Small-business guide
A practical bookkeeping, VAT and payroll routine
A repeatable monthly routine makes year-end accounts easier and gives business owners more useful information during the year. The details vary, but consistency matters more than complexity.
Each week: capture documents and questions
Store sales invoices, supplier invoices and receipts in the agreed system. Record cash transactions promptly and keep a short list of items that need explanation rather than guessing their treatment.
- Upload invoices and receipts
- Record cash sales and expenses
- Keep business and personal spending separate
- Flag unclear transactions
Each month: reconcile and review
Reconcile every bank and credit-card account to the bookkeeping records. Check unpaid customer invoices, supplier balances and unusual movements. A reconciliation is the control that confirms the records match the account statements.
- Complete bank reconciliations
- Review money owed by customers
- Review upcoming supplier payments
- Check director or owner transactions
- Compare cash position with expected commitments
Before payroll and VAT cut-offs
Send starter, leaver, pay and absence changes before the payroll cut-off. For VAT, make sure the relevant period is complete and that queries are resolved before the return is prepared.
- Approve payroll changes on time
- Check VAT invoices and digital records
- Resolve bookkeeping queries
- Review the return before submission
Use the routine to improve decisions
Organised accounting is not only about compliance. Current records can support cash-flow conversations, pricing decisions and planning for tax or investment.