I'm behind on my bookkeeping—where do I start?
First, know that you’re not alone. Most trades and construction business owners we talk to are behind on their books when they first reach out. You’ve been busy running jobs and keeping customers happy. The bookkeeping got pushed to the bottom of the list. That’s fixable.
Start by figuring out exactly how far behind you are. Open your accounting software (or check if you even have any) and look at when the last bank reconciliation was completed. That’s your real starting point. Everything after that date is what needs to get caught up. If you’ve never had bookkeeping done at all, your starting point is the day you opened your business bank account or the beginning of the current tax year, whichever makes more sense.
Next, gather your records. Pull bank statements and credit card statements for every month you’ve missed. Download them as PDFs and as CSV files if your bank allows it. Get any invoices you sent to customers, receipts for big purchases, payroll reports if you have employees, and 1099s from subcontractors. You don’t need every single receipt from Home Depot right now, but you need the statements that show the transactions.
Prioritize based on what’s most urgent. If you have a tax deadline coming up, focus on getting the books accurate enough to file. If you’re applying for a loan or bonding, the lender needs financials. If there’s no immediate deadline, work chronologically from the last clean month forward. Going month by month keeps things organized and lets you reconcile as you go rather than trying to sort through a year’s worth of transactions all at once.
Don’t try to make it perfect on the first pass. Get transactions categorized correctly, make sure all income is recorded, and reconcile each month’s bank and credit card balances. You can refine job costing and more detailed reporting once the basics are solid. Trying to do everything at once is how people get overwhelmed and quit halfway through.
If you’re more than three or four months behind, seriously consider getting professional help. Catch-up bookkeeping is a specific service designed for exactly this situation. Someone experienced with trades businesses can work through months of transactions much faster than you can because they know what to look for and how to categorize construction-related expenses correctly.
Going forward, the goal is to never get this far behind again. Even basic bookkeeping for trades businesses done monthly keeps your numbers current so you can actually make decisions based on real data. You’ll know what you’re making on jobs, what you owe in taxes, and whether you can afford that new truck. The cleanup is a one-time effort. Staying current is what changes how you run your business.
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More Questions
Do I issue a 1099 to an LLC?
It depends on how the LLC is taxed. You issue a 1099 to LLCs taxed as sole proprietorships or partnerships, but generally not to LLCs taxed as S-corps or C-corps. A W-9 from the payee tells you which situation you're dealing with.
Read answerWhat should I do if I get audited?
Read the notice carefully, don't contact the IRS yourself, and get a CPA or enrolled agent to represent you immediately. Gather only the specific documents requested and respond before the deadline.
Read answerHow do I read a profit and loss statement?
A profit and loss statement reads top to bottom. Revenue at the top, then cost of services, then operating expenses, with net profit at the bottom. Each section tells you something different about how your business is performing.
Read answerCan I use QuickBooks to track subcontractor payments?
Yes. QuickBooks Online handles subcontractor tracking well if you set up each sub as a 1099-eligible vendor, code payments to the right jobs, and collect W-9s before you pay anyone.
Read answerWhat are Section 179 deductions for equipment?
Section 179 lets you deduct the full purchase price of qualifying business equipment in the year you buy it instead of spreading the deduction over several years through depreciation. For contractors and trades businesses, this applies to trucks, trailers, tools, machinery, and more.
Read answerHow much does payroll processing cost for a small business?
Most small businesses pay between $40 and $200 per month for payroll processing, depending on employee count and how much of the work they handle themselves. The real cost depends on whether you use software or outsource it entirely.
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