A recommended monthly workflow: bank import, report check, accountant send, tax set-aside

Monthly finance routine

The Finances module really pays off when you have a repeating monthly routine. The 5 steps below take 30 minutes and guarantee you know where you stand at every month end.

The routine

1. Month start, recurring check (5 min)

Finances → Recurring tab.

Scan the list, is everything there? (rent, accountant, insurance, subscriptions)
New recurring cost? Add it.
Cancelled something? Delete it.

2. During the month, off-cash expenses (5-10 min total)

When a non-routine expense comes up (supply order, book, equipment repair), record it on the Cash Register Expense button. Or wait for step 4.

3. End of month, bank statement import (10 min)

Finances → Bank Import tab.

Download netbank statement (CSV).
Upload to Bookinda.
AI categorizes.
Scan the table, fix AI mistakes.
Confirm (Record X expenses).

4. Overview check (5 min)

Finances → Overview tab.

Glance at KPIs: revenue, expenses, profit, margin %.
Numbers make sense? If something is glaringly wrong (e.g., absurdly low profit), check the category chart, find the cause.
Anything off, fix (e.g., duplicate bank-import-and-recurring, delete one).

5. Tax tracker view and export (5 min)

Finances → Tax Tracker tab.

How much is the next payment?
How much already set aside? If low, move money to savings.
Finances → Export tab. Previous month, your accountant's preferred format. Download. Email to accountant (or however you usually communicate).

Total time

Month start: 5 min (recurrings)
During month: 5-10 min (ad-hoc expenses)
Month end: 20 min (bank import + overview + tax + export)
Total: ~30 min/month

When to use it

Scenario 1, solo KATA business The full routine is especially important. Near the 18M cap, monthly precision is critical.

Scenario 2, flat-rate beauty salon Quarterly payment, but monthly routine. By end of 3 months, you have aggregated data for the quarterly remittance.

Scenario 3, VAT-registered company Monthly routine is essential, NAV requires monthly or quarterly returns. Tax Tracker shows VAT collected vs deductible exactly.

Scenario 4, you have an employee handling finances Give them Manager role. They do cash-up and bank import. You only check Overview and Tax Tracker once a month.

Mistakes to avoid

Mistake 1, skipping bank import Off-cash expenses missing (rent, online purchases). Profit looks better than it is. Fix: bank import is mandatory at month end.

Mistake 2, recurring + bank import duplicate Rent counted once from recurring, once from bank import. Expense doubled. Fix: either recurring or bank import. Never both.

Mistake 3, bad categorization AI put supplies into Marketing. Distorts category chart, accountant misunderstands. Fix: review categories during every bank import, fix wrong ones.

Mistake 4, not setting aside for tax End of fiscal year, nothing to pay KATA from. Fix: Tax Tracker tells you the amount monthly, transfer it to a separate account.

Mistake 5, sending to accountant late Accountants rarely close the books within 5 days of month end. Late send pushes everything to next month. Fix: export on the last day of the month, send by day 1-2.

Tips

Put it in your calendar as a monthly recurring reminder (e.g., every 30th at 5 PM).
Keep tax set-aside on a separate account, not your operating account. Less risk of accidentally spending.
If something is off in Overview, don't hit Export. Fix the error first.
Improve category quality continuously, more precise categories = more accurate AI bank-import suggestions.
The first month is the longest, AI doesn't know your typical counterparties yet. By month 3, it's fast.

Monthly finance routine, step by step