Q4 Prep for Busy Season (PNW): Inventory, Cash & QBO

Finish strong without the scramble.

Q4 can be thrilling—and messy. If you’re a PNW retailer, e-commerce shop, or busy trade, think of this as a fall spruce-up: adjust, course-correct, and walk into January calm.

1) Protect cash (now), not later

• 3-week cash view. List this week’s expected deposits, open bills, and payroll dates. If the math is tight, pause non-essential spend for 30 days. Why it matters: You see the pinch before it hits, so you can choose—not react.

  
  

• Receivables sprint (Mondays). Email statements; add a card link for invoices under $1,000. Why it matters: A gentle nudge + easy pay option pulls cash in within 48–72 hours.

  
  

• Tax set-aside. Move a % of weekly deposits into savings. Ask your tax pro for the right % for you. Why it matters: No January scramble; you’ve already parked the money.

  
  

Quick win: Put a 20-minute “Money Monday” on your calendar through December.

2) Inventory without drama

• Count the top 20% of SKUs weekly. That’s where most stockouts hide.

  Why it matters: Fewer stockouts = fewer emergency reorders and lost sales.

  
  

• Create an “Incoming” bin. Nothing hits the floor/site until it’s received in your system.

  Why it matters: Clean counts; you trust your numbers.

  
  

• Mark seconds/returns. Separate item code or class so margins stay honest.

  Why it matters: You see true margin by item—not a blended guess.

  
  

• QBO tip. In Products & Services, give items clear names, set default income/COGS, and turn on categories.

  Why it matters: Cleaner reports, faster decisions.

  
  

Quick win: Make a one-page “Top 25 SKUs” list and tape it near receiving.

3) Staffing + overtime planning

• Calendar the red weekends now. Draft backup coverage for each.

  Why it matters: Overtime becomes a choice, not a surprise.

  
  

• Track labor % vs. sales daily. (Example target: 10–14% for many retail shops; yours may differ.)

  Why it matters: You can trim a shift tomorrow instead of regretting it next week.

  
  

Quick win: Add a labor % row to your daily sales sheet.

4) Sales tax sanity

• Oregon: no state sales tax. Washington: does. If you sell to WA buyers, confirm collection rules with your CPA and your sales platform. Keep marketplace reports handy for filings.

  Why it matters: Clean filings, less penalty risk.

  
  

Quick win: Put your next filing dates on the calendar with reminders.

5) Your simple Q4 close routine (repeat monthly)

Weekly (30–45 min)

• Clear bank feeds; add bank rules for frequent vendors.

  Benefit: Shaves minutes every week; reduces miscoding.

  
  

• Attach receipts (phone app works) and note customer/job on big purchases.

  Benefit: Audit trail + faster answers later.

  
  

Month-end (60–90 min)

• Reconcile bank/credit cards.

  Benefit: Confirms nothing’s missing.

  
  

• Empty Uncategorized and Ask-My-Accountant.

  Benefit: Cleaner P&L = better decisions.

  
  

• Save P&L and Balance Sheet in a “Q4” folder; jot 3 quick notes.

  Benefit: You’ll see trends at a glance.

  
  

Quick win: Create 5 bank rules today (top vendors). Future-you will thank you.

6) 1099s: collect now, not in January

• Send W-9 requests to all contractors/vendors paid by check/ACH (generally $600+ for 1099-NEC). Benefit: You file on time without chasing paperwork during your busiest week.

  
  

• Drop PDFs in a “1099” folder; note who is paid via card (usually not reportable by you).

  
  

Quick win (copy/paste email to your vendors):

Subject: Quick W-9 for year-end Mind sending your W-9 so we can wrap year-end on time? Here’s the IRS fillable form: irs.gov/pub/irs-pdf/fw9.pdf. Thanks for the quick help!

7) When to ask for help

• You’re 2+ months behind reconciling.

• You can’t tie inventory to COGS.

• Sales are up, cash is tight.

  Benefit: A few focused hours now prevent weeks of cleanup later.

  
  

Yes, you are going to be busy and yes, I'm still suggesting you consider these steps. What's in it for you, you might be thinking? Simply put, less financial stress. When you know how money is flowing in and out, you can make better decisions to lead your company where you want it to go. Take a big deep breath. You've got this and I've got you. Want a quick plan? Book a free 15‑min Fit Call or a $129 QBO session and we’ll set up rules/checklists to make your accounting year smoother.

Note: State taxes/rules vary—always confirm specifics with your CPA.