Katie | KStudio

Payroll & accounting know-how meets practical AI. Tools & workflows for U.S. small business.
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[Katie | KStudio @kstudiobykatie]

Two spreadsheets can match on the total and still disagree on the details.

I build practical tools, websites and workflows for U.S. small businesses, and I check the work like an auditor would.

Try the free reconciliation sample (fictional data) and see what it catches 👇
https://t.co/DyLagsuLZB

[Katie | KStudio @kstudiobykatie]

@ABCNational Payroll gets targeted a lot on that front. An email asking to switch someone's direct deposit to a new account deserves a phone call to that employee before anyone makes the change.

[Katie | KStudio @kstudiobykatie]

@ISFunnels Labor tends to drift the most, and it shows up in payroll before anyone pulls a job report. Having crews code their hours to a job on the timecard each week makes the estimated versus actual comparison much easier to trust.

[Katie | KStudio @kstudiobykatie]

@sweatystartup For a small employer, the reserve that matters most is enough to cover a few payrolls. Rent and vendors can sometimes wait a week, but people expect their paycheck on payday.

[Katie | KStudio @kstudiobykatie]

@Will_Schryver Royalties and the ad fund usually come off gross sales, so they get paid before the techs, the trucks or the owner. Running the numbers on a slow month, and not only the average one, tells you a lot about whether the deal works.

[Katie | KStudio @kstudiobykatie]

@KyleMau Payroll is often the first thing to stall in that test, because the founder is the only one with approval rights. Setting up a second approver is a small job, and it means nobody's paycheck depends on one person being reachable.

[Katie | KStudio @kstudiobykatie]

@KyleMau Writing the task list first also tells you what kind of help you need. A lot of what gets called admin work turns out to be invoicing and matching payments, and that goes better with someone who has done bookkeeping before.

[Katie | KStudio @kstudiobykatie]

@GuerrinoLu81246 Mostly my own. Off-the-shelf software handles the common stuff fine, but the checks that matter tend to depend on how one particular business runs its payroll or billing.

[Katie | KStudio @kstudiobykatie]

Two spreadsheets I'd want before year end.

One tracks what customers still owe you, including payment plans. The other checks a pay run before you submit it.

They come together as a bundle, and both work offline in Excel or Google Sheets.

#SmallBusiness #Bookkeeping #Payroll

[Katie | KStudio @kstudiobykatie]

Studio Billing Reconciler, $31. Paste in your member list, software export, payouts and bank deposits, and 12 checks flag what slipped through. Works offline in Excel or Google Sheets: https://t.co/I2cJWGoIfu

[Katie | KStudio @kstudiobykatie]

Gym and studio owners: when was the last time someone checked member billing against what actually hit the bank?

Duplicate charges, members billed during a freeze, and payouts that never land are easy to miss when the software says everything ran.

#GymOwner #FitnessBusiness #SmallBusiness

[Katie | KStudio @kstudiobykatie]

@Colonel_Keez Worth tracking what ClassPass actually pays per visit against your drop-in rate and what a member pays per visit. Also watch whether any regular members switch over to ClassPass during those 90 days. That number usually decides it.

[Katie | KStudio @kstudiobykatie]

'Who still owes money' is the question most gym owners can't answer quickly. The software often shows a charge as attempted when the processor declined it and nobody retried. Checking declines against the payout report every week catches most of them before they turn into a three-month balance.

[Katie | KStudio @kstudiobykatie]

@elitefts Payroll is usually the biggest line after rent, and it's the one that gets checked the least. Comparing each pay run to the last one before approving it catches the overtime nobody planned and the coach still getting paid after they left.

[Katie | KStudio @kstudiobykatie]

@ISFunnels Retainage makes it worse on a lot of commercial work. Payroll goes out every week at full cost while 5 to 10 percent of each billing sits with the GC until closeout.

[Katie | KStudio @kstudiobykatie]

@Will_Schryver The hiring in stage one is usually where cash gets tight first. A new tech costs well past the wage once payroll taxes, workers' comp and drive time are added, and that hits before the extra revenue does.

[Katie | KStudio @kstudiobykatie]

@ENRnews Work spread over 11 states means a lot of crews crossing state lines. Logging which days each person worked in which state as it happens saves a painful W-2 cleanup in January.

[Katie | KStudio @kstudiobykatie]

@Codie_Sanchez @hubermanlab Clean books make that a lot easier. When the numbers from a bad year are accurate, you can see which jobs or months caused the loss instead of carrying around a vague sense that you failed.

[Katie | KStudio @kstudiobykatie]

@KyleMau Collections work the same way. A short list of who owes what, looked at every Friday, does more than an aging report nobody opens.

[Katie | KStudio @kstudiobykatie]

@KyleMau Payroll approval tends to stay with the owner no matter how much else gets handed off. It's worth keeping, too, since that's where a wrong rate or a duplicate check gets caught.

[Katie | KStudio @kstudiobykatie]

@GuerrinoLu81246 I'd rather not single one out. The first ones to go are usually tools that add a step to a process instead of taking one away.

[Katie | KStudio @kstudiobykatie]

@ENRnews Delays like that tend to scatter crews across other jobs for a while. That's when hours get coded to the wrong project, so it helps to tighten up job codes on timesheets before everyone moves back.