Steps to take control of your bookkeeping and create a process for monthly close and reconciliation of accounts.
It’s the end of the month, and you have no idea if your financial reports are correct or showing the right numbers. If you’re asking yourself, is this right?! Then, you need to create a process to make sure all accounts and transactions are categorized and reconciled on a monthly basis. So, how do you build confidence in the numbers your accounting system is showing you?
When I’ve shown clients how to do their bookkeeping, I try to keep the process simple and something that doesn’t take over their time or brain space. It’s not a good look for me if the client walks out overwhelmed.
Steps to take control of your bookkeeping:
One day each week to categorize for 1 hour
First week of the month to finalize reconciliation
Second week of the month to review financial reports
One Day Each Week
One hour each week to be on top of your transactions. If you keep this time sacred and focus for 45 minutes to 1 hour to ensure the weekly transactions are categorized, then it won’t feel so overwhelming by the end of the month. I’ve worked for companies that had 100s of transactions each month, and when I didn’t stick to this rule, I spent days at the end of each month catching up. It didn’t feel good, and I don’t wish the experience on anyone. So, do yourself a favor and keep this hour each week. Your future self will thank you.
First Week of the Month
Once you’ve finished categorizing your transactions, you’ll use the first week of the month to reconcile your accounts for the previous month. Reconciliation is where you make sure your accounting system matches your statements. Ending balances for the account in your accounting system should match ending balances from your account statements. Sometimes, there may be differences due to the timing of the ending date, but it shouldn’t be massive. Reconciliation ensures every account on your balance sheet statement is correct, and you can defend the numbers shown.
Second Week of the Month
The second week of the month is when you can review your financial reports with yourself or your team. Your numbers finally look right to you, and you know it’s right, so the next steps are to analyze your numbers to see if you spent too much on expenses, made enough sales, or have enough cash flow. This is where the fun begins, and you can use your numbers to plan for the next month or quarter.
Depending on how many transactions you have in a month, you can definitely truncate the steps and combine your reconciliation and financial review weeks into one. Having a repeatable process will make sure you’re confident in the numbers your reports show. If you start as a one-person team, this process makes sure that you can transition the work to another employee week by week until they can do it.
About the author:
Anwuli Chukwurah is a versatile finance professional with a track record of starting new finance organizations and scaling them for growth in fast-paced entrepreneurial environments. She has over 6+ years of experience working with small business owners, startups, and nonprofit organizations to help connect finance with their business goals. She aims to ensure her clients become comfortable and adept at navigating their numbers. She works with clients at Woolichooks and writes a newsletter for non-finance folks.
Ivan Garcia is the Vice President of Lending and Community Manager at SouthStar Bank, with 15 years of mortgage experience. In his role, Ivan focuses on expanding SouthStar Bank’s presence along Austin’s Eastern Crescent. Moreover, Ivan prides himself on being able to provide opportunities for home ownership in historically underserved communities. He is also the Government Affairs Chair for the National Association of Hispanic Real Estate Professionals Austin Chapter and was named a NAHREP Top 100 Regional Loan Officer in 2021.
What is a fun fact about you?
I am a foster parent.
How has working at EGBI benefited you professionally and personally?
Working with EGBI has helped me better understand clients. Being able to hear their stories and what their business plans are makes me a better banker. It helps me gain insight on how I can better help my clients.
What motivated you to become involved with EGBI, and how has your role evolved over time since you started volunteering?
I love seeing how excited and passionate new entrepreneurs are about their business. I am motivated by the resourcefulness and resiliency of EGBI clients.
What personally resonates with you about EGBI’s mission and work?
I see my dad in EGBI entrepreneurs. My dad worked so hard at his job and still did side jobs to earn extra money. I see how some EGBI entrepreneurs are taking the next step in turning their side jobs into a full business. EGBI empowers people to make a way for themselves in this economy and equips them to prosper.
In what ways have you utilized your experiences and knowledge base to enhance the learning experiences of participants in your role as an instructor at EGBI?
I have been in the mortgage business for 15 years and have helped so many first time homeowners go from unsure to confident buyers by planning and education. Using this experience of planning and education helps me as I engage participants in the workshops.
What would you say to someone considering volunteering with EGBI?
Do you love that rewarding feeling? Invest time in EGBI entrepreneurs!
What was the most rewarding experience you’ve had in your role as an instructor for EGBI?
Inviting coworkers to volunteer for the Marketing Research night and seeing the joy they had engaging with participants.
Retirement often symbolizes the end of one’s career— a time to relax and enjoy the fruits of labor accumulated over decades of hard work. However, for some individuals, retirement marks the beginning of a new chapter filled with entrepreneurial aspirations and the pursuit of lifelong dreams. Contrary to conventional wisdom, starting a business after retirement is not only feasible, but can also lead to remarkable success. This article explores the phenomenon of entrepreneurship in later life, drawing inspiration from iconic examples such as KFC and Home Depot founders, among others.
The Rise of Late-Life Entrepreneurship:
In today’s rapidly evolving business landscape, age is no longer a barrier to entrepreneurial success. With advancements in technology, access to resources, and changing societal attitudes towards retirement, more individuals are venturing into entrepreneurship during their golden years. The decision to start a business after retirement often stems from a desire for personal fulfillment, financial independence, and the opportunity to leave a lasting legacy.
The Advantages of Starting a Business After Retirement:
Experience and Expertise: Retirees typically possess extensive experience and expertise gained throughout their careers. This knowledge base can be invaluable when starting a business, as they have likely encountered various challenges and developed effective problem-solving skills.
Skill Set: Years spent in the workforce often result in the acquisition of a diverse skill set. Retirees may have honed skills such as leadership, communication, project management, and networking, which are crucial for entrepreneurial success.
Financial Stability: Many retirees have achieved a level of financial stability by the time they retire. This financial security can provide a safety net when launching a business, reducing the stress associated with financial uncertainty.
Flexible Schedule: Unlike younger entrepreneurs who may have familial or career obligations, retirees often have more flexibility in their schedules. They can devote as much time as they desire to their business ventures without the constraints of a traditional nine-to-five job.
Access to Networks: Retirees often have extensive networks built over their professional lives. These connections can open doors to potential clients, partners, suppliers, mentors, and investors, facilitating the growth of their business.
Challenges and Considerations:
Limited Access to Startup Capital: Retirees may face difficulty securing funding for their business ventures, as traditional sources of financing such as loans or investors may be hesitant to invest in older entrepreneurs. This can necessitate creative solutions such as bootstrapping or seeking alternative funding options.
Technological Barriers: Keeping pace with rapidly evolving technology can be challenging for retirees who may not have grown up in the digital age. Learning to navigate new software, online marketing platforms, and e-commerce tools may require additional time and effort.
Health Concerns: Aging brings about increased concerns about health and longevity. Retirees may worry about their ability to manage the physical and mental demands of entrepreneurship, especially if their business requires long hours or involves physically demanding tasks.
Transitioning Skills and Mindset: Moving from a structured career to the dynamic world of entrepreneurship requires a shift in mindset and skill set. Retirees may need to adapt to new ways of working, embrace uncertainty, and develop entrepreneurial traits such as risk-taking and innovation.
Examples of Late-Life Entrepreneurs:
One of the most celebrated examples of late-life entrepreneurship is Colonel Harland Sanders, the founder of Kentucky Fried Chicken (KFC). Sanders began selling his famous fried chicken recipe from a roadside restaurant in Corbin, Kentucky, during the Great Depression. However, it wasn’t until he was in his sixties that he franchised KFC, transforming it into a global fast-food empire.
Similarly, Bernie Marcus and Arthur Blank co-founded The Home Depot in 1978 when they were both in their fifties. Despite facing skepticism from industry experts, they built The Home Depot into the largest home improvement retailer in the United States and revolutionized the retail industry.
Ray Kroc’s story with McDonald’s also exemplifies the potential for late-life entrepreneurship. Kroc joined McDonald’s in 1954 at the age of 52 and played a pivotal role in expanding the company through franchising. His vision and determination propelled McDonald’s into a global fast-food giant.
Additionally, Grandma Moses, renowned for her folk-art paintings, began her artistic career at the age of 78. Despite her late start, she achieved widespread acclaim and became a prominent figure in the art world.
These companies represent prominent examples of how retirement can be utilized in creating successful companies… something you can do too!
Tyrone Meredith initiated his journey into entrepreneurship with his company after accumulating a decade of experience in the HVAC industry. Motivated by his extensive knowledge, he pursued and successfully passed the State Contractors exam. Following this achievement, Tyrone strategically developed the brand identity for his venture, Tyrone A/C & Heating Inc. With meticulous attention to detail, he navigated the incorporation process, establishing a solid foundation for his business. Equipped with determination and essential resources, including a truck, Tyrone entered the realm of entrepreneurship.
Tyrone shares a bit about his journey.
How did you hear about EGBI?
I found EGBI by contacting the City of Austin Small Business Development Office. I called looking for a business mentor and they referred me to EGBI.
How has EGBI helped you?
EGBI helped me to build the confidence to market myself and also believe in my vision. They coached me and recommended a host of individuals to assist with advertising and marketing. They introduced me to Mayor Kirk Watson among other people. This gave me the confidence I needed to know that “I am enough as I am and the sky’s the limit.” The lunch engagements helped me become more outgoing and overcome my fear of rejection. My world is truly as I make it.
What are you working on now?
Currently, I’m focused on expanding the reach of my company’s services through marketing initiatives. By attracting more customers with their HVAC needs, I aim to increase our revenue and solidify our position in the market.
If you were to start all over again, what would you do differently?
Looking back, I would prioritize allocating more resources towards advertising from the start, rather than waiting a decade to do so. Additionally, I’d make proactive investments in retirement planning to secure my financial future more effectively.
What inspired you to become an entrepreneur?
Have a better quality of life and to have more control of my personal time as a whole.
Where do you see yourself in five years?
I envision myself making smarter investments and expanding my team by hiring at least one additional full-time technician. Furthermore, I aim to elevate our brand visibility by increasing our advertising budget by $10,000.
What’s your biggest challenge?
My greatest challenge lies in finding the right individuals who can complement my skills and knowledge where they fall short.
What’s the best piece of advice you received?
The good thing about success it, it is in your hands. And the bad thing about success is, it is in your hands!!!
What advice would you give someone starting their own business?
Embrace the discipline required for success, and you’ll spare yourself the anguish of regret down the road.
Your business is growing, and you want to streamline your vendor and payroll operations. There are two types of people expenses: 1099 contractors and W2 employees. 1099 contractors are people or vendors you hire to help with a business problem. You can’t control how and when they do their job. You sign a contract with the contractor with an expected deliverable and hope to get the agreed-upon deliverable. A W2 employee is someone that you can control how and when they do their job. You pay their payroll taxes via your payroll system. They would also receive company benefits such as health care insurance and paid time off.
4 tools you can use to pay your contractors/vendors and employees:¹
W2 Employees & Contractors: Gusto and Justworks
Contractors/Vendors Only: Ramp and Melio
Gusto
Gusto is a payroll and HR platform for small to medium-sized businesses. It’s not free. Most payroll platforms are not free and have a monthly base cost plus a per-employee fee. I do not like dealing with the headaches that come with payroll, as there are many different rules and regulations based on where your employees live. Instead, I would outsource this to a system that will ensure all correct forms and taxes are paid and filed. Yes, you can do this yourself, but it’s best to focus your energy on what will grow the company rather than being bogged down by payroll and HR paperwork.
You can also get healthcare benefits through Gusto for your company. Gusto takes a week to implement if you’ve never had an employee before. It’ll take longer if you have historical payroll and employee information that needs to be entered to make sure everything looks right and the proper payroll taxes are being paid. It can also pay contractors, but I suggest using Ramp or Melio for better details and controls.
Justworks
Justworks Payroll is another payroll platform for small to medium-sized businesses. It’s not free, but it provides the same capabilities as Gusto and allows you to be set up within a week. The only downside is that it operates in fewer states than Gusto. Again, the system will ensure all correct forms and taxes are filed and paid. The difference between Justworks and Gusto is that Justworks has a more extensive payroll product, Justworks PEO, that will allow you access to better healthcare benefits for your team. So, if you want to transition to this product, you can start with Justworks. If you’re looking at costs, go with Gusto, as it’s less expensive on a monthly basis.
Ramp
I’ve discussed Ramp several times as my top option for paying your vendors and contractors. It’s a free system that allows you to pay your vendors via ACH, check, or card and create virtual/physical credit cards for your team. It also allows you to implement controls such as not allowing any bills to be paid unless a second person in the team approves the expense. It’s very easy to set up and can be used within three days. It takes three days because your account has to be approved to be on the system. As a business, you need at least $75K in your bank, as that’s how they calculate your card limit without requiring your personal credit score. If you don’t have this amount yet, you can use Melio to pay your vendors until you need business credit cards for your team.
Melio
Melio is a free system that allows you to pay your bills and contractors via ACH, card, or check. It also allows you to pay your international contractors with a transaction fee as well. It’s straightforward to set up and use from the first day. It syncs with Quickbooks Online, so all bills paid via Melio are already recorded in your financials. Before Quickbooks Online rolled out its native bill pay option, it partnered with Melio. It also allows you to implement approval workflows — making sure the right bills are getting paid and no bills are paid without the approval of a designated manager.
Choosing one tool from each category will solve all your operation needs when paying people. The great thing about these tools is that they integrate with your accounting system, such as Quickbooks Online. So, there will be no double work to ensure all payment transactions are recorded. They will also guarantee you collect the right forms from your vendors/contractors and employees. Nothing is more annoying than finding out you need a form from a vendor you stopped paying eight months ago. Now you must send the awkward email, hoping they respond with the requested form.
About the author:
Anwuli Chukwurah is a versatile finance professional with a track record of starting new finance organizations and scaling them for growth in fast-paced entrepreneurial environments. She has over 6+ years of experience working with small business owners, startups, and nonprofit organizations to help connect finance with their business goals. She aims to ensure her clients become comfortable and adept at navigating their numbers. She works with clients at Woolichooks and writes a newsletter for non-finance folks.
