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Stop Pretending This Stack Is Working
Let’s be honest.
Your “finance stack” right now is a half-working spreadsheet, three free trials you forgot to cancel, and a bank balance you check like it’s a toxic ex.
And every time someone on LinkedIn says “Set up your financial infrastructure early,” you feel that tiny punch of guilt.
Because you meant to. You just… didn’t.
(Or worse…you tried, and it somehow made everything messier.)
Nobody wakes up thinking, “I hope I learn about bookkeeping systems today.” …🖐 🤭 🤫
You wake up thinking, “Please don’t let there be a cash surprise.”
Your tools aren’t wrong. They’re just built for a different version of your business.
You don’t need enterprise software when you’re barely keeping invoices straight. A team of 20 should not be duct-taping their finances with spreadsheets.
You don’t need more tools, Founder.
You need the right tools for your stage:
Today, we’re diving into the Growing Business setup.
If any of these resonate with you or you'd like to explore the others, please reply, and I’d love to share the rest.
GROWING STAGE (Employees, payroll, taxes, contractors)
Goal: Accuracy + compliance + time savings
You’re past the scrappy stage.
Money is moving. People are relying on you. Taxes are real.
This is where your tools need to stop being “nice-to-have” and start being “don’t-get-me-audited.”
Here’s the stack that keeps you sane:
1️⃣ Bookkeeping
You need real books now. Not vibes.
Use:
QuickBooks Online (Essentials or Plus)
Xero (Growing)
Pick one. Connect your accounts. Keep it current.
2️⃣ Payroll (If You Have Even One Human to Pay)
DIY payroll? You deserve better than an IRS pen-pal status.
Solid picks:
Gusto (simple, friendly, handles taxes)
Rippling (if you want HR + IT + payroll in one place)
Justworks (great if you want benefits handled (PEO))
3️⃣ Invoicing & Payments (Stop Chasing Money Manually)
You’re too busy to send “friendly reminder :)” emails.
Keep:
Stripe or Square
Add if needed:
Bill.com (for cleaner AP/AR routing)
4️⃣ Expense Management (Protect Your Burn Rate)
As your team grows, so do random expenses… and “oops, we forgot receipts.”
Best options:
Ramp (cards + spend controls + receipts)
Brex (if venture-backed)
Expensify (if you just need simple expense reports)
5️⃣ Cash Forecasting (Because Growth Breaks Guesswork)
Revenue is growing. Expenses are growing. Surprises are now expensive.
Easy forecasting tools:
Float (connects to QBO/Xero)
Futrli
Or a slightly more advanced spreadsheet if you prefer hands-on control
What You Do Not Need at This Stage
Save your money, your time, and your sanity:
❌ Full-time fractional CFO
(A monthly check-in is fine. A full-time retainer is not.)❌ Custom analytics dashboards
❌ Heavy ERP systems
(If someone says “NetSuite,” you have my permission to run.)
THE 10-MINUTE TIGHTEN-UP
Before you even think about adding another tool, tighten the ones you already have:
One bookkeeping system you actually update
One way to get paid that doesn’t require follow-up therapy
One payroll setup if you have people depending on you
One home base for financial docs, so nothing goes missing at tax time
If it doesn’t fit into those four buckets, it’s probably noise.
Clean those up, and your entire finance stack clicks into place.
Community Note
Every founder I know has their own version of a tool graveyard, subscriptions they meant to use, dashboards they never opened, apps they kept “just in case.”
If you’ve been here too, share what you’ve kept paying for and why it was so hard to let go.
Your story might end up in the NestLedger Playbook, guiding someone who’s standing exactly where you once stood.
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🪺 Resources 📚
Verizon Small Business Digital Ready $10K Grant
Complete two eligible Digital Ready courses or events between July 1 and December 10, 2025, to unlock the $10,000 grant application.
Who’s eligible:
For-profit small businesses in the U.S., Puerto Rico, or the U.S. Virgin Islands. Non-profit organizations are not eligible.
One application per business
Applicant must be 18+
How to apply:
Finish any 2 qualifying courses or events
Submit your grant application by Dec 10, 2025, at 11:59 PM PST