Taxes by Deb Cee Taxes by Deb Cee

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Clean Books Starter Checklist

Set your bookkeeping up right from day one and you'll never need an expensive cleanup later. This is the foundation I put in place for every business: the accounts, the habits, and the records that keep your numbers accurate and your taxes easy. Work through what fits your business, and if something's fuzzy, that's what I'm here for.

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Separate business and personal

  • A dedicated business checking account, used only for the business
  • A dedicated business debit or credit card
  • Stop running personal expenses through the business (and business through personal)
  • A set way to pay yourself, an owner's draw or paycheck, instead of grabbing cash
  • Your EIN (federal tax ID) on file, so you're not using your SSN everywhere

Set up your books

  • Accounting software in place (I work in QuickBooks)
  • Business bank and card accounts connected so transactions flow in automatically
  • A chart of accounts that fits your business, not a generic default
  • Categories that match how you actually earn and spend
  • A start date, so you know the point your clean books begin

Keep the records that matter

  • Receipts for expenses, especially anything over a few dollars (a photo counts)
  • Invoices you send and the payments against them
  • Bills you owe and proof of what you paid
  • Mileage log if you drive for the business, business miles and total miles
  • 1099 info for any contractor you pay ($600+ a year means you'll file one)
  • Loan and financing documents, so debt is recorded correctly
  • Payroll records if you have employees

Build the monthly habit

  • Record and categorize transactions (don't let them pile up)
  • Reconcile every account to its statement so the balances agree
  • Snap and file receipts as you go, not in a year-end scramble
  • Review your profit and loss to see how the month really went
  • Set aside money for taxes from each month's profit

Know your key numbers

Clean books exist so you can answer these without guessing. If you can't yet, that's exactly what we fix.

  • What did I actually make (profit), not just what came in
  • What are my regular monthly expenses
  • Who owes me money, and how much is overdue
  • What do I owe others right now
  • How much should I be setting aside for taxes
  • Is the business trending up or down this year
The payoff: clean books all year mean tax season is a non-event, your deductions are all captured, and you make decisions on real numbers instead of gut feel. That's the whole point.

Behind, or not sure where to start?

If setting this up feels like a lot, or your books are already a few months (or years) behind, you don't have to do it alone. I'll set the foundation right, get you caught up if you need it, and keep your numbers clean going forward. One pro who sees your books and your taxes together.

New to catch-up bookkeeping? Here's what it is and whether you need it →

Let's get your books in order.

QuickBooks-based, accurate, and current. Book a quick consultation and I'll give you a flat monthly rate with no surprises.

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