Hello,
I’m Elizna from Stillwaters Bookkeeping.

Running a small business in New Zealand is a little bit like juggling while walking uphill — exciting, challenging, and sometimes a bit exhausting. Between keeping clients happy, paying bills, managing staff (if you have them), and trying to actually grow your business, bookkeeping can easily be the thing that slips to the bottom of your to-do list.

And I get it. Numbers, reconciliations, GST returns — they’re not the most glamorous part of running your business. But here’s the thing: they are one of the most important. When your books are in order, everything else in your business feels lighter. You can see clearly where you stand, plan with confidence, and avoid those stressful “How did this happen?” moments.

I want to reassure you that keeping up with your accounts doesn’t have to be stressful, time-consuming, or overwhelming. With a simple monthly routine, you can stay on top of your finances and give yourself the clarity and confidence you need to make smart decisions.

As Proverbs 21:5 (KJV) reminds us:

> “The thoughts of the diligent tend only to plenteousness; but of every one that is hasty only to want.”

There’s a blessing in diligence. When we plan carefully and manage our resources well, we create stability, opportunity, and peace of mind. Bookkeeping may seem like a small act of diligence, but it’s one that can have a profound and lasting impact on the success of your business.

So, here’s a friendly, practical checklist I recommend for Kiwi – and any other small business owners. My aim is to make bookkeeping feel achievable, not like a mountain you have to climb every month.

Reconcile Your Bank Accounts
This is your financial reality check. Start each month by making sure your bank statements match your accounting records. Even a small mismatch — a payment missed here, a double entry there, or even a technology error not reading through from your bank to your accounting programme  — can snowball into bigger problems down the line.

Think of reconciliation like checking the foundations of your home. If the foundation is solid, everything else you build will stand stronger. If there’s a crack, you want to catch it early before it becomes a structural problem.

Practical tip: Set aside 20–30 minutes each week for the week to week transaction reconciliations. Use this time to investigate any differences — maybe a bank fee wasn’t recorded, a client payment hasn’t cleared, or an expense went through twice. Whatever it is, catching it now is far easier than unravelling months’ worth of mismatched records later.

Review Invoices and Payments
Your invoicing system is the lifeblood of your cash flow. Every month, make sure all invoices sent are properly recorded and that payments received are allocated correctly in your books.

It’s also the perfect time to check for overdue invoices. Chasing overdue payments can feel uncomfortable, but it doesn’t have to be pushy. A polite reminder email or a friendly phone call can often resolve it quickly. Many times, overdue payments are simply a result of someone forgetting or misplacing an invoice,  and they’ll be grateful for the nudge.

Luke 14:28 (KJV) says:
> “For which of you, intending to build a tower, sitteth not down first, and counteth the cost, whether he have sufficient to finish it?”

Tracking payments is part of “counting the cost” and making sure you have what you need to build your business steadily. Without accurate invoicing and payment records, you’re flying blind.

Practical tip: Automate as much as you can. Use accounting software that sends automatic reminders for overdue invoices and links directly to your bank feed so payments are matched quickly. 

Practical tip 2: If your clients get multiple invoices from you a month, request remittances on their payments, this will help ensure you reconcile in accordance to what their system shows paid, not just the invoice number but also the amount for that invoice . This will help you notice if an invoice was short paid or missed, giving you clear records to communicate with the client on the short or even overpayment.  

Track Expenses
Expense tracking is one of those tasks that’s easy to put off — but the longer you leave it, the harder it is to remember what each purchase was for.

This isn’t just about keeping receipts in a folder (although that’s important). It’s about building a clear picture of where your money is going. Are you spending more on software subscriptions than you thought? Is travel eating into your budget? Are there expenses you could cut without affecting your business?

When you track expenses accurately, you protect your GST reporting, ensure you claim everything you’re entitled to, and give yourself valuable insight into your spending habits.

Practical tip: Snap photos of receipts the moment you get them and upload them to your accounting software. Make it part of your daily habit, like checking your emails. And when you record these transactions, ensure you can claim the gst on it as not all places are GST registered. Always ask for the GST receipt no matter how big or small the transaction is,

Check GST and Tax Compliance
Taxes aren’t everyone’s favourite topic, but they are non-negotiable. Each month, check that your GST, PAYE (if you have staff), and other tax obligations are on track. That means reviewing your submissions, checking your numbers, and making sure you’re not leaving compliance to the last minute.

Proverbs 3:9-10 (KJV) says
> “Honour the LORD with thy substance, and with the first fruits of all thine increase: So shall thy barns be filled with plenty, and thy presses shall burst out with new wine.”

Part of honouring what we’ve been given is being honest and diligent in our recordkeeping. Staying on top of GST and taxes is an act of stewardship — it’s about managing your resources well and avoiding unnecessary penalties or stress. 

Practical tip: Don’t wait until the filing deadline to check your numbers. Make it part of your monthly checklist so there are no nasty surprises at the end of the quarter or year.

Update Your Records
This is your catch-all step. Take the time to ensure every single transaction is entered into your books, customer payments, supplier invoices, payroll runs, bank fees, loan repayments, and anything else that affects your finances.

The goal here isn’t just compliance. It’s having a clear, accurate picture of your business’s position at all times. When your records are up to date, you can make decisions with confidence — whether that’s hiring a new team member, investing in equipment, or adjusting your marketing spend.

Practical tip:
Accidentally paid for a business expense with your personal card, ensure you log this transaction in your accounting programme to ensure you claim all your business expenses. Block out one hour at the end of each month for a full records review. Treat it as a non-negotiable appointment with your business. 

Reflect and Pray
Running a business can be relentless. It’s easy to move from one task to the next without pausing to acknowledge what’s been achieved. That’s why I encourage you to take a few moments at the end of your monthly bookkeeping session to reflect, give thanks, and pray. This isn’t just about numbers; it’s about recognising that your business is part of a bigger plan.

Philippians 4:6 (KJV) says:
> “Be careful for nothing; but in every thing by prayer and supplication with thanksgiving let your requests be made known unto God.”

A short prayer can bring perspective, peace, and renewed focus. It’s a way of handing over the worries of the month and starting fresh.

By following this checklist, bookkeeping shifts from being a dreaded chore to becoming a valuable tool — one that gives you insight, confidence, and stability. You’ll start each month knowing exactly where you stand, what needs attention, and how you can move forward without fear of hidden problems.

Good bookkeeping is more than just keeping track of money. It’s about stewardship, diligence, and honouring the resources God has entrusted to you. When your accounts are in order, your business runs smoother, your decisions are sharper, and your stress levels drop.

So set aside that time each month, work through your checklist, and watch how a little consistency can bring a lot of peace to your business journey.

Love,
Elizna