A Day in the Life of a Bookkeeper: Behind the Numbers (with my Time Management Hacks)
People often imagine a bookkeeper’s day as a peaceful, primarily boring world of numbers and spreadsheets. The reality is more a mix of detective work, interruptions, and necessary time management hacks. Things can get messy handling client finances, organizing my business, and life in general. I’ve had to master the art of time management (successfully most days) with a few trusty apps and some tried-and-true tricks that help keep me on track. Coffee fuels my morning. Sanity is often elusive. But balance is the objective. Let me take you on a behind-the-scenes tour of my day as a bookkeeper and small business owner.
5:30 AM: Early Start – Prep Time
It’s still dark out, and the world is quiet—perfect for getting a head start on the day. I grab coffee and organize my day using both my analog and digital calendars and a few organizational apps. I need analog, something visual that I can physically touch and check off. And digital, something I can manipulate and view across devices, with built-in reminders and always where I need it – on my phone or laptop.
Google Calendar: It’s simple, synced across all my devices, and I love that I can color-code my entire day. Clients are one color, personal tasks another, and I block out sections for each major task. My rule is to schedule everything—even the little things—because it helps balance my time (and my brain can’t keep track on its own). I triplicate whatever I added on Google to my analog calendars (also color-coded). I used to use Outlook, but I find Google Calendar more user-friendly.
By 6:30 AM, I’ve mapped out the day, prioritized urgent tasks, and set reminders for client calls and meetings. No matter what comes up, my system keeps me on track.
7:30 AM: Deep Dive into Bookkeeping
This is when real work begins—bank reconciliations, financial reports, invoicing… you name it. I focus best in the early morning hours, so I use time blocking to schedule uninterrupted work.
What is Time Blocking?
I try to dedicate specific chunks of time to focus on one type of work, usually an hour or more. For example, from 7:30 AM to 9:00 AM, I might only focus on reconciling accounts or processing payroll for a client. It could even be breakfast with a client or a Business Association meeting. No distractions, just that one thing. This method keeps me productive and helps prevent the overwhelm that comes with bouncing between different tasks all day. It’s not perfect; there’s always a curveball, but it’s okay. I figure it out and get back to work.
9:00 AM: The Multitasking Zone—And Mid-Morning Interruptions
Mornings between 9:00 AM and 11:00 AM can be a bit of a juggling act. Client meetings, texts pouring in for a last-minute task, and focused bookkeeping entries. Not to mention the other hats I wear, such as chairing a nonprofit and my own business’s responsibilities, this is when I need to lean heavily on time management tricks.
Pomodoro Technique: This is a time management method that breaks work into short, focused bursts (usually 25 minutes), followed by a 5-minute break (when I usually check emails, post to FB or Instagram, and let Munchkin outside or give her a quick belly rub). I use my clock, but you can use a timer. When I’m not in a meeting, it helps me stay focused. It’s surprisingly effective for keeping me on task because 25 minutes is a manageable block of focus—and usually lasts longer. I’m not a stickler for time, so 25 minutes can become an hour if I’m in a good groove. It’s more of a mentality to keep me focused. This chunk of time = this task, then you’re done. Take a break and move on to the next task.
11:00 AM: Client Calls, more Meetings—Back-to-Back
Midday is all about clients. I try to schedule all calls after the morning rush. During these calls, I review financial statements, answer questions, and often troubleshoot last-minute surprises (Detective Chrissy to the rescue). Some days, I have multiple clients, and others, just one. Otherwise, I have scheduled in-person meetings. When no meetings are scheduled, I (do a happy dance) use the Pomodoro Technique to do whatever is on my never-ending task list.
In Meetings
Time focus is essential for meetings because a client visit can eat into my day if I’m not careful. I love chatting with my clients. To keep things organized, I make sure to:
Use a notebook for meeting notes: I take notes for everything. Each client has their own paper notebook that I use during a call or in-person meeting. I then add those notes and to-dos directly into a client One Note, or whatever works for you.
Set timers: I limit calls to a strict time limit—usually 30 minutes—and meetings to no longer than three hours (after three hours of focused finance, most of us are zombies). Calls are usually just check-ins, whereas in-person meetings are usually more in-depth.
To-Dos: I schedule my follow-up tasks immediately after the meeting. Whether I’m adding a task to my calendar and setting a reminder on my phone or setting up a timeline for completing projects, it's usually all of the above; it’s a foolproof way to avoid forgetting a task.
3:00 PM: Afternoon Break—Switching Gears
Around 3:00 PM, I step away from work for a short break. Usually, my daughter arrives home from school, so I might grab a snack with her to catch up on her day while we give some attention to our furry family members. This break also helps me clear my head, allowing me to refocus for the day's final stretch, especially after hours of reviewing numbers and reports.
3:30 PM: The Final Push—Last-Minute Tasks
The last chunk of the day is all about tying up loose ends. I review any pending invoices, send financial reports, and ensure my to-do lists are in good shape for the days ahead.
During this time, I use:
Notes (on Apple): This app is a lifesaver for jotting down quick ideas or tasks that pop into my head. Whether it’s a reminder to follow up with a client or a note about an idea for my blog, I can jot it down quickly on my phone, and it syncs across my devices. I know Google Keep is a similar app, if you have a different device.
Paper Notebook: I keep my own notebook and one for each client to jot down ideas and to-dos, which I make sure to date. I look through notebooks daily to ensure I didn’t miss anything.
Analog Calendar: Despite all my apps, I still need the good old-fashioned paper calendar and planner, which I duplicate (one desk calendar and one for on-the-go). I use my analog calendars for specific appointments and events and write down my weekly tasks, goals, and long-term projects. Something about physically checking off a task feels way more satisfying. I ensure all calendars are synched and look through the next few days to get an idea of what’s coming.
4:00 PM: Wrapping Up—And Time to Shift Focus
By 4:00 PM, I’m wrapping up my workday. The devices go off at 4:30. If needed, I quickly jot down a list of items to follow up with the next day that I need to purge from my brain (maybe a phone call I need to make or a personal follow-up that I forgot to schedule – my brain tends to race through thoughts before truly clocking out – or clocking in). And I mentally shift gears. This is when I start prepping dinner and settle into family mode. While work is important, family is my true priority, and having a well-organized schedule helps me transition from one role to the next seamlessly (usually). If something crosses my mind, I add it to my notebook or digitally to Notes to look at the next day.
My Top Time Management Tools & Tips
To wrap things up, here’s a recap of the apps and strategies that keep me organized and (mostly) stress-free:
Google Calendar (or Outlook for some): It keeps my day color-coded and scheduled down to the minute, with set reminders—whether it’s a client meeting, a blog post, or dinner out with friends.
Pomodoro Technique: 25 minutes followed by a 5-minute break. Helps break tasks into manageable chunks.
Notes or Google Keep: Quick note-taking on the go for random thoughts and reminders.
OneNote: A digital notebook that helps you organize information all in one place.
Grammarly: For all of my writing. It saves time, so I don’t need to spend it editing.
Paper Notebook: Keeps a record of all calls, tasks, thoughts, and specific needs – like item #s or referrals from [who?] – even dates that you had these conversations - captures info in the moment (on a call, during a meeting).
Paper Calendar/Planner: Weekly appointments, tasks, and goals - plus a satisfying way to physically check off tasks.
I juggle my business and clients’ needs without losing my mind (again, most days) using this combination of digital tools, time-blocking, and a few analog touches. Hope it helps!
Also, I should have titled this "How to manage time like a teacher" because all of my skills were honed in education.
I am constantly trying NOT to run over my Frenchie while I work. She likes to park herself right at the wheel of my chair.
