From Chaos to Control: Creating a Simple Monthly Bookkeeping Routine

If you're a solopreneur or early-stage founder, chances are bookkeeping isn’t your favorite part of running a business. You're juggling client work, marketing, sales, and somewhere along the way, your financials fall to the bottom of the to-do list.

A few months ago, one of my clients (a brilliant service-based founder) admitted they hadn’t checked their business bank account in weeks. They weren’t lazy. They were overwhelmed. Sound familiar?

Disorganized finances create stress, lead to missed tax deadlines, and result in lost opportunities.

But here’s the good news: you don’t need to be a CPA to stay on top of your books. All you need is a simple monthly bookkeeping routine that fits into your life and supports your business growth.

Let’s go from chaos to control in under two hours a month with a plug-and-play checklist made for founders like you.

Why Monthly Bookkeeping is Non-Negotiable for Founders

Monthly bookkeeping strikes the right balance. It’s more timely than quarterly, which often turns into a fire drill, and more realistic than weekly if you’re DIYing.

By carving out just one session a month to review and clean up your numbers, you can:

• Catch errors before they snowball
• Make smarter decisions with up-to-date information
• Prep for taxes without last-minute stress

Monthly Bookkeeping Checklist for Solopreneurs and Founders (Revenue up to $500K)

This checklist keeps it simple and actionable.

1. Reconcile Your Bank and Credit Card Accounts
Match your business bank and credit card transactions with your accounting software such as QuickBooks Online. This step helps catch fraud, subscription creep, or missing expenses.

2. Categorize All Transactions
Assign every transaction to the correct expense category using your chart of accounts. This provides clarity on where your money is going and helps you identify spending trends.

3. Send and Follow Up on Invoices
Cash flow depends on timely invoicing. Take time to send out new invoices and follow up on any past-due ones. Use automation tools to streamline this process.

4. Pay Your Bills
Review your upcoming bills and make sure they are paid on time. This avoids late fees and maintains good relationships with your vendors. Set up auto-pay for recurring bills where appropriate.

5. Run and Review Financial Reports
Generate a profit and loss statement and a balance sheet. Ask yourself whether revenue is increasing, expenses are creeping, and if you have enough cash to cover the next month. Investigate anything that looks unusual.

6. Set Aside Taxes
Avoid tax-time surprises by saving 20 to 30 percent of your net income in a separate account. Treat it like a non-negotiable expense.

7. Back Up Your Data
If your accounting software is not cloud-based, back up your data each month and store it securely. A few minutes of effort now can protect your business from future tech failures or cyberattacks.

Bookkeeping Tips for Founders Who Aren’t Numbers People

You don’t have to be good at math. You need a process you can stick to. Start with these habits:

• Put it on your calendar: Treat it as a monthly CEO appointment.
• Automate: Use accounting software that links to your bank accounts and automates recurring transactions.
• Keep it simple: Focus on accuracy and consistency. Perfection is not the goal.
• Know when to ask for help: A fractional controller can step in as your financial co-pilot when you’re ready to delegate.

Next Steps: Want More Help with Your Bookkeeping?

If you're ready to build a better system and reduce the stress of financial management, stay tuned. This fall, I’m launching No Se Habla Taxes, a hands-on bookkeeping coaching program for early-stage, service-based founders who are DIYing their books and want more clarity and control.

In the meantime, check out my upcoming podcast. I’ll be sharing plain-English financial advice, practical bookkeeping tips, and real talk about running a business without losing your mind.

Subscribe now to the podcast to be the first to know when the podcast launches and when coaching enrollment opens:
https://nosehablataxes.buzzsprout.com

Let’s take the guesswork out of your numbers and build a simple, sustainable system that helps your business thrive.