Accounting scares most solopreneurs. It should not. I run my own books every month. It takes 2 hours. No accountant needed. Here is my exact system.

What is the simplest setup for solo accounting?

One bank account for business. One for personal. Never mix them. I use a free Notion ($0) database to track every transaction. Three columns: date, amount, category. That is it.

Stripe charges 2.9% + $0.30 per transaction. I log each payout manually once per week. It takes 5 minutes. If you process over 50 transactions per month, connect Stripe to your Notion via n8n ($0). The automation costs nothing and saves 20 minutes per week.

ConvertKit charges $9 per month for email. That is a business expense. Log it. Every SaaS subscription is a deduction. I track 12 subscriptions in Notion. Total value: $127 per month in write-offs.

Need the full business structure? Read the One Person Business Operating System. It shows how accounting fits with your daily operations.

How do you manage invoices and receipts?

Digital receipts only. I snap a photo with my phone and file it in a Notion database. The free plan handles unlimited uploads. Tag each receipt with the client name and tax category. At tax time, I export everything in 10 seconds.

For invoices, use Stripe. It generates PDF invoices automatically. Each invoice includes payment terms, due date, and a pay link. Clients pay faster when they can click a link. Stripe’s invoice feature is free. You only pay the 2.9% + $0.30 transaction fee.

Calendly’s free plan schedules your quarterly accounting reviews. Block 2 hours every 3 months. Review your profit and loss. Check your tax estimate. Adjust your spending. Consistency beats intensity.

This system pairs well with the Solopreneur CRM Stack. Your CRM tracks leads. Your accounting tracks revenue. Together they show your real conversion rate.

You are a senior small business accountant specializing in solopreneurs. I need to set up a simple bookkeeping system. First, audit my current income and expense tracking method. Then recommend a tool stack using Notion, Stripe, and n8n. End with a weekly 15-minute routine for keeping books clean.

Read the related guide

References

• Notion Pricing
• Stripe Pricing
• ConvertKit Pricing
• n8n Pricing
• Calendly Pricing

SOLO BOOKKEEPING SYSTEM (1 hour/week)

EVERY FRIDAY (5 PM):
[ ] Export bank/credit card statements
[ ] Categorize expenses (use template below)
[ ] Record income from all sources
[ ] Save receipts (photo to cloud folder)

EXPENSE CATEGORIES:
├── Business Tools (software, hosting)
├── Marketing (ads, tools, materials)
├── Education (courses, books)
├── Office (supplies, internet)
├── Professional (legal, accounting)
└── Travel (client meetings, conferences)

QUARTERLY:
[ ] Pay estimated taxes (if required)
[ ] Review profit & loss statement
[ ] Adjust next quarter's budget
[ ] Consult accountant (1x/year minimum)

TOOL RECOMMENDATION:
Free: Wave Apps
Paid: QuickBooks Self-Employed ($15/mo)

Rule: Separate personal and business accounts.
Always. No exceptions.