How to Keep Your Business Finances Organised Without an Accountant?

When you’re running your own business, it’s tempting to leave the financial side until "later" - but good habits early on will save you time, money, and major headaches.
Even if you’re not ready to hire an accountant yet, you can still keep your business finances neat and tidy.

Here’s how to do it, step-by-step.

1. Separate Your Business and Personal Finances

If you do one thing today, make it this!

Set up a dedicated business bank account, even if you’re a sole trader.
Keeping your business transactions separate:

• Makes bookkeeping MUCH easier

• Helps you claim the right expenses

• Looks more professional

Tip: Many online banks (like Starling, Monzo Business, Tide) offer free or low-fee accounts perfect for small businesses.

2. Track Every Transaction

You don’t need fancy software to start - a simple spreadsheet can do wonders.
Track:

• Every sale or payment you receive

• Every expense you pay for

At a minimum, record:

• Date

• Description

• Amount

• Category (e.g., income, software, travel, stationery)

If you want to level up: Try free software like Wave Accounting, or invest in Xero or FreeAgent for automation.

3. Save Your Receipts (Even Digital Ones)

Receipts aren’t just annoying bits of paper - they’re proof for HMRC if you ever get audited.

Easy ways to manage receipts:

• Take a photo as soon as you get a receipt and save it to a cloud folder

• Use an app like Apron or Hubdoc to scan and sort receipts

• Label folders by month for easy retrieval later

Good habits now = less scrambling at tax time.

4. Set a Weekly Finance Date

Running a business is busy. It’s easy to ignore your finances - until a VAT deadline or tax return sneaks up on you.

Block 30 minutes every week to:

• Record income and expenses

• Upload and file receipts

• Check your bank balance

• Send out any overdue invoices

Treat it like a client meeting - non-negotiable.

5. Create a Simple Cash Flow Tracker

Cash flow is the lifeblood of your business - even profitable businesses can fail if they run out of cash.

At a basic level:

• List expected income each month

• List expected expenses

• See if there are shortfalls you need to plan for

(If you want a ready-made template, Lauren’s Ledger clients get access to simple cash flow trackers!)

6. Understand Your Key Financial Dates

Mark key dates in your calendar:

• VAT return due dates (if registered)

• Self-assessment deadlines (31st January)

• Year-end accounts deadlines (if a company)

Knowing these dates helps avoid fines and late-night panic sessions.

7. Know When It’s Time to Get Help

DIY finance works - up to a point.
If your business grows, your taxes get complex, or you find yourself dreading finance tasks, it’s worth bringing in professional help.

Working with a bookkeeper or accountant saves time, keeps you compliant, and often saves you money too by spotting opportunities you might miss.

Final Thoughts

Keeping your business finances organised doesn’t have to be overwhelming.
Small, consistent actions - like weekly check-ins and separate bank accounts - make a huge difference.

If you’re ready to go beyond DIY and bring in professional support, I’m here to help.

Book a free discovery call with me - and let’s get your business finances running like clockwork!