Bookkeeping Archives | Number Nerd Bookkeeping Solutions

May 31, 2021

My Work Schedule as Bookkeeper and CEO

Real talk – having an effective work schedule lets you be efficient, organized, and not lose sight of things. It’s an important thing to do.

But I know a lot of the time, as business owners, it seems easier to fly by the seat of our pants. We deal with everything as it comes up rather than creating schedules and boundaries that need to be honored.

After all, we never want to tell someone no or miss an opportunity because of a schedule.

But I have to tell you that taking the time to make a schedule will make your life SO much more manageable, which is why I wrote this post.

Before we dive in, remember – developing a schedule is also a process and a constant work in process. It evolves with you as you grow as a business owner.

So let’s get into it!

So Why a Work Schedule?

I want to tell you how I realized the importance of creating a schedule that you can stick to.

Vacation.

When I realized I didn’t want to work a zillion hours a week and craved some time off, I gave my clients a 6-week heads up that I would be out of the office and unavailable. It was SO freeing!!

Yes, I am in accounting, so there are certain times of the year I need to work more. But I realized that if I can organize, be intentional about what I can and can’t do, and make sure my work is good to go, I can take that glorious vacation time and, for the most part, have a schedule that doesn’t have me working 25 hours a day, eight days a week.

It came down to being in tune with the time I needed to get my work done – because some clients only need me for a few hours a month, while others need me for 10 hours a week.

I learned that I had to be mindful of how much time each client needed and schedule accordingly to avoid taking on too many clients and getting myself stuck working way more than I wanted to.

So How Do You Make a CEO-Level Work Schedule?

Step 1: Track Your Time

We track time at Number Nerd. I have a master spreadsheet where I know how much time it takes to do things for each client. At the end of each month, I review the hours spent versus budgeted. Then, I can see if I’m over or under and assess and adjust accordingly.

It doesn’t need to be a complicated system, just an organized, methodical one that keeps you accountable and on track.

Step 2: Batch Your Tasks

I’m talking about figuring out how much client time you need while also laying out other time for all your tasks. It’s critical to figure out how to make those pieces come together, so you create the schedule that lets you work as much as you want to.

The key here is dedicated time to dedicated tasks.

For example, at Number Nerd, I have dedicated time for client calls—every other week. I don’t do client calls on the off weeks, which gives me the time to actually complete my work for those clients!

But even further than that, I schedule time for things like checking my emails, so I’m not living in my inbox all day. I am done drowning in messages!

Step 3: Review Your Schedule Weekly

Every week, usually on Sunday (though I am REALLY trying to get away from working on the weekend), I look at my schedule to see everything I have to do and schedule out work from there.

A quick weekly review saves you from any nasty eleventh-hour surprises and means you won’t overpromise what you can deliver for clients.

Step 4: Tweak as Needed

I will adjust my schedule every quarter or every six months and see if there are any patterns that I can identify to create efficiencies. Your schedule is going to evolve and change along with your business. Make time regularly to look it over and make adjustments.

So What’s My Work Schedule Like?

Well, Number Nerd’s work schedule is Monday through Thursday, typically 7:00 am to 2:30 pm. I have a lot of East Coast clients, so I tend to work earlier. I usually try to not work on Fridays. If I do work on Fridays, it’s 100% specifically CEO time or project work.

So why this schedule?

I put this in place a few months ago because I wanted to…

Focus on marketing and admin tasks when I needed to
Give all my attention to client work when the time is right
Create new products and courses
Have some time for myself, so I didn’t feel like life was passing me by, and I spent all my family time thinking about work. NO, THANK YOU.

Now, I live by this mantra. IF IT’S NOT ON MY CALENDAR, IT DOESN’T EXIST.

If you feel stuck in the schedule struggle, I implore you to start carving out your time into blocks of dedicated time. You don’t have to do it all in a day, but damn, does it make a difference.

In Closing…

I’m a firm believer that if people have their schedules in check and are in tune with the actual time and space for their personal life and business life, we won’t over-promise things.

We won’t be working like crazy. We can still be efficient and maximize our productivity to get the work done. Running a business does not need to mean you live in a constant state of overwhelm and stress. Remember that it’s okay to say no, set boundaries, and take time for yourself.

As business owners, we have our own business to do what we want to do when we want to do it. A schedule is your ticket to that.

If you need help scheduling or creating systems to make your schedule work more effectively for you, I want to introduce you to the Number Nerd Template Lab. It’s got all the templates and systems to help you look at your schedule to see where you can create efficiencies.

Ultimately, it will help you streamline your work, get things done faster, and free up that time in your calendar so you can schedule more effectively.

If you want to get your time back, then join me in the lab and schedule your way to growth and freedom!

May 17, 2021

How to Make Turnkey Systems Your Own

Solid turnkey systems are SO crucial for business owners. And adapting them properly to meet your needs is the key to streamlining, creating efficiencies, and gaining back your time. I love these kinds of systems so much, so I knew I needed to do a post on them.

In this one, I’m going over what these gem systems are, why they’re so essential to use and how to make them your own. Let’s not waste time; let’s get into it!

Turnkey Systems…Here’s The Down-Low

Plain and simple, turnkey systems are ready to go. You can use them as-is.

Turnkey systems are for busy entrepreneurs or solopreneurs that need to simplify things, get organized, or are frustrated that the systems they have in place now just aren’t working.

The advantage with these is that you get a system that someone else has taken the time to create, and they know that it works. It’s also an opportunity for you to use a turnkey system as a starting point and integrate your existing systems into it to make it your own.

Two worlds collide to create something that gives you exactly what you need! It is a win-win in my book.

For example, when it comes to onboarding or sales and marketing, I might do things one way, and someone else may look at my systems, have an ah-ha moment where they realize they hadn’t considered a process that I do. And vice versa!

Turnkey systems give you a different perspective on how to run your business more efficiently.

So Why Take The Time To Make A Turnkey System Your Own?

The truth is, there are limitations to turnkey systems because not every system is going to give you 100% of what you need. We all know there is no one-size-fits-all for onboarding, sales, and marketing or admin tasks.

But for most of us, the foundation of our processes are similar, and these tried-and-true systems that others have built may just help you avoid making a mistake or missing steps along the way to making a customized system that works seamlessly in your business.

You’re taking someone else’s systems, processes, and workflows, leveraging the work they have already done so you don’t have to, then making it all your own. When you put a turnkey system in place, it is a starting point for you to get back time, take on more clients and grow.

Soooo…How Do You Make A Turnkey System Your Own?

First of all…look at it. See what needs this system, process, or template serves and helps you improve your operations.

Second, ask yourself some questions like…

Does this solve a problem or fulfill a need that I have?
Am I doing any of these processes already?
If not, then why?
What in this process applies to my business and what does not? Even think of one-off tasks with this one. Say just one of your clients uses a different payment system than all the rest—that needs to added into your processes.

Third, go in and add the missing steps that relate to your business that you know need to be integrated.

Pro tip: talk out loud as you’re going through the work and even record yourself! Being able to hear your thoughts out loud and even go back to them is SO helpful!

Okay, now for the fourth step. When you’re going through a new system or template, make sure to base it on a complex client. Don’t default to an easy-peasy client where you might end up missing a step that will benefit you later on.

Finally, your fifth and ongoing step is to refine it over time. Remember that making templates, systems, and processes your own is a process. You’re not going to do this in a day.

Why it Matters

Ultimately, when you’re buying a template or system, you’re going to make a master process from it. After you have the master ready to go and where you need it to be, you can copy and customize it quickly for each project or client.

Using templates gives you back time, makes your clients’ experiences better, and organizes your business. That’s why you want turnkey systems and make them your own.

Not having efficient systems in place hinders your ability to grow your business. Whether it’s systems that make your onboarding easier, streamline your sales and marketing or put admin tasks on autopilot…when you don’t have good processes in place, there is chaos and no organization.

You can’t afford not to do it. It is so worth the investment of time and money.

To help you implement your own turnkey systems, I want to introduce you to the Number Nerd Template Lab…where all the process guesswork has been done for you. These are my tried-and-true systems. When you join the lab, you’ll…

Get access to all the templates and systems you need to improve your processes
Learn how to maximize those templates and systems
Understand how to modify them to suit your business so you can make them your own

If you want your business to benefit from my templates and systems, then join me in the lab. Leverage all the systems I have spent years developing and grow your business!

April 19, 2021

Creating Space in Your Schedule as Bookkeepers and Accountants

The Bookkeeping Schedule Space Struggle

When I ask bookkeepers what their biggest struggle is when it comes to their bookkeeping schedule, often the answer is, “What do I do next?” They have all these emails and client work and are struggling with figuring out what to do and when. That is why I use programs like Asana and my calendar to track EVERYTHING, so I don’t over-promise my time.

In this blog post, I am going to give you some strategies to help you avoid overpromising for clients and becoming overwhelmed when it comes to organizing your time, so ultimately your time is spent more efficiently and you can create more room in your bookkeeping schedule.

Let’s get started.

Bookkeeping Schedule Challenges…

As I said, the challenges in terms of schedules for bookkeepers is what to do next and staying on top of just how much of their time they have promised to clients. This is especially true during tax time.

We all want to provide the best service for our clients and it can be so hard to say no to work or pick up the phone every time it rings…but those things do create schedule space challenges.

I’ve come up against these challenges myself in the past, where I was scrambling in different directions trying to do 19 things at once, and my schedule sucked.

I have since learned that implementing a schedule and systems is what keeps me on track. Now I have days where all I do is client calls, other days where all I do is work and I am unavailable for meetings or calls.

Tackling Your Bookkeeping Schedule

So how do we tackle schedule challenges?

In a word – systems built on formulas. I know they’re hard to set up, which is why I want you to join my Template Lab. I’ll tell you more about that later.

Formulas for your time so that you know what you need to be doing and what is due when. I use what I call a block schedule, where I have set times for specific tasks.

For you, this might mean blocking off time in the day where you’re checking your inbox, instead of living in your email all day, setting a time aside strictly for social media or client calls. Whatever the task, set a time for it and just focus on that.

Think about it. When you’re going back and forth between client calls and then work throughout the day, you’re constantly starting and stopping. By dedicating blocks of time or even full days to specific tasks, you get into a flow and ultimately get more done.

So here is what I recommend if you’re challenged for time…

Block your time. No starting and stopping tasks. And block the times you’re unavailable!
Sit down with yourself and create an ideal schedule. I recommend you start with personal commitments and go from there to schedule in your client work.
Create accountability for yourself. That can mean setting reminders, using task management software that will show you when things are coming due, or rewarding yourself when you complete something on time. Accountability is key.
Use availability software. This can help you forecast out your workload, show clients when you are available and schedule your commitments, so you don’t get caught up in over-promising.

Sometimes it can be hard to initially put this kind of schedule and systems in place…but I promise you, these kinds of systems will have you praising the gods and wondering how you survived without them before.

*Insert happy dance here*

So in closing…

Systems and schedules = workflow = supreme organization and efficiency. Plain and simple. By creating a schedule that keeps you accountable and integrating systems that keep your work organized, you’ll find you have so much more space in your schedule.

Plus, once you set your schedule boundaries, you will discover how efficient you can really be. Promise.

I know creating schedules and systems that can give you time back in your schedule sometimes is frustrating and time-consuming. If you need some help, I want to introduce you to the NumberNerd Template Lab… where all the systems guesswork has been done for you. It’s got all the templates and step-by-step guidance you need to…

Take inventory of your current processes to see where you can create efficiencies
Improve your workflows and gain back your time, so you can take on more clients
Eliminate backtracking so you can efficiently manage all of your clients’ needs

Ultimately, it will help you streamline your work and give you that space you want in your schedule.

If you want your business to benefit from my templates, then I want to invite you to join me in the lab. Take advantage of all the systems I have spent years developing and grow your business!

April 5, 2021

Less-Stress Systems For Bookkeepers

Nobody Likes Stress…Especially in Bookkeeping Systems

I know you don’t like feeling that awful stress, where your schedule is too packed, but you’re trying to onboard clients and get systems that make your workflows more efficient. It’s a LOT.

That’s why I wanted to address the stress today. Especially after the last year we have all had, the last thing any of us need is more pressure. So in this post, I am introducing you to my less-stress bookkeeping systems. When I say bookkeeping systems, I mean putting processes in place to find your right bookkeeping clients and get them onboarded and what to look for if you think you might be dealing with the wrong clients.

I’m also introducing you to my template lab that helps bookkeepers streamline their business operation processes.

Time to de-stress! Let’s get to it.

Your Bookkeeping System to Finding the Right Clients and Weeding Out the Wrong Ones…

Nothing is more stressful than trying to find clients and not finding the right ones for your business. That is why I believe in systems to help business owners roadmap out what their ideal clients look like, so the stress is taken out of wondering who they will attract.

This includes getting you to…

- Hone in on what you’re willing to do and not willing to do. Think about your schedule, scope of work…everything that goes into what you provide for clients and what you have learned is a hard nope.

Identify what kind of client you want to work with, personality-wise.

Make sure new clients see the value in your services… I mean staying away from clients that lowball you on pricing. You know what you’ve got to offer and you should be paid for it.
Get clear about boundaries. No answering calls when you’re marked as unavailable.
Understand that it’s okay to say no if a client doesn’t value the services being provided!!

We all want to get clients….but sometimes not every client is the right match, which is why I ask the above questions. It’s important to have a system in place to figure out if a client isn’t right for you. And don’t forget, they could have been an ideal client at one time but are now causing you stress.

Bookkeeping Systems for De-Stressing Onboarding…

In my business, I have a very clear lead questionnaire that asks potential clients very specific questions so I can get an initial sense of whether or not they will be a good fit for my business. I actually made my onboarding process a part of my template lab, which you should probably join, because it’s great.

Once they fill it out + hit submit, my calendar appears and they are able to schedule a call. They also receive an automated email with the same calendar link prompting them to schedule a call if they have not already. The other great thing about the questionnaire is it allows me to get an idea of where their problem areas are so I can guide the conversation, as opposed to spending half the call asking questions that they could have already given me the answers to ahead of time.

Saves me a ton of time and energy, and lets the client take their time to think about their answers, instead of watching the clock on a call and scrambling to describe their goals to me.

Finally, my questionnaire also includes my onboarding questions, so by the time we are done with our initial call I have all the information I need to move forward, so there is no need for that second follow-up call.

Once we’re done, I choose a workflow for the client based on the service we are starting with, it automates their quote, then they sign their contract, pay their invoice, and then a to-do list is automatically sent to them.

The other thing I want to drive home about gaining new clients and getting them onboarded is that there is NO NEED to reinvent the wheel. Having set prices, contract templates and lists of services saves you so much time. I talk to business owners who are drawing up new contracts for every single client.

I always wonder why. There is no need to do that and once you template those contracts and pricing, it’s as easy as pressing send to get it out to your new clients.

This system reduces my stress immensely because it’s literally a few clicks of a button and entering some client info, instead of spending 45 minutes writing up a new contract.

System wins!

Bookkeeping Systems at Tax Time

Plain and simple – having systems in place at any time, but particularly at tax time is a lifesaver for any bookkeeper or CPA. They save you time…and we all know time is money. It also means less stress. I always ask my clients, “If I can give you this time back, what will you do with that?”

Some people take on more clients and grow their business, some spend more time with their family…however people spend that time is fantastic. The important thing is they have more time to do whatever they want.

So in Closing…

Not having bookkeeping systems increases your stress – whether that’s systems for finding your ideal clients, weeding out the ones that don’t work for you or admin systems that help you streamline all your other business processes. When you don’t have good systems, there is chaos and no organization.

Systems = workflow = supreme organization and efficiency.

I know creating systems sometimes is frustrating and time-consuming. If you need some help, I want to introduce you to the NumberNerd Template Lab… where all the systems guesswork has been done for you. It’s got all the templates and step-by-step guidance you need to…

Take inventory of your current processes to see where you can create efficiencies
Improve your workflows and gain back your time, so you can take on more clients
Eliminate backtracking so you can efficiently manage all of your clients’ needs

And so much more. There are even templates that will help you create a lead generation system that seriously works to get you new clients.

Ultimately, it will help you streamline your work and just get things done faster.

If you want your business to benefit from my templates, then I want to invite you to join me in the lab. Take advantage of all the systems I have spent years developing and grow your business!

March 22, 2021

5 Crucial Reasons You Should Build Bookkeeping Habits

5 Crucial Reasons You Should Build a Bookkeeping Habit

Habits…they’re what keep us on track and deliver results (especially bookkeeping habits, in my opinion).

I don’t have to tell you how important building good habits is….whether it’s getting regular exercise (sigh, I know, this can be a rough one), getting to the dentist regularly (another super fun one but oh so important) and keeping on top of your bookkeeping so your business stays on track.

But I know, it can be hard to stay on track with your bookkeeping and when things do get messy you probably feel overwhelmed, stressed and maybe even a bit ashamed.

But by creating those good habits, you can avoid those feelings AND reap the benefits of a bunch of other benefits. In this blog post, I am going over my top 5 reasons why building good bookkeeping habits is crucial. So no time to waste, let’s get started.

Reason 1: Analyze the Financial Health of Your Business

When you know your numbers inside and out, you can get a clear snapshot of your business at a moment’s notice. And that allows you to analyze how your business is doing, where your money is coming from and going to and allows you to plan for upcoming expenses.

Reason 2: Know When You Need to Increase Your Pricing

When you build good, consistent bookkeeping practices you really begin to understand which revenue streams are most profitable and which ones are not delivering…which can help you decide if you are ready for a new launch, ready to raise your prices and what streams to spend less focus on.

Ultimately, you want to be able to charge fair rates that get you paid, and oftentimes raising the rates is a part of that.

Reason 3: Not Be Surprised at Tax Time

Nobody likes tax-time surprises…unless it’s an unexpected return they are not typically known to be fun….or cheap. By staying on top of your books throughout the year you can save for tax time and have a pretty solid understanding of what you will owe when it comes time to file.

No nasty surprises that clean out your bank account and throw a wrench into possible plans you’ve got. A no-brainer, right?

Reason 4: Plan for Future Expenses

You have a vision for your business and how you want to grow it…and typically that means investing money into it (aka expenses) down the road. You want to plan for these so you’re not left cash-strapped when it is time to make those purchases or investments, and having a solid understanding of your numbers through good habits means you can plan properly. It means you can make those purchases that will up-level your business at the right time and when the money is there.

Reason 5: Understand How to Pay Yourself

Nobody goes into business for themselves to go broke. We do it because we love what we do, believe in what we can deliver and know we can make money doing it. But all too often, business owners don’t end up paying themselves. Sounds crazy, right? But it’s more common than you think…and you work hard. You deserve to get paid. Knowing your numbers is how you learn to make it happen.

The Final Word on Bookkeeping Habits….

Simply put, by avoiding building good bookkeeping habits you are doing a disservice to yourself and your business. You’ve got to set aside time each week to do your books, stick to it…and then hell, reward yourself when you’re done!

The more you know your numbers, the better equipped you are with the knowledge to make kick-ass business decisions and up-level. When you build those good habits you get that sense of accomplishment that you are taking care of your business and actually able to pay yourself.

Isn’t that what we all want when we go into business for ourselves? I think so.

The Number Nerd Bookkeeping Academy

If you’re feeling like you need some help figuring out how to create these strong habits then I’ve got your back! I’ve developed the Number Nerd Bookkeeping Academy to do just that.

When you sign up, you’ll learn how to…

Stay caught up on your bookkeeping each month with solid systems and workflows
Understand where your money is coming from and where it’s going—and use that knowledge to make empowered business decisions
Feel confident handling bookkeeping on your own

And tons more.

You can learn more about joining it here