What we see in files · 6 min
Common bookkeeping mistakes
Most messy books are not a character flaw. They are a short list of habits that quietly make every report less useful.
Owners who do their own books are usually trying to do the right thing in the time left after the actual work. The mistakes below are common because they are easy, not because anyone is careless.
Not reconciling
If the QuickBooks balance and the statement do not match, every report underneath is an estimate. Reconciliation is the floor. Duplicates, missing transfers, and personal spend all hide in the difference.
Mixing personal and business
A personal card used for job materials, or a business account covering groceries, makes GST claims and the P&L harder to trust. The fix is not shame. It is a consistent rule: business spend in business accounts, and a clear record when the owner pays a business bill personally.
Catch-all categories
“Supplies,” “miscellaneous,” and “ask my accountant” will still let the file total. They will not tell you which work is profitable or what your accountant needs at year-end.
Waiting until year-end
Twelve months of uncategorized bank feed is a reconstruction project, not a weekend. A monthly rhythm — even a light one — is cheaper than a catch-up. If you are already behind, cleanup is the honest next step, not a lower standard.
Treating the bank app as the books
The account balance does not show unpaid invoices, unpaid bills, or GST you still owe. Those live in the reports. If you only check the app, you are missing the part of the story that surprises people in April.
