Top 5 Bookkeeping Mistakes Office Staff Make During Tax Season (And How to Avoid Them)
If you’ve been handed the bookkeeping responsibilities for your office—whether you're the admin, assistant, or office manager—you’re not alone. Many small business teams rely on their staff to handle the books, but without the right training or tools, it’s easy to feel overwhelmed (especially during tax season).
Here are the five most common mistakes we see—and how to fix them to keep the books clean, the CPA happy, and your stress levels low.
1️⃣ Letting Receipts Pile Up
If receipts are still sitting in a shoebox (or your inbox), it’s only a matter of time before something gets missed.
✅ Fix it:
Start using QuickBooks Online’s receipt capture or a mobile scanning app to upload receipts as you get them. Tag them to the right categories as you go.
2️⃣ Not Reconciling Accounts Regularly
If QuickBooks doesn’t match the bank statement, something’s off. Ignoring this can cause hours of cleanup work later.
✅ Fix it:
Reconcile checking, credit card, and savings accounts monthly. This helps you catch duplicate entries, missed charges, or uncategorized expenses.
3️⃣ Mixing Business and Personal Transactions
It happens all the time—someone uses a business card for a personal coffee run. But if you don’t mark it correctly, it throws off reports.
✅ Fix it:
Always flag non-business expenses as “owner draw” or “personal.” Set clear guidelines with your team and use separate accounts for business-only transactions.
4️⃣ Not Reviewing Financial Reports
Financial reports aren’t just for the CPA. They show whether the business is healthy—and give you the power to spot problems early.
✅ Fix it:
Learn how to run and read the Profit & Loss and Balance Sheet reports in QuickBooks. We’ll teach you what to look for and what each number means.
5️⃣ Trying to Do It All Alone
You weren’t hired to be a bookkeeper—but here you are, juggling invoices and expenses while managing the office.
✅ Fix it:
There’s no shame in asking for help. DBR can support you, clean up your QuickBooks, and even train you on best practices.
❓ FAQ
Q: What if I made a mistake last quarter?
A: It’s okay. QuickBooks can be cleaned up retroactively—just don’t wait too long.
Q: Can I learn bookkeeping without a finance background?
A: Absolutely. With the right guidance and tools, anyone can learn to manage the books with confidence.
Q: Should we hire a full-time bookkeeper?
A: Not necessarily. A ProAdvisor can help clean up and maintain your books without the cost of a full-time hire.
Q: Do I need to reconcile credit cards too?
A: Yes! Any account that moves money should be reconciled monthly.
📅 Feeling overwhelmed by your bookkeeping tasks?
Book a free call with Dr. Bryan Raya, QuickBooks ProAdvisor, and get expert support tailored to your role:
👉 https://calendly.com/dbrbookkeeping/30-minute-zoom-consultation-call
Let’s start Doing Business Right.
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