What Meetings Should Occur with Your Accountant, and Why
Essential Meetings Small Business Owners Should Have With Their Accounting Team
Running a small business means juggling sales, operations, marketing — and of course, finances. While many owners only connect with their accountant at tax time, the truth is that regular meetings with your accounting team are critical for long-term success.
In this guide, we’ll break down which meetings every small business should schedule with their accountant and why these touchpoints are essential for financial health and growth.
Why Regular Accounting Meetings Matter
Your accountant isn’t just there to crunch numbers — they’re a financial partner who can help you:
Plan ahead for taxes and avoid surprises.
Monitor cash flow and profitability.
Identify risks before they become costly problems.
Make informed decisions about hiring, equipment, and expansion.
By building a consistent meeting schedule, you ensure your accountant always has the latest information to guide your business.
Key Meetings to Schedule With Your Accountant
1. Initial Strategy Meeting (Onboarding)
When: At the start of the relationship
Why: This meeting sets the foundation. You’ll review your business goals, financial challenges, and expectations. It’s also the time to establish communication channels and decide how documents will be shared.
Tip: Bring past financial statements, tax returns, and any bookkeeping records so your accountant has a complete picture.
2. Monthly or Quarterly Check-Ins
When: Monthly for growing businesses, quarterly for smaller operations
Why: These meetings focus on reviewing cash flow, reconciling books, and tracking performance against your goals. Your accountant can spot red flags early — such as declining margins or unexpected expenses.
Agenda items often include:
Profit & loss statement review
Cash flow updates
Accounts receivable & payable status
Payroll and benefits planning
3. Tax Planning Sessions
When: Mid-year and year-end
Why: Don’t wait until April to think about taxes. Mid-year planning helps you adjust estimated payments, while year-end planning ensures you maximize deductions and take advantage of tax-saving strategies.
Common topics:
Retirement contributions
Business expense deductions
Depreciation planning
Timing of major purchases
4. Annual Budget & Forecasting Meeting
When: At the end of your fiscal year
Why: Forecasting sets the tone for the upcoming year. You’ll work with your accountant to project revenue, plan expenses, and set profitability goals. This meeting often ties directly into financing or expansion plans.
5. Ad-Hoc or Special Project Meetings
When: As needed
Why: Big decisions require financial guidance. Before taking on debt, expanding locations, or hiring full-time staff, meet with your accountant to run the numbers. Their insights can help you avoid costly missteps.
How to Make These Meetings Effective
Come prepared: Share updated financial documents before the meeting.
Set an agenda: Outline priorities so time is used effectively.
Ask questions: Don’t shy away from requesting clarification on reports or terminology.
Follow up: Document action items and deadlines.
The Bottom Line
For small business owners, regular meetings with your accounting team are an investment in clarity and growth. These check-ins help you stay ahead of compliance issues, manage cash flow, and make strategic decisions with confidence.
By creating a meeting schedule — and sticking to it — you transform your accountant from a tax preparer into a trusted partner who actively contributes to your business success.
✅ Pro Tip: If you’re unsure how often to meet, start quarterly. As your business grows, consider monthly check-ins to stay on top of financial changes.