Best Tactics to Keep Your Business in Line and Ready for The Accountant

Prepare your records for The Accountant.

When tax season rolls around—or anytime financial decisions are on the line—having your business in order makes all the difference. Whether you're a solopreneur or managing a growing team, staying organized is the key to making the most of your time with your accountant. If you work with The Accountant, you already know how valuable expert insights can be. But did you know that your preparation can help them unlock even more savings, structure, and strategy for your business?

Here are the best tactics to keep your business ready, streamlined, and set for success.

1. Keep Accurate and Up-to-Date Records

The foundation of every healthy business is organized financial documentation. Invoices, receipts, payroll logs, loan statements—it all matters.

Tips:

• Use cloud-based accounting software like QuickBooks

• Digitize and categorize receipts weekly

• Reconcile accounts monthly, not just at year-end

When your books are clean, your accountant can spend more time advising you—and less time cleaning up records.

2. Separate Business and Personal Finances

Blending business and personal expenses is a red flag—not just for tax season, but for your bottom line.

Why it matters:

• It simplifies bookkeeping

• Keeps your deductions clear and legitimate

• Strengthens liability protection for LLCs and corporations

Set up a dedicated business checking account and credit card, and only use them for business purposes.

3. Track Mileage and Expenses in Real Time

Mileage, meals, supplies, and travel costs can add up—and become powerful deductions.

Best Practices:

• Use apps like MileIQ or Everlance to auto-track miles

• Categorize expenses as they occur (don’t wait months)

• Snap photos of receipts to store digitally

A paper trail that’s clear and timestamped = deductions that stick.

4. Stay On Top of Quarterly Tax Payments

If you’re self-employed or run a business that owes more than $1,000 in taxes per year, quarterly estimated tax payments are non-negotiable.

Tactic:

• Ask The Accountant to help you calculate estimated payments based on current earnings

• Set calendar reminders in April, June, September, and January

Being proactive with quarterly taxes avoids penalties and smooths out cash flow.

5. Maintain Proper Payroll and Contractor Records

From W-2 employees to 1099 contractors, clean records protect you during audits and ensure smooth end-of-year reporting.

Checklist:

• Ensure all contractors complete W-9 forms

• Track hours, invoices, and payment dates

• Use payroll services to automate tax withholdings and filings

Ask The Accountant which system integrates best with your current business structure.

6. Review Financials Monthly (Not Just Annually)

Waiting until tax season to look at your numbers is like driving with your eyes closed.

Do this instead:

• Schedule monthly check-ins with your bookkeeper or accountant

• Monitor your profit & loss (P&L) and cash flow statements

• Look for patterns or unexpected expenses

Monthly reviews help you make smarter decisions—and allow The Accountant to offer better guidance.

7. Be Transparent About Goals and Challenges

Accountants are more than number crunchers—they're strategic partners. The more they know, the better they can tailor tax strategies and financial planning to your business goals.

Pro tip: Schedule a mid-year strategy session with The Accountant to make adjustments before year-end.

Set Yourself Up for Smarter Accounting

When your business is organized, your accountant can focus on what really matters: saving you money, reducing liability, and helping you grow. At The Accountant, we empower business owners with not just tax prep—but full-picture financial clarity.

Want to maximize your next meeting? Start with these seven steps. Then let The Accountant take it from there.

📍 The Accoutant - Always Working For You.

📞 Call 530-906-2174 today to schedule a business review or visit us online.