Business By The Books with Danielle Hayden

Kickstart Accounting, Inc.
  • 4.9 (32)
  • ENTREPRENEURSHIP
  • UPDATED WEEKLY

Welcome to Business By The Books, the podcast for women entrepreneurs who want to leverage their financials to grow their business and achieve their goals. Your host Danielle Hayden, owner of Kickstart Accounting Inc., is a reformed corporate CFO who is on a mission to help empower women entrepreneurs to understand their numbers so they can gain the confidence needed to manage and grow their business.

  1. 20H AGO

    Beyond the Budget: The Hidden Psychology of How Entrepreneurs Think About Money – Ep. 254

    If you've ever delayed looking at your numbers, dreaded a bookkeeping meeting, or felt a pit in your stomach when someone says "Let's review your finances," this episode is going to feel like a deep exhale. In this conversation, Danielle sits down with financial advisor and partner at Orange Financial Brad Cunningham for an honest look at why entrepreneurs struggle with money clarity and why confidence doesn't come from spreadsheets. It comes from understanding your numbers and applying that knowledge to your life and your business.  Key Takeaways:  Money Avoidance Is Emotional, Not Logistical: Most entrepreneurs avoid their financials because looking at numbers exposes vulnerability. When you understand the emotions underneath, clarity becomes much easier. Savings Habits Matter More Than Investment Choices: Brad explains why even the best investment strategy can't fix a poor savings rate and why behavior is the real foundation of wealth. Traditional Budgets Fail Because They Feel Limiting: Instead of obsessing over restrictions, focus on understanding your cash flow and aligning spending with your values and goals. Entrepreneurs Often "Out-Earn" Their Problems Without Solving Them: As revenue grows, lifestyle often expands at the same pace. Real financial health requires intentional guardrails. You Need a Money Team, Not One Money Person: Bookkeeper, tax accountant, CFO/coach, and financial advisor—each role supports a different part of your financial picture, and they should work together. Tax Strategies Shouldn't Sabotage Long-Term Flexibility: Saving money this year shouldn't come at the cost of future options or long-term growth. Clarity Creates Confidence: When you understand your numbers and the behaviors behind them, financial anxiety drops and decision-making becomes easier. Topics Discussed: (00:00) Intro: Brad's Background and What He Does (02:43) Why Entrepreneurs Avoid Looking at Their Financial Data (03:32) Fear of Financial Vulnerability and How It Impacts Decision-Making (05:39) The Problem with "Putting the Cart Before the Horse" in Investing (06:09) The Truth About the 4.4% Savings Rate and Why Traditional Budgeting Doesn't Work  (09:56) The Danger of Trying to "Out-Earn" Your Problems & What Will Actually Solve Issues (11:09) The 20% Savings Benchmark for Entrepreneurs  (12:16) Danielle's Breakdown of the 4 Essential Members of Your "Money Team" (15:16) Rethinking Tax Strategy and Future Flexibility  (18:31) Building Launch Plans for Your Children (20:39) HSAs, 401(k)s, IRAs, and 529s: Why Context Matters  (21:50) Pitfalls with Traditional Budgets and Using a Better Method of Budgeting (26:33) Promo: Kickstart Accounting's "Check Your Books" Service (27:45) Pitfalls with Traditional Budgets and Using a Better Method of Budgeting (29:44) Final Thoughts on Confidence, Clarity, and Long-Term Planning (21:36) Outro: Like, Share and Subscribe!   Resources: Connect with Brad | https://goorangefinancial.com/  Check Your Books | kickstartaccountinginc.com/checkyourbooks    Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    33 min

  2. DEC 16

    The Year-End Reflection Framework: The Truth About How Real CEOs Grow – Ep. 253

    Most entrepreneurs skip reflection altogether. They're busy, tired, and ready for a fresh start. But if you don't pause to reflect, you repeat the same mistakes. You carry old habits into a new season. You build goals on top of unclear patterns. Reflection is where leadership starts. It's where clarity lives. It's simple, but not easy. In this episode, Danielle walks you step-by-step through the Year-End Reflection Framework built into the Kickstart system. It's the tool that helps you understand what worked, what didn't, and where you can step more fully into your CEO role next year. Your Year-End Reflection Framework: At Kickstart, reflection is built into everything we do. It's part of the Kickstart Framework, the same system Danielle uses to run her own business every single year. Review Your Revenue Start with your total revenue for the year. Compare it to last year, then review month-by-month. Ask yourself: Which months were your strongest? What contributed to that success? Which sales/marketing efforts created reliable results? During slower months, what changed? Were you consistent or did you pivot too soon? Real growth happens when you stick with what works long enough to see the results. Reflect on Profit & Net Income Profit tells the truth about your business's health—not just what came in, but what stayed. Consider: Were profit margins healthy (10–15% after payroll)? What supported profitability this year? If profits decreased, what shifted? And remember: Profit doesn't matter if it costs you your energy, well-being, or sustainability. Examine Your Expenses Look at your total expenses year-over-year and month-by-month. Ask: What purchases supported your goals? Which investments truly helped you grow? Where did spending align—or misalign—with your intentions? Was spending driven by confidence, or by fear and FOMO? Spending isn't bad. It's information. It reveals your priorities, patterns, and beliefs. Also reflect on: What purchase made you most proud? What helped you step more fully into your CEO role? 4. Evaluate Your Cash on Hand Cash isn't everything… but it is stability and choice. Review: Cash this year vs. last year Cash month-by-month Whether changes align with the season you were in (growth vs. optimization) How many months of expenses you have saved (aim for 1–3 months) If you're not there yet, start small—even $50 a week builds momentum. Cash gives you freedom to make thoughtful, empowered decisions. 5. Look at Debt & Owner's Draws This is where clarity really clicks. Debt payments and owner's draws don't show on your P&L, but they dramatically impact cash. Ask yourself: Did I pay myself consistently? Does my compensation match my effort? Did I take on or pay off debt intentionally? Your goal is balance: Pay yourself. Manage debt. Build savings. All at once, sustainably.   Topics Discussed: (00:00) Intro: Why Year-End Reflection Matters & the Year-End Reflection Framework to Use (01:20) What Kickstart Clients Receive in Their Snapshot (01:53) Year-End Reflection Framework: Review Your Revenue (05:42) Year-End Reflection Framework: Reflect on Profit & Net Income (07:53) Year-End Reflection Framework: Examine Your Expenses & Spending Patterns (09:50) Promo Break: Kickstart's "Check Your Books" Service (11:02) Spending That Builds You as a CEO & Brings Joy (13:37) Why Cutting All Expenses Isn't the Answer (14:17) Year-End Reflection Framework: Evaluate Cash on Hand & Creating Stability as a CEO (18:30) Year-End Reflection Framework: Debt, Owner's Draws & Where All the Cash Really Went (20:34) Your Role as CEO: Consistency & Ownership (21:36) Outro: Like, Share and Subscribe!   Resources: Check Your Books | kickstartaccountinginc.com/checkyourbooks  CFO Services | https://kickstartaccountinginc.com/the-cfo-solution/   Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    22 min

  3. DEC 9

    Why Most Entrepreneurs Stay Stuck (and the Framework That Fixes It) – Ep. 252

    Most entrepreneurs stay stuck for one simple reason: they do bookkeeping for taxes, not for leadership. They record their numbers, send them to the accountant, hope the IRS is happy… and then cross their fingers the rest of the year. But, you can't lead a business with guesses, gut feelings, or your bank balance alone.  In this episode, Danielle Hayden, reformed corporate CFO and founder of Kickstart Accounting, Inc., covers the same systems she used as a corporate CFO in boardrooms with top executives and brings them to entrepreneurs through Kickstart's 3-step framework, so you can stop guessing and start leading like a CEO.  Key Takeaways:  Bookkeeping with Intention: Most business owners treat bookkeeping like a chore—something to check off for tax time. But messy books create messy data, and messy data leads to bad decisions. At Kickstart, we use bookkeeping with intention: A strategic chart of accounts Every transaction categorized with purpose No random QuickBooks buckets When your data is clean and intentional, it becomes insight, not noise.  The Snapshot: Once your financial foundation is solid, you need clarity you can actually see. That's where the Snapshot comes in—a simple, visual report that shows: Revenue and profit trends Top five expenses Net income Where your cash is actually going One client came to us making $400,000/year but was constantly overdrafting. Once she saw her Snapshot, she discovered her contractor expenses had quietly jumped 30%. Within 90 days she was able to course-correct and become profitable again. That's not luck, it's leadership through clarity.  The Strategic System: Knowing your numbers is one thing. Using them is where everything changes. Our strategic system helps you turn data into direction, month after month. Kickstart clients receive: A personalized Snapshot  A monthly financial theme created by Danielle based on what we're seeing across hundreds of businesses. Weekly Business by The Books episodes that unpack each theme Financial education videos The Kickstart Kit worksheets – The same tools Danielles uses to run her own seven-figure company Together, these create a rhythm that keeps you focused, aligned, and growing. Topics Discussed: (00:00) Intro: Why Entrepreneurs Stay Stuck & The Problem with "Bookkeeping for Taxes" Only (00:58) Danielle's Experience as a Corporate CFO & What Entrepreneurs are Missing (02:41) Step 1: Bookkeeping with Intention & Building a Strategic Chart of Accounts (04:39) Promo Break: Kickstart Accounting's "Check Your Books" Service (05:52) Step 2: The Snapshot – Your Monthly Clarity Dashboard  (07:33) Real Client Example of How Clarity Leads to Quicker Course Correction (08:20) Step 3: The Strategic System – Tools & Resources That Turn Numbers Into Action  (11:34) Leading Like a CEO & Your Roadmap to Getting Unstuck  (14:43) Outro: Like, Share and Subscribe!   Resources: Check Your Books | kickstartaccountinginc.com/checkyourbooks  CFO Services | https://kickstartaccountinginc.com/the-cfo-solution/   Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    15 min

  4. DEC 2

    AI Won't Tell You the Truth About Your Numbers—But I Will: The Dark Side of Bad Bookkeeping – Ep. 251

    If you've ever thought, "My books are fine," because you're using QuickBooks' automations or have uploaded your QuickBooks file into ChatGPT for analysis, this episode is your wake-up call (delivered with love!). Bad bookkeeping covered up by pretty software dashboards or people-pleasing AI chatbots hides real problems.    This week, Danielle Hayden, CEO and founder of Kickstart Accounting, Inc., gets honest about one of the biggest dangers facing entrepreneurs today: the false sense of confidence created by messy books, automation, and AI "insights" built on inaccurate data. She shares why accurate bookkeeping is about so much more than taxes, loans, or growing your business. It's about knowing the truth of your business so you can take back your power as CEO, instead of letting technology run your finances.  Key Takeaways:  The Real Reason Accurate Bookkeeping Matters: Yes, taxes and loans are important, but the deeper truth is that bad books hide serious problems, from dying businesses to personal spending that's draining your cash without you noticing. Why AI Can't Save You from Inaccurate Data: Tools like ChatGPT and QuickBooks will confidently present completely wrong information without knowing that your data is inaccurate. The Most Common Bookkeeping Errors Our Team Sees: Including duplicate income, old loans that never got cleared, and owner's draws coded as payroll. These are real life examples that cost business owners real money. How Inaccurate Books Keep You Stuck: Bad data fuels wishful thinking, not smart strategy. Accurate bookkeeping lets you step into your CEO responsibilities with clarity, confidence, and grounded decision-making. Topics Discussed: (00:00) Intro: Why Bookkeeping is About More Than Taxes (01:09) What Accurate Books Actually Reveal (03:40) The Dark Side of AI/ChatGPT and QuickBooks Automation in Financial Analysis (05:41) Common Bookkeeping Errors That Cost Entrepreneurs Money (07:46) Taking Responsibility as CEO (08:28) Action Steps: Kickstart Accounting's "Check Your Books" Service (10:27) Outro: Like, Share and Subscribe!   Resources: Check Your Books | kickstartaccountinginc.com/checkyourbooks    Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    11 min

  5. NOV 25

    The Simple Weekly Habit That Transformed This CEO's Business – Ep. 250

    What if one simple weekly habit could completely transform the way you manage your business? In this conversation, Danielle sits down with Cathi Nelson, CEO and founder of The Photo Managers, to talk about how she went from overwhelmed and unsure about her finances to confidently running a thriving business. Cathi shares how a weekly review of her numbers, consistent support from her Kickstart Accounting money team, and small, sustainable financial habits helped her make smarter decisions. She went from saying, "I'm just not a numbers person," to hiring her first full-time employee and planning big investments for growth without having to "make it work" as she went along. Key Takeaways:  Small, Consistent Habits Lead to Big Financial Confidence: By reviewing her numbers weekly, Cathi turned what used to feel overwhelming into a manageable, empowering routine. Understanding Your Cash Flow Means Planning, Not Panicking: Cathi now knows her lean months in advance, sets aside funds, and avoids financial surprises. Your Numbers Can Guide Smart Hiring Decisions & Retain Great Team Members: Using her reports, Cathi confidently brought on new team members and offered well-deserved raises without second-guessing if she could afford it.  A Simple Report Brings Big-Picture Clarity: Categorizing her income into four main revenue streams helped Cathi understand which parts of her business drive the most profit. You Don't Need to be a "Numbers Person": Let go of the shame around financial knowledge! Being the CEO of your business doesn't mean doing it all; it means creating systems and support that let you shine in your zone of genius. Topics Discussed: (00:00) Intro: Cathi's Background and Her Business, The Photo Managers (01:59) Why She Used to Feel "Lost" Looking at Her Financials—and What Changed (03:35) How the Weekly Habit of Reviewing Her Numbers Helped Her Business  (06:39) The Power of Having a Consistent Bookkeeping Team Behind Her (09:00) Promo Break: Kickstart Accounting's "Check Your Books" Service (10:16) Simplified Reports That Give a High Level Overview & Not Being In Spreadsheets (11:53) How Using Her Numbers Helped Her Hire and Give Raises with Confidence (15:46) The Mindset Shift That Ended Her Imposter Syndrome Around Money (19:13) Outro: Connect with Kickstart Accounting and Share Your Story on Business by The Books   About Our Guest: Cathi Nelson is the founder and CEO of The Photo Managers, a growing global community of entrepreneurs who help families and businesses organize and preserve their photos, videos, and memories. She's a champion for small business owners who are building legacy-driven, profitable companies.   Connect with Cathi: The Photo Manager | https://thephotomanagers.com/   Tell Your Story on Business by The Books | KickstartAccountingInc.com/BBB    Resources: Check Your Books | kickstartaccountinginc.com/checkyourbooks    Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    20 min

  6. NOV 18

    The Hidden Mistakes That Keep Your LLC Small (and How to Grow Into an S Corp) – Ep. 249

    You've set up your LLC, you're running an established business, and things are moving along, but are your financial habits actually helping you grow and is your LLC protecting you the way you think it is?    In this episode, Danielle Hayden, reformed corporate CFO and CEO of Kickstart Accounting, Inc., breaks down the five hidden mistakes that hold LLC owners back and shows you how to build the right habits to protect your business, pay yourself confidently, and prepare to scale into an S Corp when the time is right. Key Takeaways:  Separate Your Business and Personal Finances: Mixing personal and business expenses can "pierce the corporate veil" and undo your legal protections. Keeping everything separate not only protects your assets, it also keeps your books clean and your numbers clear. Pay Yourself Intentionally with Owner's Draws: If you're not paying yourself regularly, it's easy to dip into business funds without realizing it. Taking consistent draws helps you stay disciplined and sets the foundation for switching to payroll when you become an S Corp.  Save for Taxes Every Single Month: You pay taxes on your profits, not just what you take home. Setting aside 25–30% of your net income for taxes keeps you from being blindsided at tax time. Review Your Numbers Monthly: If you're not looking at your profit, cash flow, and expenses every month, you're running blind. Regular reviews help you catch errors, make smart decisions, and identify when it's time to level up to S Corp status. Keep Educating Yourself: Knowledge is power—and profit. Understanding deductions, tax rules, and best practices can save you thousands and help you confidently step into your CEO role. Topics Discussed: (00:00) Intro: What an LLC Is and Why It Matters for Your Taxes  (02:32) Mistake 1: Co-Mingling Business and Personal Funds  (03:40) Mistake 2: Not Taking Owner's Draws (03:24) Mistake 3: Not Saving for Taxes (05:16) Promo Break: Kickstart's "Check Your Books" Service (07:34) Mistake 4: Ignoring Your Numbers or Not Regularly Reviewing Financials (08:29) Deciding When to Elect for S Corp Status (09:04) Mistake 5: Not Educating Yourself (09:55) Real Life Client Success Story (11:12) Action Step: Audit Your Current Habits (11:47) Outro: Like, Share and Subscribe!   Related Episodes: YouTube Playlist | Small Business Tax Tips: Deductions, Entity Types, 1099s, & IRS Strategies Ep. 189 – LLC vs. S Corp: Which Is Right for Your Business? Ep. 115 – Entrepreneurs: Should You Go S Corp? Pros & Cons + Expert Insight   Resources: Check Your Books | kickstartaccountinginc.com/checkyourbooks    Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    12 min

  7. NOV 11

    How to Know If Your Contractor Should Be an Employee: The 3-Part Test That Could Save You Thousands – Ep. 248

    What if misclassifying your team could cost you thousands in back taxes, penalties, and missed benefits? Most business owners don't realize how risky it can be to pay someone as a contractor when they really should be an employee. In this episode, Danielle Hayden, reformed corporate CFO and CEO of Kickstart Accounting, Inc., simplifies the IRS classification rules into a 3-step framework that helps you confidently decide whether your next hire or current team should be a contractor or employee, and when it might be time to make a change. Key Takeaways:  Know the 3 Keys of Classification: These are the factors the IRS uses to determine if someone should be classified as an employee or contractor. Behavioral Control – Who decides how and when the work gets done? Financial Control – Who provides the equipment and sets the pay rate? Relationship – Is this a short-term project or an ongoing partnership? A Signed Contract Doesn't Override Your Day-to-Day Working Relationship: If you control how, when, and with what tools someone works, they're likely an employee, no matter what the contract says. Your Team Structure Will Evolve as Your Business Grows: It's normal to start with contractors and transition to employees as you establish systems, brand standards, and long-term goals. Don't Forget the Tax Implications: Contractors complete a W9 and handle their own taxes (including the employer portion). Employees go on payroll, and you, the business owner, take on that responsibility. Trust Your Gut and Your "Auditor Test": If you couldn't confidently explain to an auditor why someone is a contractor, it's probably time to make them an employee. Topics Discussed: (00:00) Intro: The Costly Risks of Misclassifying Your Team + The 3 Key Factors the IRS Uses (02:28) Step 1: Behavioral Control – Who's in Charge of the How and When? (02:56) Step 2: Financial Control – Who Sets the Pay and Provides the Tools? (03:24) Step 3: Relationship – Short-Term Project or Long-Term Partnership? (04:13) Why a Signed Agreement Isn't Enough If You're Relationship Says Otherwise (04:44) Trusting Your Gut: The "Auditor Test" for Classification Decisions (05:14) How Your Hiring Strategy Evolves as Your Business Grows (08:13) Tax Implications: W9s, 1099s, and Who's Responsible for What (09:58) Resources on Hiring and Payroll for Business Owners from Kickstart Accounting, Inc.  (10:29) Quick Recap of 3-Step Framework + Danielle's "Gut Check" Test Before Hiring (11:06) Outro: Like, Share and Subscribe!   Related Episodes: The Employee Expansion Blueprint: When It's Time to Convert 1099 Contractors – Ep 120 Resources: The Ultimate Small Business Hiring Guide: From Planning to Payroll, How To Build a Thriving Team    Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    12 min

  8. NOV 4

    What I Would Say If I Wasn't Afraid to Hurt Your Feelings – Ep. 247

    In this episode of Business by The Books, reformed corporate CFO and founder of Kickstart Accounting, Inc.'s Danielle Hayden gets honest about a tough but essential topic: Are you building a business that's truly healthy, or one that's just trying to pay as little as possible in taxes? Danielle breaks down the real costs of trying to make every expense a "business expense." From dinners and vacations to board meetings and the Augusta Rule, she shares the financial habits that could be holding you back from long-term success and how to fix them. Key Takeaways:  Showing Zero Profit Isn't a Badge of Honor: Trying to pay nothing in taxes might save you in the short-term, but it can hurt you when you need a loan, want to sell your business, or attract investors. Every Meal Isn't a Business Meal: Unless the goal of your meeting is actually business-related, that dinner date with your spouse or lunch with your family where you mentioned work isn't a deductible expense. Your Family Isn't Your Board of Directors: Why real accountability partners and advisors are essential for growth, and why mixing family with "board meetings" on vacation doesn't count. Use the Augusta Rule Wisely: Just because you can use your home for meetings doesn't mean you should. Consider whether that setup establishes the professional environment you need for connection, collaboration, and innovation. Build a Business for Value, Not Just for Tax Savings: Your CPA works for you. You get to decide: Are you optimizing for paying less in taxes? Or are you creating a business that thrives, grows, and generates true wealth? Topics Discussed: (00:00) Intro: What Your CPA Wishes They Could Tell You (02:26) The Problem with Turning Every Expense into a "Business Expense" (03:29) Why Your Family Vacation Isn't and/or Shouldn't Be a Business Trip (06:35) The Augusta Rule and Creating Professional Business Environments (08:23) Choosing the Kind of CEO You Want to Be – Tax Savings or Long-Term Business Value (10:03) Outro: Like, Share and Subscribe!   Resources: KSA Tax Partners | https://ksataxpartners.com/    Book a Call with Kickstart Accounting, Inc.: https://kickstartaccountinginc.com/book-a-call/    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    11 min
See All (252)

4.9
out of 5
32 Ratings

About

Welcome to Business By The Books, the podcast for women entrepreneurs who want to leverage their financials to grow their business and achieve their goals. Your host Danielle Hayden, owner of Kickstart Accounting Inc., is a reformed corporate CFO who is on a mission to help empower women entrepreneurs to understand their numbers so they can gain the confidence needed to manage and grow their business.

Information

You Might Also Like