Save Time on Your Books: 10 Smart Tips for Small Businesses

Bookkeeping is essential—but it shouldn’t dominate your schedule. For small business owners juggling sales, operations, and team management, keeping the books clean and current often feels like a time suck.

Good news: it doesn’t have to be.

With the right systems, tools, and habits in place, you can manage your books faster, with less stress and more accuracy. Here are 10 smart bookkeeping tips to save you time without sacrificing control.

1. Use Cloud-Based Accounting Software

If you’re still doing your books in Excel or using desktop software, you’re working harder than you need to. Cloud-based platforms like QuickBooks Online or Xero sync with your bank accounts, automate entries, and let you access your books from anywhere.

Why it saves time: Automatic updates and integrations mean less manual work and fewer errors.

2. Separate Business and Personal Finances

One of the most common time-wasting mistakes? Mixing personal and business expenses. It turns every bookkeeping session into a sorting nightmare—and opens you up to tax risks.

What to do: Use a dedicated business bank account and credit card from day one.

3. Set a Weekly Bookkeeping Routine

Trying to catch up on months of bookkeeping in one sitting is inefficient (and painful). Instead, block out a consistent time every week to review transactions, categorize expenses, and check account balances.

Think of it as brushing your financial teeth—quick and consistent beats infrequent and messy.

4. Automate Recurring Transactions

Got recurring expenses like subscriptions, rent, or payroll? Set them up as recurring entries in your accounting software. No need to re-enter the same information every month.

Less repetition = more time for real work.

5. Go Paperless

Digitize receipts, invoices, and records with tools like Dext, Hubdoc, or simply a scanner and cloud storage. Searching through paper folders is a major time waster—and paper is easy to lose.

Bonus: digital documents are easier to share with your accountant.

6. Reconcile Accounts Monthly

Don’t wait until year-end (or tax time) to reconcile your bank and credit card statements. Monthly reconciliation helps catch errors early and ensures your books stay aligned with reality.

Catch issues before they snowball.

7. Use Bookkeeping Shortcuts & Rules

Most accounting software lets you create rules—like automatically categorizing all Uber charges as travel. Use them. They eliminate repetitive decision-making and speed up the process.

One-time setup = long-term time savings.

8. Keep a Clean Chart of Accounts

Too many categories can slow you down and make reports harder to read. Keep your chart of accounts streamlined, relevant, and easy to navigate.

Simplify the structure to simplify your workflow.

9. Work With a Bookkeeper (Even Part-Time)

A good bookkeeper doesn’t just do the work—they set up smarter systems. If bookkeeping is taking up hours of your week, offloading it could give you back that time with better accuracy.

Time is money—free yours up.

10. Review Financials Regularly

Don't wait for year-end to look at your numbers. Monthly or quarterly reviews help you catch issues early and make better decisions.

When your books are up to date, you’re always in control.

Make Your Books Work for You

Bookkeeping doesn’t have to be a burden. With a few smart habits and the right support, you can save hours every month—while gaining a clearer view of your business.

Need help setting up systems that save time and scale with your business? That’s where Decimal comes in. We combine automation with real human support to make your back office run smoother.