Hey there,
Let me take you back a few years.
There I was—just like many of you—working day and night, chasing invoices, confused with GST filing, and not even knowing if I’m making profit or just surviving. The numbers in my notebook, on WhatsApp, and sometimes in my head—they never really spoke to each other.
And honestly, I felt alone and stuck.
But that chaos?
That confusion?
That “I’ll manage somehow” mindset?
It pushed me to build TrueTal.in, not just as a service, but as a mission to help small business owners like you take control of your money and build something sustainable.
So today, I’m writing this guide from experience, not theory. I’m not here to throw jargon at you. I want to walk you through every step like a friend who’s got your back.
Why Proper Accounting Isn’t Optional Anymore (And Never Was)
I get it. When you’re busy managing orders, clients, employees, and a dozen other things, accounting feels like the last thing on your list.
But let me ask you something honestly—
Do you really know how much profit you made last month? Or how much GST credit you lost because of a missing invoice?
If the answer is “I think… maybe…”
Then this guide is for you.
What Proper Accounting Can Do for You:
- Show you where your cash is going (and leaking)
- Help you plan taxes and avoid penalties
- Give you peace of mind when applying for a loan
- Let you finally understand your real profit (not just sales)
Step-by-Step Guide: How to Maintain Accounts Like a Pro (Even If You’re Not One)
1. Separate Your Business and Personal Accounts (Non-Negotiable)
“But Mahesh, I just have one bank account.”
Been there, done that. But trust me—this one move changed everything for me.
Open a current account in your business name. Don’t mix home expenses and office bills. When your money is separated, your clarity goes up, and mistakes go down.
2. Track Every Transaction – Daily, Not Weekly
I used to think, “I’ll do all entries on Sunday.”
But by Sunday, I’d forget half of them. Or worse, lose the receipts.
Use simple tools like:
- Google Sheets with basic formulas
- Vyapar app (great for small businesses in India)
- Zoho Books (GST-ready and professional)
- Tally (if you have someone to handle it)
No tool is magic. The real magic is consistency.
3. Understand What to Record (and Why)
Here’s a quick cheat-sheet I created for myself and now for you:
| What | Why |
| Sales (cash + credit) | Know your revenue and debtors |
| Expenses (every ₹) | Control costs and save tax |
| Bank Transactions | Reconcile with passbook easily |
| GST Collected & Paid | File returns without last-minute panic |
| Salary & Payments | Stay legal and fair |
| Loans & EMI details | Plan repayments smartly |
4. Monthly Review – Like You Check Your Health
You wouldn’t ignore chest pain, right?
Then why ignore your business cash flow pain?
Every month, spend 30 minutes reviewing:
- Total sales
- Total expenses
- Net cash position
- Outstanding payments
- GST summary
This habit helped me catch errors, spot growth trends, and sleep better.
5. Hire Help, But Don’t Outsource Control
I get it. You want someone to “handle accounts” so you can focus on business.
And honestly? You should get help—but do it smartly.
If you’re ready to pay a higher fee and need full tax & compliance support, go for a CA.
But if you’re tight on budget and just need regular bookkeeping, then hire a reliable freelancer—you’ll get the job done and still increase liquidity in your pocket.
Just remember: whether it’s a CA or a freelancer accountant, don’t go blind.
Always:
- Ask for monthly reports (in plain English)
- Understand the basics of what they’re doing
- Use dashboards (even Excel-based) to visualize
Your business deserves your eyes, not just your delegation.
6. Go Digital – But Stay Grounded
You don’t need a ₹10,000/month ERP tool. Start small.
- Use cloud-based tools that work on your phone
- Set payment reminders on Google Calendar
- Scan invoices and store them in Google Drive folders (Month-wise)
Paper is fine, but paper gets lost. Digital is forever.
7. Know Your Legal Obligations (and Stay Ahead)
Even a small business must:
- Maintain books under the Income Tax Act
- File ITR (and maybe audit if turnover is high)
- File GST returns monthly/quarterly
- Deduct and pay TDS (if applicable)
These are not scary when you stay updated. I keep my clients informed through simple language updates on WhatsApp or email.
💡 The Emotional Side of Accounting: You vs. Fear
Accounting is not just numbers. It’s the heartbeat of your business.
The fear of numbers, of taxes, of penalties—it all fades when you:
- Face it with the right mindset
- Use the right tools
- Build the right habits
I’ve seen clients go from:
“Bhaiya I don’t know anything, please help,”
to
“Now I know my exact profit, and I feel powerful.”
That transformation? That confidence? That’s why I started TrueTal.
Tools I Recommend (Tried & Tested):
| Tool | Purpose | Why I Recommend |
| Vyapar App | Invoicing, Inventory, GST | Hindi interface, made for India |
| Zoho Books | Online full accounting | Great UX, scalable |
| Tally | Advanced accounting | Popular with CAs |
| Google Sheets | DIY Accounting | Free, customizable |
| Google Drive | Document Storage | Simple and safe |
Final Words – From One Business Owner to Another
Running a business is hard. I’ve lived it.
But you don’t have to feel alone, confused, or overwhelmed.
Start with one step today:
- Separate accounts
- List down all expenses of this week
- Try one accounting tool
And if you feel stuck?
I’m just a message away.
This blog, this journey—it’s not just mine. It’s ours.
Let’s grow your business with clarity, confidence, and control.
From the heart,
Mahesh Gadhave
Founder – TrueTal.in
Helping Small Businesses Stay Smart with Numbers
