If you’ve ever looked at your bank account, looked at your bookkeeping, and thought, “Why do these numbers NEVER match?” Welcome to the club.
Most photographers struggle with this at some point, and the reason usually comes down to one simple thing:
You’re not reconciling your photography business regularly.
Reconciling is one of the most overlooked habits in business finances, but it’s also one of the most important. Today, I’m breaking down what reconciling actually is, why it matters, and five simple tips to get started.
What Is Reconciling (In Simple Terms)?
Reconciling is the process of comparing what happened in real life (your bank account or credit card) with what’s recorded in your bookkeeping system.
If your bank shows a payment from a client and your books also show the same payment, that’s reconciled.
If your bank shows a charge you forgot to record… not reconciled.
Think of reconciling as your monthly “truth check.” It ensures your books reflect reality so you can make decisions confidently.
Why Reconciling Your Photography Business Matters
Reconciling your photography business does more than tidy up your bookkeeping. It:
✔ Ensures your income totals are accurate
✔ Helps you catch missing or duplicated expenses
✔ Makes tax season smoother and less stressful
✔ Protects you during an audit by showing accurate records
When your books match your bank account, everything becomes easier. Pricing, planning, budgeting, and tax prep.
What Happens If You Don’t Reconcile?
Skipping reconciliation leads to:
• Incorrect income
• Missed deductions
• Paying more in taxes
• Messy books that don’t reflect reality
• Stress during tax season when everything finally catches up
If you’re tracking income manually in a spreadsheet or CRM, reconciling becomes even more essential.
5 Tips to Make Reconciling Easy
1. Reconcile Monthly
Put it on your calendar and treat it like a CEO day.
2. Keep Everything in One System
Whether you use QuickBooks, Wave, or a spreadsheet, consistency is key.
3. Keep Receipts + Notes
A quick photo of a receipt can save you during reconciliation.
4. Separate Business + Personal Accounts
This one step makes reconciliation 10x easier.
5. Don’t Wait Until Tax Time
Monthly reconciling = way less overwhelm.
Your Next Step: Join the Free Masterclass
If reconciling still feels intimidating, don’t worry. I’ve got something that helps.
Check out my free masterclass:
Maximizing Your Tax Deductions as a Photographer: Keep More of What You Earn.
You’ll learn five essential deductions every photographer should know. Explained in simple, non-intimidating language.
XOXO ~ Heather
Few things make me more excited than getting the chance to help another photographer prepare for an easier tax season (and keep more of their hard-earned income! So, don’t forget to sign up for my free class — Maximizing Your Tax Deductions as a Photographer.
Give me an hour of your time, and I can show you:
➡️How to reduce your tax liability and improve your cash flow with tax deductions.
➡️The 5 key deductions every photographer needs to know about (and should probably be using).
➡️What qualifies for these deductions, and what doesn’t.
➡️How to calculate the deductions that aren’t simple and straightforward.
Last year I cut my taxable income by $12,817 just by utilizing the 5 key deductions I’m going to be sharing with you, so this is a class you won’t want to miss!
Let’s Prep for Tax Season – Together
Keep more of what you make inside of your business with these 5 key deductions for photographers. I’m sharing all inside of my free class — Maximizing Your Tax Deductions as a Photographer!
Make tracking your numbers easy with my Tax Prep Spreadsheet and ensure that tax season is a breeze.
Transform your passion into a thriving business and unlock success for your photography business with my free guide to setting goals for the first year of your photography business.
Mastering your business taxes starts with understanding the different tax categories. Grab my free tax category guide to take the first step towards stress-free taxes today.
Want taxes to suck less? Learn how to correctly prepare your taxes for your accountant with the Photographer Tax Course – and say hello to a confident and calm tax season!
Don’t know what you don’t know? You’re just 90 minutes from a custom tax prep system with my 1:1 Tax Prep Mentoring sessions!
More Helpful Tips for Photographers:
Best Practices for Using PayPal & Venmo in Your Photography Business
The Preferred List Podcast with Heather Marie Photography
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