A simple Daily Bookkeeping Routine for Your Small Business

ByDesiree

Daily Bookkeeping Routine for Small Business Owners

Stay organized and avoid financial chaos with this 15–20 minute daily routine:

1. Record All Transactions

  • Log every sale, expense, and payment made.
  • Use your accounting software (e.g., QuickBooks, Wave, Xero) or a spreadsheet.
  • Be specific: include date, vendor/customer, amount, and category.

2. Save Receipts & Invoices

  • Digitally upload receipts using a scanner app or photo.
  • Organize them by date and category in cloud storage or within your accounting tool.

3. Match Transactions to Bank Feeds

  • If your accounting software syncs with your bank, review and match new transactions.
  • Correctly categorize each expense or deposit.

4. Check for Outstanding Payments

  • Review invoices you’ve sent—mark paid or follow up on overdue items.
  • Look for any unpaid bills or vendor payments that need attention.

5. Update Cash Flow or Spending Tracker

  • Quickly review how much money came in vs. went out.
  • Note any unexpected spikes or drops to investigate further.

6. Backup Your Data

  • If using spreadsheets, save a copy to the cloud.
  • Set up automatic backups if possible for peace of mind.

Optional: End-of-Day Review (5 min)

  • Glance at your financial dashboard to see the day’s totals.
  • Prep any receipts or notes for tomorrow’s tasks.

Pro Tip: Pick the same time each day (like the end of your workday) and treat it like brushing your teeth—small daily habits prevent big messes later.

Extra Pro Tip: Save receipts as you go, it makes it so much easier to track as you go.

If I pay something online or from my phone I always save the receipt as a PDF with the date and vendor name in the file name. Keeping a digital backup makes it easier to locate the receipts if you need them later.

Resources

How to Set Up a Simple Bookkeeping System — Even If You Hate Numbers

Think Tax Write-Offs Give You Money Back? Not Quite—Understanding the Difference Matters!

10 Easy Bookkeeping Tips Every Small Business Owner Should Know

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