How to get your business finances organised (without the faff)
Ever get to the end of the month and wonder: “Where on earth has all the money gone?”
Or find yourself frantically chasing invoices or trying to cobble together your VAT return at the last minute?
If so, it might be time to give your financial systems a bit of love.
Because here’s the truth:
Good systems take the stress out of money stuff.
They keep you organised, save you a heap of time, and give you the confidence to make smart decisions — so you can focus on running (and growing) your business, not constantly firefighting.
What do we actually mean by “systems”?
A system is just a fancy way of saying “this is how we do things around here.”
When it comes to your business finances, systems might look like:
How you keep track of what’s coming in and going out
When (and how) you send invoices
How often you reconcile your bank account
What your regular finance check-ins look like
The best systems are simple, repeatable, and — if we can swing it — automated.
Why bother with systems?
You’re probably juggling enough plates already: clients, staff, suppliers, marketing, tax deadlines, decisions, big ideas for the future.
Without solid systems, your finances can turn messy pretty quickly. And mess breeds stress.
Here’s why getting your systems sorted is such a game changer:
They save you time & headspace - No more guessing how much VAT you owe or whether that invoice got paid. Systems give you visibility.
They help you avoid costly mistakes - Missed invoices, wrong tax calcs, or forgetting to pay suppliers — these slip-ups are far less likely with the right checks and reminders in place.
They make growth so much easier - As your business scales, so do your finances. Systems stop it all unravelling. Plus, it’s a breeze to hand things over to a bookkeeper (like me!) who can slot right into your way of working.
The must-have systems to keep your finances shipshape
Alright, so what does this actually look like in practice?
Here are the core systems I help my clients set up (or tidy up), so they always know where they stand.
Invoicing & getting paid
Your invoicing process should be slick, speedy, and easy to track.
System tip:
Use accounting software like Xero or FreeAgent to send invoices, chase late payments automatically, and reconcile payments. Stick to a routine — same day each week or month — and set up direct debit options to make life easier for your clients (and boost your cash flow).
Expense tracking & receipts
If your receipts are still living in a shoebox (or worse, your handbag), we need a better plan.
System tip:
Use apps to snap receipts on the go, so they land straight in your accounts. Make it a non-negotiable habit for you and your team. A five-second snap saves hours of pain later.
Bank reconciliation
Reconciliation is just a posh word for making sure what’s in your accounts matches what’s in your bank. Do it regularly and avoid any nasty surprises.
System tip:
Pop a recurring reminder in your diary to reconcile weekly. Or outsource it to someone like me, who actually enjoys this stuff.
Financial reporting rhythm
It’s not enough to record the numbers — you’ve got to actually look at them.
System tip:
Book in a monthly or fortnightly finance date with yourself (or with me!). We’ll review your cash flow, check profit, see how you’re tracking against targets, and spot issues before they become expensive problems.
VAT & compliance deadlines
These have a habit of sneaking up on busy business owners.
System tip:
Keep a finance calendar with all your key dates: VAT, payroll, corporation tax, self-assessment. Set reminders ahead of time so you’re never panicking the night before.
Feel more confident, sleep better at night
When your financial systems are humming along nicely, you stop second-guessing your numbers.
You trust your reports.
You make decisions based on facts, not gut feel.
And that quiet confidence filters into every other part of your business.
Honestly? It can completely change your relationship with money.
Instead of always reacting to problems, you’re planning ahead.
Not a “systems person”? That’s what I’m here for.
If your eyes glaze over at the thought of setting all this up — don’t worry. You don’t have to become a spreadsheet whizz.
When you work with me, I’ll bring the tried-and-tested systems with me, tailor them to fit your business, and handle the bits you don’t want to.
Think of it like this: you stay in your zone of genius, and I’ll keep the finances quietly ticking along in the background.
Together, we’ll make sure you feel supported, in control, and never out of your depth.
Want to feel more on top of your finances?
Let’s have a chat.
No jargon. No judgement. Just honest advice (and maybe a cuppa).
E-mail us now on karen@pinklilyaccounting.co.uk to see how you can work with us.
Building a successful future, together.