Introduction
Trust is important in any business—but when it comes to your finances, trust should always be backed by verification. If you’re a small business owner who’s handed off accounting duties, that doesn’t mean you should take your eyes off the books. Building in checks and balances, regular reviews, and secure access protocols is key to protecting your bottom line.
1. Set Up Regular Check-Ins
Even if someone else is managing your books, make sure you’re part of the rhythm. Monthly financial reviews—whether it’s with your bookkeeper, accountant, or office manager—can help catch errors early and keep you in the loop on spending, invoicing, and revenue trends. These meetings don’t have to be long; just consistent.
2. Create Clear Checks and Balances
No one person should have complete control over your financial processes. Divide responsibilities where you can—someone can handle payments, someone else reconciles bank accounts, and you approve larger expenses. Even in a small shop, some separation of duties goes a long way toward preventing fraud or mistakes.
3. Maintain Shared Access to Key Accounts
This one’s big: no employee should be the only person with access to important financial platforms like your accounting software, payroll system, or bank account dashboards. Shared credentials should be stored in a secure password manager (not a sticky note under the keyboard), and any two-factor authentication should be tied to a business email or phone number—not someone’s personal one.
4. Review Who Has Access—And Why
Take stock of who has logins to what. If former employees still have access or if your current team is using personal emails to manage logins, it’s time for a cleanup. Access should be limited to those who truly need it, and any changes in roles or staffing should come with a prompt permissions review.
5. Don’t Let Passwords Become a Single Point of Failure
If your accountant or bookkeeper has all the passwords and you don’t, that’s a red flag. You should always know how to access your own systems—even if you don’t plan to log in every day. Tools like password managers can help keep credentials organized, share access securely, and make it easy to update passwords when needed.
Conclusion
Delegating your accounting is smart—but being hands-off doesn’t mean being in the dark. Stay connected, stay informed, and make sure your access and oversight are built into your business’s financial systems. A little structure now can save you from big headaches later.
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