What financial reports should I be reviewing every month?
Three core financial statements matter most: profit and loss statement, balance sheet, and cash flow statement. A few operational reports round out the picture and help you make actual decisions.
The profit and loss statement shows whether you made or lost money during the month. Revenue at the top, expenses below, net income at the bottom. Compare it to prior months and to the same month last year if you have seasonal patterns. Look for expense categories creeping upward or revenue trending in the wrong direction. A $1,500 jump in supplies might be normal in your busy season but worth investigating in a slow month.
The balance sheet shows what you own, what you owe, and your equity at a point in time. Most small business owners skip this one, which is a mistake. Check that bank balances match your records. Watch accounts receivable to see if money owed to you is growing faster than revenue, which signals collection problems. Monitor accounts payable to make sure you’re not building debt you’ll struggle to pay.
The cash flow statement explains why your bank account balance changed. Your P&L might show profit while your checking account shrinks. This report shows where cash actually went. Negative cash flow from operations means you’re funding the business with something other than business income. That’s worth understanding before it becomes a crisis.
Beyond those three, an accounts receivable aging report shows who owes you money and for how long. Current invoices are fine. Anything over 30 days needs follow-up. Over 60 days needs a phone call. Over 90 days is a real problem. If you extend credit to customers, review this weekly.
An accounts payable aging report shows what you owe others and when it’s due. This helps you plan cash needs and avoid surprises. Some vendors offer early payment discounts worth taking if your cash position allows.
One month of data is a snapshot. Six months shows a trend. The value of monthly bookkeeping and consistent review is catching problems early. When expenses start creeping up or receivables start aging, you want to know while options still exist. By the time cash flow problems are obvious without looking at reports, they’re harder to fix.
If reviewing financial reports feels like checking a box rather than gaining insight, the issue might be how the reports are structured. Working with small business bookkeepers who understand your operations means reports that actually tell you something useful about your business.
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More Questions
What happens if I don't keep good financial records?
Poor records lead to expensive tax prep, missed deductions, IRS audit risk, and cash flow surprises. Banks won't lend without clean financials, and selling your business becomes nearly impossible.
Read answerWhat's the best way to categorize expenses in QuickBooks?
Consistency matters more than the specific categories you choose. Use QuickBooks defaults as a starting point, keep things simple, and match categories to tax return line items for easier year-end prep.
Read answerCan I do my own bookkeeping or should I hire someone?
You can do your own bookkeeping. Whether you should depends on your time, your consistency, and whether the hours you'd spend are worth more doing something else. DIY works early on but often becomes a burden as the business grows.
Read answerI haven't done any bookkeeping since I started my business. Is it too late?
No, it's not too late. Bank and credit card statements can be used to reconstruct your records even if you never tracked anything. The longer you wait, the harder it gets, but catching up is almost always possible.
Read answerHow do I set up job costing in QuickBooks Online?
Enable the Projects feature in QBO Plus or Advanced, then configure your chart of accounts to track costs by category. The software setup is straightforward but the structure you choose determines whether your job reports are actually useful.
Read answerHow do I know if my business is actually making money?
Your income statement tells you whether you're profitable, but only if your books are accurate. Cash in the bank doesn't mean the same thing as profit. Look at what's left after all expenses, including paying yourself fairly.
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