#12 How Often You Should Be Looking at Your Numbers (And What to Look At)

#12 – How Often You Should Be Looking at Your Numbers (And What to Look At)

If you’re only looking at your numbers when GST is due or your bank account feels tight… you’re already behind.

In this episode, Amanda breaks down a simple, no-BS way to stay on top of your business numbers — without spreadsheets, stress, or spending hours on it.

This isn’t about becoming an accountant.

It’s about knowing what’s actually going on in your business so you can make better decisions.

What You’ll Learn

• How often you should actually be checking your numbers (and why weekly is the sweet spot)
• The 4 key numbers every tradie should look at each week
• Why your bank balance alone doesn’t tell the full story
• How poor visibility leads to cash flow stress (even when you’re busy)
• What to review monthly to stay in control of your business

The 4 Numbers to Check Weekly

Keep it simple — this should take you 10–15 minutes max:

1. Bank Balance
2. Know what’s in the account, what’s going out, and what’s coming in
3. Accounts Receivable (Who Owes You Money)
4. Check overdue invoices and follow up early
5. Accounts Payable (What You Owe)
6. Stay on top of supplier bills and use your payment terms properly
7. Job Costing
8. Review completed jobs — did you actually make money?

Monthly Check-In (30 mins)

Once a month, zoom out slightly:

• Profit & Loss
• Revenue for the month
• Biggest expenses
• Any patterns or issues showing up

You’re not analysing — you’re just asking:

“Did we actually make money?”

Key Takeaway

You don’t need complicated reports.

You just need regular visibility.

A simple 10-minute weekly check can:

• Reduce stress
• Improve cash flow
• Help you make better decisions
• Catch problems early

Action Step

Pick one day this week (Friday or Monday works well).

Block out 10–15 minutes and check:

• Bank balance
• Receivables
• Bills
• Job costing

That’s it. Start there.

Work With Virtual Coastie

If your numbers feel messy, unclear, or just hard to stay on top of — this is exactly what we help tradies with every day.

Monthly Admin & Bookkeeping Support

Stay on top of invoicing, cash flow, payroll, and day-to-day admin

Fergus Setup & Implementation

Get your job management system set up properly so it actually works

Fergus Power Hour

One-off session to fix issues, review your setup, or get answers fast

👉 Learn more: www.virtualcoastie.co.nz