Q4 Prep (PNW): Slow-Season Playbook

Let the pace soften; let your systems sharpen.

As the leaves fall, think of your back office like a yard you actually enjoy tending: a few tidy passes now keep spring growth from turning into a thicket. If your work lulls in winter (landscaping, trades, guiding, events), use this breathing room to buy clarity and start January calm—not scrambling.

1) Build a runway (12-week cash view)

Do: List weekly inflows/outflows for the next 12 weeks (expected deposits, fixed costs, payroll, taxes). Trim forgotten subscriptions and small recurring costs.

Why it matters: You see your runway—how many weeks you can operate as-is—so decisions aren’t guesses.

Quick win: Tonight (10 min): make a 3-row table with columns Week | Dates | Start $ | Inflows $ | Outflows $ | Net | End $ | Notes. Use today’s bank balance for Start $. List only deposits you’re confident about and fixed outflows (rent, payroll, subscriptions). Calculate Net = Inflows − Outflows and End = Start + Net; carry End to next week’s Start. If End dips below your buffer (e.g., one payroll), flag what to pause or delay for 30 days.

Tomorrow (15–20 min): extend to 12 weeks, drop in payroll and tax dates, and set a recurring “Money Monday” (15 min) reminder to update it. Optional: add a “Late invoices” line and plan 2 follow-ups this week.

2) Fill the pipeline (without heavy marketing)

Do:

• Offer prepaid winter packages (maintenance, audits, training). Track as Deferred Income in QBO; recognize revenue as you deliver.

  
  

• Send warm reach-outs to past clients with 2–3 quick wins you can do in one visit.

  Why it matters: Cash now, clean P&L later—work from people who already trust you.

  
  

  Quick win (copy & paste for your customer email):

  
  

  Subject: Quick winter tune-up? 60 minutes to a calmer January

Hi {{FirstName}}, as things slow down a bit, it’s a great time for a quick winter tune-up. In about 60 minutes I can [name 2–3 quick wins you offer], so you’re set for spring.Want a spot this week? Reply here, and I’ll send times.

Alternate subject lines (pick one):

• Winter check-in: 60-min tune-up this week?

• Got 60 minutes? Let’s get you set for spring.

• Quick winter maintenance—easy win before January

  
  

Bonus (DM/SMS version):“Hey! Winter’s a good time for a quick tune-up—takes ~60 minutes and sets you up for spring. Want me to hold a spot this week?”

3) Off-season projects with real ROI

Do:

• Chart of accounts tidy: merge duplicates; archive what you don’t use.

  
  

• Bank rules + receipts: write rules for your top 15 vendors; turn on receipt capture.

  
  

• Template library: save estimates/invoices/emails you’ll reuse in spring.

  Why it matters: Fewer clicks every week; future-you says thanks.

  
  

  Quick win: Write 5 bank rules and test them on last month’s feed.

  
  

4) Payroll & contractors (no surprises)

Do: Confirm final payroll dates/PTO payouts; collect W-9s now and drop into a “1099” folder.

Why it matters: January shifts from crunch to checklist.

Quick win (copy & paste for your contractor W-9 request):

Subject: W-9 request for 1099-NEC

Email:

Hi {{FirstName}},I’m updating year-end records and need your W-9 so I can issue your 1099-NEC in January. Would you please send it this week? What to send: a completed IRS Form W-9 (legal name, business name if any, EIN/SSN, address, and signature). How to send: {{secure upload link}} or reply with a PDF/photo. When: by {{date, e.g., Oct 15}}. If anything changed (business name, address, tax ID), note it so I can keep your records clean. Thanks! {{Your Name}} {{Your Business}} · {{Phone}} (Payments by credit/debit/PayPal are reported by the processor; I still keep the W-9 on file.)

SMS/DM version: “Hi {{FirstName}} — I’m closing out the year and need your W-9 for 1099-NEC. Could you upload it here by {{date}}? {{secure upload link}} Thank you!”

Follow-up #1 (7 days later):

Subject: gentle nudge: W-9 for 1099-NECHi {{FirstName}}, quick reminder—I still need your W-9. Upload here: {{secure upload link}}. Thanks so much!

Follow-up #2 (final, with deadline):

Subject: final reminder: W-9 needed by {{date}}Hi {{FirstName}}, to issue your 1099-NEC on time, I need your W-9 by {{date}}. Upload: {{secure upload link}} or reply with a photo/PDF. Appreciate it!

How to create a secure upload link (fast + free with your Microsoft 365)

• In OneDrive → New → File request → title it “W-9 Upload” → pick the folder → copy the file-request link.

  
  

• Paste that link into the templates as {{secure upload link}}. (Uploaders can’t see other files.)

  
  

Optional QBO clean-up (2 minutes per vendor)

• Expenses → Vendors → {{Vendor}} → Edit.

  
  

• Tax settings: check Track payments for 1099; add EIN/SSN (if they share).

  
  

• Attachments: upload the W-9 PDF.

  
  

• Notes: add “W-9 received {{date}}” (and keep your “1099 needed?” note for anyone still outstanding).

Rule of thumb: If you paid a contractor $600+ for services by cash/check/ACH, plan to issue a 1099-NEC. (Card/processor payments are typically reported by the processor.) For specifics, confirm with your tax pro.

5) Month-end rhythm (simple + repeatable)

Weekly (25–40 min): clear feeds, attach receipts, review open invoices.

Month-end (60–90 min): reconcile; empty Uncategorized/Ask-My-Accountant; save P&L and Balance Sheet with three notes (revenue, margins, cash).

Why it matters: You spot trends early and can make adjustments peacefully instead of scrambling at the last minute.

6) Talk with your tax pro

Do: Ask about safe-harbor estimates, timing of asset purchases, and what to defer/accelerate.

Why it matters: A 15-minute chat can save real dollars (and stress).

Quick win: Email your accountant your latest P&L/BS with three bullets—what changed, what’s unclear, what you’re planning.

7) When to ask for help

• You’re behind reconciling.

  
  

• Reports don’t match what you feel.

  
  

• You want a clean January-1 start.

  
  

Leaf-pile landing (your pep talk)

You’ve carried a full spring and summer—no wonder you’re tired. The finish line’s in sight. Give yourself a few smart passes now, then jump into that well-earned winter exhale. Less fog. Fewer surprises. More calm. You’ve got this, and I’ve got you.

Next steps (pick one):

• Book a free 15-min Fit Call → /start#fitcall

  
  

• $129 QBO Training (60 min) — bank rules + month-end checklist → /start#qbo

  
  

• $179 QBO Tune-Up (60 min) — one focused issue → /start#tuneup

  
  

• Books Reboot Day — one day to reconcile, fix categories, and leave with a routine → /start#reboot

  
  

Notes: Taxes vary by state—confirm specifics with your CPA. Services include training for QuickBooks Online (QBO). QuickBooks is a registered trademark of Intuit Inc.; Pacific Rise Financials is not affiliated with Intuit.