issues -Helps you spot unnecessary spending

-Gives you real numbers so you don’t overpay in taxes

-Saves your time so you can focus on growing your business

 

📌 Clean books = smarter decisions + less stress

👉 If your finances feel confusing, overwhelming, or always behind, it may be time to hand them off.

 

Please reach out to me to see if bookkeeping support is right for you!!

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1 common bookkeeping mistake that business owners make is mixing business and personal expenses.

 

Mixing business and personal expenses might feel convenient, but it can cause serious problems—especially for bookkeeping, taxes, and legal protection.

Here’s why it’s best to keep them separate:

1. It Creates Bookkeeping Confusion When expenses are mixed, it’s harder to know: How much your business is actually earning Which expenses are tax-deductible This often leads to messy books and extra cleanup time (and cost).

2. Tax Time Becomes Risky Personal expenses claimed as business deductions can: Trigger tax errors Increase the chance of audits Lead to penalties or fines Clear separation makes tax filing faster and safer.

3. You Lose Financial Clarity If money is mixed, you can’t accurately: Track profit and loss Set budgets Make smart business decisions Clean records = better decisions.

4. It Can Weaken Legal Protection For registered businesses (like LLCs or corporations), mixing funds can: Blur the line between you and your business Put your personal assets at risk if legal issues arise This is often called “piercing the corporate veil.”

5. It Looks Unprofessional Separate accounts show: Better financial discipline Credibility to banks, investors, and partners This matters when applying for loans or growth opportunities.

6. It Costs More to Fix Later Untangling mixed expenses later takes more time and money than doing it right from the start.

 

✅ Best Practice

Open a separate business bank account

Use a dedicated business card

Pay yourself through owner’s draw or payroll

 

Happy New Year!

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📊 Bookkeeping vs Accounting – What’s the Difference?

These two often get mixed up, but they serve different purposes 👇

📘 Bookkeeping
• Records daily transactions
• Categorizes income & expenses
• Keeps financial data organized
• Focuses on accuracy & consistency

📈 Accounting
• Analyzes financial data
• Prepares financial statements
• Handles tax strategy & compliance
• Helps with big-picture decisions

💡 Think of it this way:
Bookkeeping = the foundation
Accounting = the strategy

You need both to run a healthy business.
📩 Not sure what your business needs right now? Contact me and let’s talk.

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Behind the Scenes: A Day in the Life of a Bookkeeper

While clients focus on running their businesses, a bookkeeper is quietly keeping everything on track behind the scenes.

A typical day includes:-Reviewing bank and credit card transactions for accuracy
-Categorizing income and expenses correctly-Reconciling accounts to ensure nothing is missing
-Following up on discrepancies or questions
-Preparing clear financial reports
-Making sure everything is organized and up to date

It’s detailed work that requires consistency, organization, and trust—but it’s what gives business owners peace of mind and confidence in their numbers.

Good bookkeeping isn’t just data entry—it’s the foundation of smart financial decisions!

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Behind every successful business is clean & accurate bookkeeping. Bookkeepers help business owners stay organized, avoid surprises, and make confident financial decisions—one reconciled account at a time.

Ready for stress-free books? Reach out and we can discuss how I can help you!

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Why Monthly Bookkeeping Is Better Than “Once-a-Year Panic”

Waiting until tax time to deal with your books often leads to stress, errors, and missed opportunities. Monthly bookkeeping keeps your business in control all year long.

Here’s why monthly bookkeeping wins:

1. No More Tax-Time Stress

Instead of scrambling to find receipts and fix mistakes, your books are already clean and organized when tax season arrives.

2. Better Cash Flow Control

Monthly bookkeeping shows where your money is coming from and where it’s going—so you’re never surprised by low cash or unpaid invoices.

3. Fewer Costly Errors

The longer you wait, the easier it is to forget transactions. Monthly reviews catch mistakes early before they become expensive problems.

4. Smarter Business Decisions

Up-to-date financials help you price services correctly, manage expenses, and decide when to invest or grow.

5. Lower Accounting Fees

Accountants charge more to clean up a year of messy books. Monthly bookkeeping keeps costs predictable and lower.

6. Peace of Mind All Year

Instead of panic once a year, you get confidence every month knowing your numbers are accurate.

 

Bottom line:

Monthly bookkeeping turns your finances into a tool for growth—not a once-a-year headache.

 

If you need help getting your 2025 books in order for taxes, there's still time to get them ready for your Tax Pro/CPA/Accountant. Please reach out and we can discuss how I can help. We can also put together a plan to maintain your books monthly for 2026 and beyond, so you will no longer have to go through a once a year panic, again!

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As a business owner, do you know your monthly profit?

Bookkeeping helps business owners clearly identify their monthly profits by creating an accurate, organized picture of where money comes from and where it goes. Here’s how it makes that clarity possible:
1. Tracks all income and expenses
Bookkeeping records every sale, payment, and expense. When income and costs are consistently tracked, owners can easily calculate profit by comparing total revenue to total expenses for the month.
2. Separates business and personal finances
Proper bookkeeping ensures only business transactions are included in financial reports. This prevents confusion and gives a true picture of how profitable the business actually is.
3. Provides monthly financial reports
Bookkeeping produces key reports such as the Profit and Loss (P&L) statement. This report summarizes monthly revenue, expenses, and net profit in one place, making performance easy to understand at a glance.
4. Identifies cost trends and problem areas
By categorizing expenses, bookkeeping shows where money is being spent each month. Owners can quickly spot rising costs, unnecessary expenses, or areas that need better control, protecting profit margins.
5. Ensures accuracy through reconciliation
Regularly reconciling bank and credit card statements catches errors, missing transactions, or duplicate entries. Accurate data leads to reliable profit calculations.
6. Supports better decision-making
When monthly profits are clear, owners can confidently decide whether to reinvest, cut costs, raise prices, or expand operations.
7. Enables cash flow and tax planning
Clear profit figures help businesses plan for taxes and manage cash flow, avoiding surprises and ensuring enough funds are available when needed.

In short, bookkeeping turns raw financial activity into clear, reliable monthly profit insights—giving business owners control, confidence, and the ability to make smarter financial decisions.

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Here’s a clear checklist of the documents a bookkeeper typically needs each month, from the business owner. Exact needs can vary by business & some items on this list, may only be needed annually, but this covers the essentials.

1. Bank & Cash Records
-Bank statements for all business accounts
-Savings / money market statements
-Cash receipts log (if you accept cash)
-Petty cash records

2. Credit Card & Loan Statements
-Business credit card statements
-Loan statements (principal & interest breakdown)
-Line of credit statements
-Merchant account / payment processor statements (Stripe, PayPal, Square, etc.)

3. Sales & Revenue Documents
-Sales invoices issued
-Point-of-sale (POS) reports
-Online sales reports (Shopify, Etsy, Amazon, etc.)
-Other income records (refunds, rebates, interest)

4. Expense Documents
-Bills from vendors and suppliers
-Receipts (digital preferred)
-Recurring expense invoices (rent, utilities, software)
-Expense reimbursement claims

5. Accounts Receivable (Money Owed to You)
-Customer invoice list
-A/R aging report (if available)
-Records of payments received
-Notes on bad debts or write-offs

6. Accounts Payable (Money You Owe)
-Unpaid vendor bills
-A/P aging report
-Due dates for upcoming payments

7. Payroll & Contractor Records
-Payroll reports (gross pay, taxes, net pay)
-Payroll tax filings or summaries
-Employee benefits invoices
-Contractor invoices
-1099 / W-9 information (US) or local equivalents

8. Tax-Related Documents
-Sales tax / VAT reports
-Tax payments made
-Notices from tax authorities
-Prior month adjustments

9. Asset & Inventory Information (if applicable)
-Inventory reports
-Stock adjustments
-Asset purchases or disposals
-Depreciation schedules (often from your accountant)

10. One-Off or Special Items
-New contracts or leases
-Insurance policies
-Business licenses
-Owner contributions or withdrawals

Best Practices
-Provide documents monthly by a set date
-Use cloud storage or accounting software
-Label receipts clearly
-Keep business and personal expenses separate

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I typically get asked, what's your fee for bookkeeping services? And my initial answer always is, it depends.

Bookkeeping costs can range from $300–$1000+/month, depending on:

• Business size

• Number of transactions

• Payroll & sales tax needs

• Accounts Payable and Accounts Receivable needs

• Level of consulting and training needed

• Level of reporting

💡Bookkeeping is not an expense, it's an investment. Investing in bookkeeping saves time, stress, and costly errors, thus saving you money in the long run and in taxes.

If you need help with your books, please reach out and we can discuss your bookkeeping needs and how I can help you save time and money

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Wondering if it’s time to hire a bookkeeper?

You’re ready to hire a bookkeeper when:

• You avoid looking at your bank balance.

• Financial reports are unclear.

• You’re guessing and making decisions without knowing your numbers

• Receipts live everywhere and you’re mixing business & personal expenses

• You spend hours on tasks outside your expertise

• Your business is growing

• Tax season feels chaotic

 

If you’re spending more time fixing numbers than growing your business, the answer is yes. A bookkeeper brings clarity, not just compliance

Please reach out and we can see if bookkeeping support makes sense for you!

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The Tools Bookkeepers Use to Keep Client Books Accurate

Accurate books don’t happen by accident — they happen with the right systems.

Here are some of the tools professional bookkeepers rely on

 Accounting Software
QuickBooks, Xero, or similar platforms to record, categorize, and track every transaction correctly.

Bank & Credit Card Feeds
Automatic transaction imports reduce manual entry and catch errors faster.

Reconciliation Tools
Monthly reconciliations ensure the books match the bank — every single time.

Receipt Capture Apps
Tools like Dext or Hubdoc keep receipts organized and audit-ready.

Reporting Dashboards
Profit & loss, balance sheets, and cash flow reports that actually make sense.

Secure Cloud Systems
Protect sensitive financial data while allowing real-time access.

The result?
Clean books. Clear numbers. Confident decisions.

If you’re still managing finances in spreadsheets or guessing at your numbers, it might be time to upgrade your systems.

Reach out to learn how professional bookkeeping support works and can help your business

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Tax Season is upon us! If your business's books are a mess, no need to panic. Reach out now and we can discuss how I can help get your books in order for your Tax Preparer.

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3 Signs Your Books Are Costing You Money

Many business owners think bookkeeping is just about compliance. In reality, poor books quietly drain profits.

 

Here are 3 red flags to watch for:

🔹 You only look at your numbers at tax time

If you don’t know your monthly profit or cash flow, you’re missing opportunities to adjust, save, and grow.

🔹 Your tax bill is always a surprise

Disorganized or inaccurate books often lead to missed deductions and weak tax planning.

🔹 You rely on your bank balance to make decisions

Your bank balance isn’t profit. Without clean books, decisions around pricing, hiring, and expenses become guesses — and guesses are expensive.

 

Accurate, up-to-date books help you make confident decisions and keep more of what you earn.

If this sounds familiar, let’s talk. Clean books change everything.

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As a business owner, you may ask yourself, “Do I Still Need a Bookkeeper If I Use QuickBooks?” The short answer is Yes.

QuickBooks is a tool. A bookkeeper is the expert who knows how to use it correctly.

QuickBooks can:

-Track transactions

-Connect bank accounts

-Generate reports

 

But it doesn’t:

-Know if transactions are categorized correctly

-Catch errors or duplicates

-Reconcile accounts properly

-Tell you what the numbers actually mean

-Stop small mistakes from turning into big tax problems

 

That’s where a bookkeeper comes in.

A bookkeeper ensures QuickBooks is:

-Set up correctly from the start

-Kept clean and accurate month to month

-Showing real profit (not just numbers on a screen)

-Ready for your accountant at tax time

 

Think of it this way:

QuickBooks is the calculator. A bookkeeper is the one who knows the math.

 

If you’re using QuickBooks but still feel unsure about your finances, it might not be the software—it might be missing support.

Reach out if you want help making your QuickBooks actually work for you.

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How Bookkeeping Supports Business Growth

Most people think bookkeeping is just “keeping records.” In reality, good bookkeeping is a growth tool.

1. You know your real numbers
Accurate books show:
-What you’re actually earning
-Where money is leaking
-Which services or products are most profitable
-When decisions are based on real data—not guesses—you grow smarter, not riskier.

 

2. Better cash flow management
Clean books help you:
-Predict slow months
-Plan for expenses
-Avoid surprise shortfalls
-Strong cash flow = stability, and stability fuels growth.

 

3. Easier, cheaper tax planning
Up-to-date books mean:
-Fewer missed deductions
-No last-minute scrambling
-Lower tax stress
-Money saved on taxes can be reinvested back into the business.

 

4. Confident pricing decisions
Knowing your true costs makes it easier to:
-Raise prices when needed
-Stop undercharging
-Scale without burnout
-Growth requires profitable pricing.

 

5. Readiness for opportunities
Whether it’s:
-Hiring help
-Applying for a loan
-Taking on bigger clients
-Clean financials make you look credible and prepared.

 

6. Less stress, more focus
When your books are handled, you:
-Spend less time worrying
-Focus more on strategy and sales
-Actually enjoy running your business
-Clarity creates momentum.

 

Bottom line
Bookkeeping doesn’t just track the past — it helps you plan the future.

 

If you’re ready to grow but don’t feel confident in your numbers, that’s your sign to get support.

Reach out and we can discuss how I can help get you where you want to be!

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Why DIY Bookkeeping Eventually Breaks
1. Time Always Wins
At first, you promise: “I’ll update this weekly.”
Then clients, deadlines, and life happen. Bookkeeping slips to the bottom of the list, and suddenly you’re months behind.
Inconsistent books = unreliable numbers.

2. You’re Too Close to the Money
Business owners often code transactions based on memory or emotion instead of accounting rules.
That leads to:
-Misclassified expenses
-Missing deductions
-Inflated income (or understated)
Clean books require objectivity.



3. Small Errors Compound
One uncategorized transaction turns into 10… then 100.
Bank balances stop matching. Reports stop making sense. And fixing it later takes way more time (and money) than doing it right monthly.

4. Software Isn’t Expertise
QuickBooks, Xero, Wave, etc. are tools — not solutions.
They don’t tell you:
-What to categorize
-Why it matters
-What looks wrong
Software records mistakes just as fast as correct entries.

5. Tax Season Becomes Panic Season
DIY books often “work” until:
-Your accountant asks questions
-The numbers don’t tie out
-You owe more tax than expected
That’s when most business owners realize their books aren’t actually accurate.

6. You Stop Using Your Numbers
When you don’t trust your reports, you stop looking at them.
And when you stop using your numbers, you’re running your business on gut feelings instead of facts.

7. Your Business Outgrows You
What worked at $2K/month doesn’t work at $20K/month.
More transactions = more complexity = higher risk.
At some point, DIY bookkeeping becomes a bottleneck to growth.

Bottom Line
DIY bookkeeping doesn’t fail because business owners are careless.
It fails because bookkeeping is a system — not a side task.

If your books are behind, confusing, or stressful, it might be time to hand them off. Reach out and let’s talk.

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How Clean Books Support Business Growth

Messy books keep businesses reactive.

Clean books create growth.

 

When your books are up to date, you:

• Know your real profit

• Manage cash flow with confidence

• Spot what’s working (and cut what’s not)

• Make faster, smarter decisions

• Are ready for opportunities when they come

 

Clean books don’t just track the past — they help you plan the future.

If you want your numbers to support growth (not stress), it starts with clean books.

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Monthly Bookkeeping vs. Catch-Up/Clean-Up Services

Monthly Bookkeeping
Best for businesses that want clarity, consistency, and zero surprises.

What it includes:
-Monthly transaction categorization
-Bank & credit card reconciliations
-Monthly financial reports (P&L, Balance Sheet)
-Ongoing error detection
-Support throughout the year

Pros:
-Always know your numbers
-Easier tax time (no scrambling)
-Better cash flow decisions
-Lower long-term cost
-Peace of mind all year

Best for:
-Growing businesses
-Business owners who want to stay proactive
-Anyone tired of financial stress

Catch-Up/Clean-Up Bookkeeping
-Best for businesses that are behind and need help right now.

What it includes:
-Cleaning up past months (or years) of transactions
-Fixing miscategorized expenses
-Reconciliations for missing periods
-Bringing books up to date for taxes or loans

Pros:
-Gets you back on track
-Essential for tax filing or audits
-Great first step if books are behind

Cons:
-More time-intensive
-Higher one-time cost
-Still reactive, not proactive

Best for:
-Businesses behind on their books
-Tax deadlines or loan applications
-Owners who need a fresh start

The Sweet Spot?
Catch-Up → then keeping the books current with Monthly Bookkeeping.

Clean up the past once… Then keep everything organized moving forward.

Reach out if you are in need of monthly and/or catch-up/clean-up services and we can discuss how I can help get your books back on track!

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The #1 Reason Small Businesses Struggle With Cash Flow

 

It’s not lack of sales. It’s not slow seasons. It’s not even high expenses. It’s not knowing your numbers in real time.

Most small business owners:

-Don’t review their cash flow weekly.

-Don’t track accounts receivable closely.

-Don’t forecast upcoming expenses.

-Only look at their books at tax time.

And by then? It’s too late.

 

Cash flow problems usually happen because:

• Invoices aren’t followed up on

• Expenses aren’t categorized properly

• Profit isn’t separated from operating cash

• There’s no visibility into what’s coming in vs. going out

 

When you don’t know your numbers, you make decisions blindly.

When your books are current, you:

• See problems before they happen

• Plan for slow months

• Pay yourself consistently

• Stop feeling financial stress

 

Clean, updated books = control.

If you don’t know your current cash position today, that’s your sign.

Message me and let’s fix it.

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When it comes to bookkeeping, there is no one size fits all. Every industry has specific needs, every business has specific needs.

Reach out and we can discuss your needs and how I can help you get to where you want to be.

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If your bookkeeping is:
-Always “a few months behind”
-Full of uncategorized transactions
-Something you only think about at tax time

 

It may be time to outsource your bookkeeping.

 

Good bookkeeping saves time, reduces stress, and helps you make better business decisions year-round.

If this is something you experience with your business, reach out and lets chat!

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4 Expenses Business Owners Forget to Track

Most small business owners track the big stuff — rent, payroll, software.
But it’s the small overlooked expenses that quietly eat your profit (and cost you tax deductions).

Here are four that get missed a lot:
1. Software Subscriptions
Monthly tools add up fast:
-Accounting software (like QuickBooks or Xero)
-CRM systems
-Email marketing platforms
-Design tools
-Scheduling apps
$29 here, $49 there… suddenly it’s $500+ per month.
If you’re not reviewing subscriptions monthly or quarterly, you’re probably overspending.

2. Merchant & Processing Fees
If you accept credit cards, you’re paying:
-Stripe fees, Square fees, PayPal fees, etc
Many owners record the deposit amount — but forget to record the processing fees separately.
That skews your revenue numbers and underreports expenses.

3. Mileage & Vehicle Use
-Client meetings, Supply runs, Networking events, etc
If you’re not tracking mileage consistently, you’re missing legitimate deductions.
(Pro tip: Use a mileage tracking app instead of guessing at tax time.)

4. Owner Reimbursements
Did you:
-Buy supplies on your personal card?
-Pay for gas?
-Cover a software renewal?
If it’s not reimbursed and recorded, your books are inaccurate — and you’re underreporting expenses.

Why This Matters
Missed expenses =
- Overpaying taxes
- Inaccurate profit numbers
- Poor financial decisions

Clean books don’t just help at tax time — they protect your margins all year

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