5 Best Bookkeeper Hacks

B&J Bookkeeping & Taxes are experts in accounting and bookkeeping and have picked many tricks over the years. They are all designed to save you time and money. To help share experiences, we will share these 5 best bookkeeper hacks.

1. Set Up Alerts

This is one of the greatest options of the digital age. Setting up alerts on your accounts can help you track expenses, spot unauthorized use, and avoid overdrafts. You may already have the apps on your phone. These often allow you to set custom notifications for your bank accounts, credit cards, and even utility usage. A few notifications we recommend setting up include:

Credit or debit card expenses over a certain dollar amount.
If and when your spending for the month goes over a set limit.
If and when your account balance goes under a set limit.
Expenses charged outside your local area.
You can even set some accounts to go into higher level of security. You will get more notifications, but it can be worth it.

Of course, not all accounts and apps have all the options but be sure to take advantage of them.

Did you know? Approximately 150 million Americans will experience credit card fraud in 2026 that is expected to cost $12.5 billion? Source: Merchant Cost Consulting

2. Use The Highest Level Security

We all hate using the two factor authentication every time you login. However, some of these are worth it. These protocols often work by detecting that someone is accessing your account from a different device than normal and will require you to confirm your identity via email and/or phone. This is not absolutely necessary for “small time” accounts such as fast food, music sites, or any other vendor that does not have your credit card information on file. It is a must for any type of bank, credit card, or other vital account.

3. Find the Right Bookkeeping Tool and Use It

You are probably already familiar with several types of bookkeeping tools from the free to the monthly subscription and even a few AI options. Unfortunately, there isn’t one that is best for everyone. We recommend you give a few a try and look for the options you need. In fact, you may want to try them out side by side in order to use the one you are most comfortable with.

4. Take Pictures of Everything

Ever since the phone became a high quality camera, it is now an impressive record keeping machine. Start by taking a picture of every business receipt you come into contact with. You can use an app to keep track of them all or organize them yourself. Take pictures of your business property, vehicles, interior, and even devices such as your computer, laptop, printers, etc. Be sure to back up your images both on a device and external hard drive or thumb drive. Best of all, you will have a date and can make notes in the image for what the expense was for or make/model/etc of your property.

5. Look Over Your Statements

Even those of you who have a bookkeeper should do this to see where your money is going. Be sure to keep an eye on recurring expenses to confirm they are legitimate and consistent. Also look for any double charges or missed charges, as they can also be an issue. Have an inbox full of statements you can’t get to? Switch to paper statements if that helps you get it done.