Q4 Bookkeeping: The Calm Before the Year-End Storm
If you run a small business, Q4 can feel like the Super Bowl of “things that need doing.” Between holiday sales, year-end planning, and remembering to eat something other than coffee, it’s easy to let the behind-the-scenes stuff slide.
But here’s the truth: the best year-end prep isn’t about tackling everything at once — it’s about knocking out the practical stuff that’ll come back to haunt you if ignored.
Think of this as your anti-chaos checklist: a few smart moves that make December a whole lot calmer.
1. W-9s and Contractor Payments
Nothing says “festive season” like chasing down W-9s in January (said no one ever). Even with digital tools making payments easier, plenty of small businesses still use Zelle or Venmo to pay contractors — which means those records need to be squared up before 1099 season.
✅ Collect all missing W-9s now.
✅ Reconcile contractor payments while you still remember who “Design Guy Greg” is.
Your future self will thank you when tax time rolls around.
2. Budget Reviews: The Reality Check
Run your budget-to-actuals report and take a hard look at where the money went. You might be surprised (and possibly horrified).
If you’re overspending before the holiday rush, now’s your moment to rein it in. And if you’re under budget — congrats, you’ve earned the right to invest a little extra in something strategic, like marketing or staffing.
A mid-Q4 financial check-in keeps your year-end from becoming a guessing game.
3. Inventory Reconciliation: Matching the Books to the Shelves (and the Holiday Rush)
Ever had your books say you’ve got 50 units, but your shelf says… 12? That’s not just an accounting problem — that’s a holiday sales disaster waiting to happen.
Before the busy season hits, take time to reconcile your inventory. Make sure what’s in your system actually matches what’s in stock, and double-check that your point-of-sale (POS) and accounting integrations are talking nicely to each other.
The holidays can make small inventory issues snowball — fast. Between flash sales, bundled promotions, and higher customer demand, it’s easy for counts and costs to get messy. Tightening up your records now means fewer headaches when orders start flying in and your CPA asks why your COGS just doubled overnight.
Accurate inventory = smoother sales, better forecasting, and a lot fewer “where did it all go?” moments come January.
4. Holiday Prep: Not Just Tinsel and Payroll
Before the holiday chaos kicks in, confirm your staffing schedules, payroll dates, and even your return policies.
Oh — and take a look at your marketing spend. If your ROI isn’t lining up, now’s the time to tweak campaigns before they go live. A little strategy now means fewer “why did we spend that much on boosted posts?” moments later.
5. Vendor Compliance: Double-Check the Details
No one wants to discover in mid-December that a vendor’s insurance lapsed or a contract expired. Review your agreements and make sure everything’s current.
It’s not thrilling — but “boring and complete” beats “exciting and problematic” any day of the week.
6. Accounts Receivable: Clear the Decks
Let’s be honest — no one likes chasing unpaid invoices during the holidays. Review your accounts receivable now, follow up on overdue payments, and clear up old balances.
Cash flow is king, and nothing says “holiday spirit” like a few extra payments hitting your bank before year-end.
7. Subscription Audit: Trim the Fat
Remember that software trial you meant to cancel six months ago? It’s still charging you.
Take 20 minutes to review your recurring subscriptions — you’ll likely find unused apps, double-billed services, or tools that no one remembers signing up for. Those small monthly charges add up fast.
Wrapping It Up (Pun Intended)
These tasks aren’t flashy. You won’t be bragging about “W-9 reconciliation” at your next networking event. But they will make the difference between a calm, organized December and a caffeine-fueled scramble.
Tackle the practical stuff now — so you can actually enjoy the holidays, close your books with confidence, and start the new year on solid ground.
Because when January rolls around, “I’m so glad I handled that early” always feels better than “how did I forget that again?”
At TimberWolf Accounting & Analytics, we help small businesses stay resilient during times of uncertainty with real financial insight and proactive support.
📅 Need a financial check-up or cash flow stress test?
Schedule a consultation today and make sure your business is ready for whatever comes next.
