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WIP schedule and job costing across four active construction jobs: contract value, estimated cost, percent complete, earned revenue and over/under billing. Flags under-billed jobs and labor overruns early so change orders and pay applications go out on time. (Sample with illustrative data.)
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A client asked me last week: “I paid my insurance in full in October. Why is the whole amount not showing in my expenses?”
Fair question. Honestly, this is one of the most common things business owners ask me.
Here’s how I explained it. When you pay for a full year of insurance, the money leaves your bank on day one. But the insurance company protects you for 12 months, not one day. So you only use a small part of it at the start. The unused part isn’t an expense yet. It’s cover you have already paid for and still have.
Say you pay 24,000 on 1 October for a 12 month policy. Each month, 2,000 moves into expenses.
By 31 December, you have used 3 months:
Expense so far: 6,000
Still unused: 18,000
That 18,000 stays on the balance sheet as prepaid.
The client still wasn’t fully sure from the numbers alone, so I showed them year by year:
Year 1 (Oct to Dec): 6,000 used, 18,000 still prepaid
Year 2 (Jan to Sep): 18,000 used, 0 left
By the end of the policy, the full 24,000 has moved into expenses. Nothing is lost. It just moves a little each month, as you use the cover.
That’s when it clicked for them.
Rent paid in advance, software subscriptions, annual membership, visa fees and licence fees all work the same way. Pay now, use over time, expense a little each month.
If your bookkeeper says “prepaid” and you just nod, ask them for a schedule like this. It’s your money, you should be able to see where it is.
Power BI Project Description🩻
Sales Performance Dashboard | Power BI🙌
Developed an interactive Power BI dashboard to analyze sales performance, customer behavior, and business KPIs. The solution transforms raw data into actionable insights through dynamic visualizations and automated reporting.
Key Features:
Interactive KPI cards for Revenue, Inforce Policy Orders, and Growth
Sales analysis by State, Product Category, and Policy Segment
Dynamic slicers and drill-through functionality
Year-over-Year (YoY) performance tracking
Profitability and trend analysis using DAX measures
Data modeling with relationships and star schema design
Automated data refresh and optimized report performance
Tools & Technologies:
Power BI Desktop
Power Query
DAX
SQL / Excel Data Sources
Data Modeling & Visualization
Skills Tags🔥
Power BI • DAX • Power Query • Data Visualization • Business Intelligence • Dashboard Design • SQL • Data Analytics
I am calling this the "Mistake post".
Wait. Did I post this by mistake?....
No, I promise. This is a bookkeeping post about the mistakes that quietly cost business owners money. There are many, so I will take one mistake at a time. This post is only about Mistake 1.
Mistake 1: Mixing personal and business spending One coffee here, one grocery bill there, and by the end of the month nobody knows whose money was spent. Yes, that coffee was a "business meeting". With yourself.
It looks small. It is not. Here is what it quietly does to your business:
Your profit becomes wrong. Personal costs sit inside business expenses, so the numbers do not show how the business is really performing.
Your bank reconciliation becomes slow. Every personal payment needs an explanation before your books can match the bank statement.
Your tax work becomes harder. When costs are mixed, it is difficult to prove which expenses truly belong to the business.
You lose clarity. You cannot tell how much the business earned and how much you took out for yourself.
Check your statement once a week. Small habit. Clean books. Much less stress at year end.
Mistake 2 is coming in the next post, so follow along so you do not miss it.
