What should I look for in monthly financial reports?
Monthly financial reports should answer one question: is your business doing what you expected it to do? If you’re not sure how to read them, here’s what actually matters.
Start with the profit and loss statement. Look at revenue first. Is it up, down, or flat compared to last month and the same month last year? Seasonal businesses need that year-over-year comparison especially. A 20% dip in January might be normal if your restaurant always slows down after the holidays.
Check your gross profit margin next. This is revenue minus the direct costs of what you sell. If your margin is shrinking, your pricing might be off or your costs are creeping up. Either way, you want to catch it early. Then scan your expense categories for anything unusually high or low. A spike in repairs might be a one-time thing, or it might signal equipment that needs replacing. Expenses growing faster than revenue deserve attention.
On the balance sheet, check your cash balance and compare it to last month. Are you building cash or burning through it? A profitable P&L doesn’t mean much if your cash is disappearing. If you invoice customers, look at accounts receivable. How much is outstanding and for how long? Receivables past 60 days often don’t get collected without effort. Accounts payable shows what you owe and whether you’re keeping up with vendor payments.
The real value comes from comparisons. A single month’s numbers in isolation don’t tell you much. Look at month-over-month changes to spot trends. Compare to the same month last year to account for seasonality. If you have a budget, compare actual to budgeted numbers to see where you’re off track.
Your reports should clearly answer a few basic questions. Did we make money this month? Is our cash position improving or declining? Are our margins holding steady? Are customers paying on time? Can we afford upcoming obligations? If your reports don’t answer these questions clearly, the problem might be how they’re structured rather than the underlying data. Monthly bookkeeping done right organizes your chart of accounts so the information you need actually surfaces.
The mistake most business owners make is glancing at the bottom line and nothing else. Net income matters, but it’s a lagging indicator. By the time it looks bad, the problems started months ago. Watching the details each month lets you course-correct before small issues become serious ones. Good small business bookkeepers can walk you through what your specific numbers mean and where to focus your attention.
Greater Richmond's Small Business Bookkeeper
The Next Step:
A Short Conversation
Fifteen minutes to tell us what you're dealing with. We'll let you know how we can help and give you a clear price quote.
More Questions
How do I reconcile my accounts in QuickBooks Online?
Reconciliation compares your QuickBooks records to your bank statement. Start with your statement ending date and balance, then match transactions one by one until the difference is zero.
Read answerShould my restaurant use cash or accrual accounting?
Most small restaurants do well with cash accounting. It's simpler, matches cash flow reality, and the IRS allows it for businesses under $29 million in annual revenue.
Read answerCan QuickBooks handle inventory tracking for my business?
QuickBooks Plus and Advanced can track inventory, calculate cost of goods sold, and set reorder points. Basic retail or wholesale operations work well with the built-in features. More complex needs like manufacturing or multi-location tracking may require third-party integrations.
Read answerHow do I calculate my food cost percentage?
Divide your cost of goods sold by your food sales, then multiply by 100. The key is calculating COGS accurately using beginning inventory plus purchases minus ending inventory. Most restaurants target 28% to 35%.
Read answerHow do I record Shopify sales in QuickBooks?
Record gross sales separately from the bank deposit since Shopify deducts fees and refunds before paying you. Use a clearing account to track what Shopify owes you, then match payouts to your bank deposits.
Read answerI'm months behind on my bookkeeping. Where do I start?
Start by gathering all your bank and credit card statements for the missing months. Check for urgent deadlines like quarterly taxes or pending loan applications, then work through reconciliation one month at a time starting with the oldest.
Read answer
