⏱️ Productivity Hacks for Solo Bookkeepers: What Actually Works for Me
Let’s be real — when you’re running the show solo, it’s easy to feel pulled in every direction.
Client work. Emails. Invoicing. Marketing. Tech issues. Family. Groceries.
If you’re not careful, your day disappears and you end up wondering what you actually got done. I’ve been there. That’s why I’ve built a repeatable rhythm that helps me stay productive without burning out.
In this post, I’ll walk you through the exact tools and time management methods I use — and what I teach my mentees inside Black Belt Bookkeepers.
⚖️ First: Know the Difference Between Busy and Productive
Being busy means your calendar is full.
Being productive means your priorities are clear — and you're executing them on purpose.
Here’s what I focus on every week:
🧭 Mission-Critical Tasks – client work, deliverables, follow-ups
📈 Growth Activities – marketing, sales, networking, learning
🧘♂️ Personal Time – workouts, gaming, family, or just rest
You need all three. If one gets ignored too long, the others start to crumble.
🛠️ My Go-To Tools (That Actually Make Life Easier)
These aren’t affiliate links or sponsored junk — just the ones I use daily:
✅ Google Calendar
Timeblocking is the key to sanity.
Every Sunday, I block off:
Deep Work hours (2–3 hr focus blocks)
Admin time (email, follow-ups, invoices)
Calls/Meetings
Personal & family time
✅ ClickUp or Notion
I use this to manage recurring tasks like month-end checklists, client work, and content planning.
✅ Loom
I record quick explainer videos for clients instead of typing long emails — faster, more personal, and reusable.
✅ Voice Memos
When I’m out DoorDashing or walking, I capture ideas. No pressure to act on them, just keeping the flow open.
⏳ How I Use Timeboxing to Stay on Track
This one changed the game for me. Here’s my basic formula:
Do I hit it perfectly every day? No.
But having structure helps me rebound faster when life throws a curveball.
🧠 Pro Tips That Make a Big Difference
Batch similar tasks — reconcile all clients back-to-back, not one at a time.
Have a shutdown routine — I take 10 minutes at the end of the day to clean up my desk and plan tomorrow.
Turn off notifications — seriously, try it. You’ll be shocked how much more you get done.
🥋 Want Help Building Your System?
Inside Black Belt Bookkeepers Mentorship, I help you customize this to your energy, your goals, and your client load.
No generic advice — just real systems for real solo bookkeepers who want to stop treading water and finally own their time.
📥 Want my timeblocking template or daily rhythm planner? Let me know — happy to share.
Coming Thursday:
🔁 How to Batch Your Bookkeeping Tasks — and Why It’s the Most Underrated Productivity Move You’re Not Using