How Your Accounting Team's Actions Impact Your Bottom Line: A Profitable Approach to Closing the Books
As a business owner, you understand the crucial role of your accounting team. But have you considered how the timing and efficiency of closing your books can directly impact your bottom line? Shifting from merely wrapping up financials to proactive planning can set your business up for greater financial success.
What Does "Closing the Books" Really Mean?
Closing the books goes beyond logging transactions and matching receipts; it's about ensuring every revenue and expense is recognized in the correct accounting period. This includes accurately recording accruals—expenses incurred but not yet paid and revenue earned but not yet collected—so your financial statements provide a complete and accurate picture of your business’s financial health. Failing to accurately record accruals during the month-end close can distort financial statements, leading to overstated profits or understated liabilities.
The process involves reconciling accounts, reviewing receivables and payables, and preparing financial statements like the income statement and balance sheet. When done right, closing the books offers a precise financial snapshot that lays the groundwork for future plans.
Why Timing Matters
While many businesses aim to close their books by the 10th of the month—often due to waiting on vendor invoices—we recommend closing as early as possible. Early closure gives you access to real-time financial data, enabling better decision-making and strategic planning. This proactive approach shifts your focus from past performance to future opportunities, allowing your team to respond swiftly to changes and capitalize on new prospects. By doing so, your financial controller can focus on forward-looking strategies that shape your business's future and drive growth.
Key Questions to Evaluate Your Process:
Are all sales and expenses recorded in the correct month, or only when payments are made? Properly timing your transactions ensures a more accurate view of your business’s performance.
Do your customer payments align with what’s reflected as receivables? Matching these records helps you manage cash flow and avoid surprises.
Does the balance in your accounting software match your actual bank balance? Discrepancies between your books and bank account can signal cash flow issues.
Have you accounted for all necessary accruals, such as unpaid salaries, utilities, and rent? Accrual accounting works by recording income and expenses when they are earned or incurred, rather than when cash changes hands.
For example, if you complete a service in September but don’t get paid until October, accrual accounting still records the income in September because that’s when you earned it. Similarly, if you receive an invoice for a service in September but pay it in October, the expense is recorded in September because that’s when the cost was incurred.
Are you reconciling your accounts regularly to maintain financial accuracy? Regular reconciliations help prevent errors and ensure reliable financial data for decision-making.
The Risks of Delayed or Inaccurate Closes
When businesses delay or inaccurately close their books, they risk facing a range of issues—from tax penalties to cash flow crises. Accruals not recorded on time can lead to overstated profits, causing tax overpayments or missed opportunities for reinvestment. Likewise, failing to accrue for expenses can mask liabilities, leading to potential financial instability. Timely and accurate closes help identify potential issues early and provide stakeholders with reliable data to guide future decisions.
The Power of Looking Forward
Accurate transaction recording, especially of accruals, is essential, but the real advantage lies in using that data for future planning. Your accounting team may not be equipped with looking forward. That's where a financial controller comes in. By ensuring accuracy on your accrued expenses and revenues, your financial controller can offer a more reliable snapshot of the business’s financial position, enabling precise forecasting and budgeting.
A financial controller bridges the gap between historical data and future planning, turning raw financial information into actionable strategies. This forward-thinking approach helps guide decisions on cash flow management, budgeting, and long-term forecasting, ensuring your business is ahead of the curve.
Let Us Help You Rethink Your Accounting Strategy
Rather than viewing the closing process as a routine task, consider it a pivotal step toward future success. Encourage your accounting team to close the books early and involve a skilled financial controller to pivot from past analysis to future planning. This approach will enhance your business’s agility and readiness to achieve its goals.
If you have an accounting team but lack that strategic, forward-looking perspective, it might be time to engage a financial controller. At Oracle Profitability, we can help transform your accounting practices into a strategic asset. Whether you need a full-time financial controller or part-time expertise, we’re here to support you.
Contact us today to learn more about how we can help you close the books efficiently and plan for a prosperous future!