5 Real Tasks Small Business Owners Need Help With in Q4

The last few months of the year tend to move fast. Between holiday plans, customer traffic, employee schedules, and closing out the books, things get busy. For many business owners, Q4 feels like a constant juggling act. That’s where having a small business bookkeeper can really make things easier. As we reach the tail end of the year, there are a handful of important tasks that often get set aside but really need attention before January rolls around.

We’ve pulled together five real areas where support can help lighten the load. If you're running a business in New York or anywhere with year-end deadlines, these are the moments where the right help behind the scenes can make everything else feel more manageable.

Catching Up on Backlogged Expenses and Receipts

Summer tends to be a blur, and once fall hits, it can be tough to find time to go back and tidy up. That’s why Q4 is the right time to start sorting through any old expenses or piles of saved-up receipts. The further away we get from a transaction, the trickier it gets to remember what something was for or where to place it.

• Old receipts can get lost or fade, so this is the best window to scan and save them digitally

• Uncategorized transactions can affect how we track spending or claim deductions

• Cleaning things up now reduces stress when tax deadlines get closer

We’ve seen how much cleaner year-end reports look when these tasks don’t get pushed to the last minute. Catching up on these details takes time, but they have a big effect on how accurate the books are going into the new year.

Totally Booked offers support with ongoing and catch-up bookkeeping, so old receipts and expense categories get handled before they become a headache later.

Preparing for Year-End Payroll and Bonuses

Holidays come with extra payments for a lot of businesses. Whether you give out bonuses, holiday pay, or work with part-time seasonal staff, these payroll details matter. A mistake in November can create problems in January, especially when it shows up on W-2s or causes a delay with tax forms.

• Year-end paychecks often need adjustments your regular payroll might not cover

• Owners may forget about updated tax rules around bonuses or benefit differences

• Bonuses need to be timed correctly to stay on track with tax reporting

We always recommend reviewing payroll reports ahead of time so there’s no last-minute scramble or missed steps. Having someone double-check totals, taxes, and payout schedules can catch issues early while there’s still time to fix them.

Bookkeepers at Totally Booked help small business owners handle payroll and special payments, using integrated solutions like QuickBooks Online Payroll for accurate processing.

Reviewing Financial Reports Before Tax Prep Starts

Most people wait until January to start thinking about taxes. But a little prep in December can go a long way. When reports are reviewed early, it’s easier to fix small issues and make sure all the books are in good shape ahead of time.

• Monthly or quarterly reports show trends that can help with planning

• Missing transactions stand out more in advance than during the filing rush

• Spotting issues now helps avoid delays with taxes or bank reporting

A small business bookkeeper can help flag missing income, incorrect categories, or unpaid invoices before they turn into larger delays. It’s a lot easier to fix things when they’re fresh instead of trying to sort everything out under a deadline.

Tagging Seasonal Sales and Planning for Inventory

This time of year tends to bring in a lot of short-term revenue. Businesses might sell gift cards, run holiday sales, or launch special items. While these boosts are great, they also add some complexity to tracking income and inventory.

• Holiday sales often come from different channels that need to be tagged separately

• Gift purchases can cross financial periods, affecting January budgets

• Restocking too early after the holidays can tie up cash

If we track these details clearly, it helps when planning for the next year. It’s easier to spot what worked, what to invest in again, and how much inventory to keep going forward. Accurate records now can lead to smarter choices in the spring.

Totally Booked offers services that include tracking and reconciling sales across multiple platforms, making it straightforward for business owners to keep inventory and income clear during seasonal spikes.

Organizing 1099 Prep and Gathering Vendor Details

Independent contractors don’t always follow the same payroll process as employees. But if you’ve paid someone more than a certain amount during the year, that info needs to be reported. Q4 is the best time to pull all that together so there’s no January scramble.

• Some vendor addresses or tax IDs might have changed and need updates

• Payments might have been missed or recorded under the wrong name

• Getting forms ready early can help vendors stay on track with their taxes too

Doing this now gives us time to ask for missing info and fill any gaps. Once January hits, delays in this area tend to push everything else behind.

Staying Smooth Into the New Year

Trying to juggle all of this solo can make the final months of the year feel even more packed. That’s why handing off the right tasks at the right time matters. Whether it’s cleaning up old expenses or double-checking payroll forms, we know the peace of mind that comes with having things covered.

Getting these five jobs off your plate helps you breathe a little easier, especially when so much else is happening. Ending Q4 with clean books and fewer surprises sets you up for a smoother start when January arrives.

Keeping up with year-end bookkeeping can feel overwhelming, but we’re here to help keep your business running smoothly. From organizing old records to reviewing payroll and vendor information, we understand how valuable steady support is during Q4. Whether you’re based in NY, USA, or working remotely, having a small business bookkeeper can make a big difference. At Totally Booked, we’ll handle the details so you can stay focused on what matters most, your business. Reach out today to get started.