5 Seasonal Tips for Summer-Ready Bookkeeping
Running a business in the summer means wearing a few extra hats, maybe a sunhat, but definitely the “who’s covering while I’m out?” hat.
With team vacations, changing routines, and a natural slowdown in pace, it’s easy for bookkeeping to take a back seat. But staying on top of your numbers doesn’t have to mean missing out on sunshine or stressing over spreadsheets from the cottage.
A little planning goes a long way.
Here are five practical ways to keep your books running smoothly while still making time for long weekends and iced coffee breaks.
Plan Payroll Around Staff Time Off
Summer shifts how (and when) people work, your team might be taking extra time off, and so might you. But, sadly, payroll doesn’t stop for sunshine.
Whether you're processing it yourself or working with a provider, gaps in coverage or timing issues can lead to delays, stress, or even penalties. A little planning can help payroll run itself, even while you're unplugged.
Here’s the fix:
Look ahead at upcoming vacation dates for your team (and for yourself)
Schedule payroll submissions in advance using your payroll provider’s automation features
Confirm there’s someone on your team (or your bookkeeper) who can handle payroll approvals if you're away
*Pro tip: Tools like Humi let you pre-schedule payroll even if you’re offline.
Check In on Your Cash Flow Forecast
Many businesses experience seasonal fluctuations in the summer: slower sales, delayed client payments, or surprise one-time expenses. If you’re not watching cash flow closely, it can creep up on you.
Checking in on your cash position now helps you stay proactive, not reactive, when things slow down or speed up unexpectedly.
Here's what to do:
Revisit your cash flow forecast and adjust for seasonal patterns
Build in a small buffer for late invoices or one-off summer expenses
Review your upcoming expenses for July and August. Ask yourself, can anything wait until fall?
Batch Your Invoicing Before Long Weekends
It’s easy to lose track of invoicing in the summer when your weeks are shorter, your schedule is packed, and you’re bouncing between work and well-earned downtime. But when invoicing slips, cash flow often follows.
Sending invoices in advance (especially before long weekends) can keep things moving smoothly while you’re out of office.
Here’s how to avoid the crunch:
Set a calendar reminder to send out invoices before holiday Fridays or Monday closures
Batch a few weeks’ worth of invoices in one go if you know you’ll be out of the office
Follow up early with clients who tend to pay on the slower side
Make Receipts Mobile-Friendly
Summer is prime time for on-the-go purchases: coffee runs, event supplies, travel, and client meet-ups.
But those paper receipts? They're notorious for disappearing into the depths of a glove box or beach tote.
Making it easy to capture receipts in real-time can save you hours of chasing things down later and keep your books tidy along the way.
Here’s how to stay ahead:
Encourage your team (and yourself!) to snap photos of receipts right away
Use a cloud-based system like Hubdoc to auto-categorize and store them
Set a weekly reminder to upload anything floating around in wallets or inboxes
Schedule a Mid-Summer Bookkeeping Check-In
With everything else going on, it’s easy to hit pause on your books until the fall. But a short check-in mid-summer can help catch small issues before they snowball into September. It’s a moment to regroup, tidy up, and make sure your numbers are still telling the story you want to hear.
Here’s your reminder:
Book a 30-minute meeting with your bookkeeper or set aside time for a solo review
Scan your accounts for anything odd or overdue
Make sure everything is reconciled and ready to go for Q3
Summer might bring a slower pace, but your business still deserves care and attention, even if it's just in bite-sized, well-timed check-ins.
By putting a few simple systems in place now, you can stay on top of your books without missing the season’s best moments. Whether you're working from the patio, taking a well-earned break, or juggling it all in between, know that small steps today can lead to smoother sailing come September.
And if you ever need a hand, we’re just a call (or iced coffee) away.