How I Track Expenses and Prepare for Taxes

Before I became a full-time photographer, I worked in finance. That part of my story still shapes how I run my business today!

I know firsthand how important it is to keep clean, consistent records, not just for tax season, but for the day-to-day health of the business. And while I don’t believe you need a finance degree to stay organized, I do believe you need a plan.

For me, that plan starts with daily habits. Every single day, I reconcile my bank account, credit card, and PayPal transactions inside 17Hats. It doesn’t take long, but it ensures that nothing gets missed or forgotten. The goal is clarity. Always.

Each week, I pause to check in on my profit levels. I want to know exactly where I stand and make sure I’m setting aside the right percentages for tithing, taxes, savings, and retirement. I keep everything organized in an online Excel spreadsheet. It’s simple and customized to what I need.

Read about my recommendations on Finance for Photographers on the blog.

At the end of every month, I remit my sales tax. It’s one of those tasks that’s easy to overlook if you aren’t intentional about it, so I treat it like clockwork. Staying on top of it monthly keeps everything clean and manageable.

And quarterly, I make my 1040-ES payments for estimated business income taxes. These deadlines are never a surprise. I plan for them. I build them into my schedule. I treat them with the same importance as a client session, because they are.

My background taught me the value of structure from the start of a business starting. But photography has taught me the value of flexibility. So I’ve blended the two. I keep my systems tight so my creativity can be free. I know my numbers, I track my cash flow, and I’m not afraid of tax season, because I’m always ready.

You don’t have to do things the exact same way, but you do need a system that helps you stay in control. One that makes space for generosity and sustainability. One that helps you run a business that’s not just beautiful, but built to last.

Need help with your Pricing or Making a Business Plan to stay on top of your finances? I may have a course for you!

Have more questions? Check out the Finance Q&A.

Kirstie Jones

fine art equine photographer

A lifetime horse enthusiast, the Texas-based equine photographer has experienced first-hand the immeasurable bond between a horse and a girl. She strives to capture that special relationship for each and every client.