Mastering Bank Reconciliations (Without the Headache)

Bank reconciliations aren’t exactly anyone’s favorite thing. Most small business owners I know either dread them or leave them until the last minute—usually around tax time.

If that sounds like you, don’t worry. You’re definitely not alone.

To be honest, I don’t even look forward to doing my own bank reconciliation. I got into business to help others with theirs—not to do mine. That’s why one of my amazing team members handles our internal books—so I can focus on what I love most: helping other small businesses.

But here’s the truth:Bank reconciliations don’t have to be a giant, overwhelming chore.With a few simple tweaks and a consistent routine, they can actually be pretty manageable.

Think of It Like Your Rearview Mirror

Reconciling your bank account is like checking your rearview mirror. You’re making sure what’s behind you matches what you expect to see. If something’s off—a double charge, a missed deposit, or a sneaky subscription that never actually got canceled—you can catch it before it becomes a bigger (and more expensive) issue.

And when tax season rolls around, or you need to make confident cash flow decisions, having clean books makes life a whole lot easier.

Why We Avoid It (and How to Fix That)

We all tend to avoid things that feel:

• Confusing

• Time-consuming

• Boring

Bank reconciliations often hit the trifecta—so they get pushed off to “when there’s time.” Then, months go by and suddenly you’re wading through a backlog of transactions trying to figure out what that $132.84 charge was from a store you barely remember.

Here's How to Make Reconciliations Way More Doable:

1. Make It Monthly Pick one day each month and block off 30 minutes. That’s it.Treat it like brushing your teeth—just part of your routine.

2. Use Tools Accounting software like QuickBooks or Xero can automatically import your bank data. All you have to do is review and match.If you’re not comfortable connecting your bank directly, you can usually import transactions instead. Either way, it saves you time on data entry.

3. Flag Anything Weird Right Away If something looks off, research it and resolve it right away.Some transactions have a limited window to dispute. Watching your account monthly helps prevent fraud and ensures all your deposits landed where they should.

4. Keep Your Setup Simple Most businesses can operate just fine with one business checking account and one credit card.No matter how many accounts you have, reconcile each one monthly.

5. Keep Your Receipts Even just snapping a photo and saving it in a receipts folder can save you hours later when you're wondering what that $14 charge six months ago was for.

The Benefits Go Beyond Clean Books

When your accounts are reconciled, you:

• Spend less time panicking during tax season 

• Feel more confident about where your money’s going 

• Can actually trust the numbers in your reports

Bank reconciliations might never be fun, but they don’t have to be intimidating either. A little consistency goes a long way. And once you’ve got a rhythm down, it’s one less thing weighing on your mind.

Need Help?

If even thinking about monthly reconciliations gives you anxiety—please reach out.

Most of the team at Atlas Services (myself included—just not for my own bank account ) actually looks forward to the first week of the month. That’s when we get to focus on helping clients with reconciliations—and we’d love to help you, too.