Bookkeeping Tips • October 28, 2026 • by Zachariah Smiley
Quarterly estimated taxes catch a lot of small business owners off guard — not because the bill is a surprise, but because the cash was spent as it came in. A busy quarter can quietly turn into a painful payment if nothing was set aside along the way.
The fix I recommend here in Wichita is simple: every time money comes in, move a set percentage into a separate savings account labeled “Taxes.” Many owners start around 20–25%, but your tax pro can give you the right number for your income and situation. In QuickBooks Online, record that move as a transfer, not an expense — the expense happens when you actually pay the IRS or Kansas.
Reconcile both accounts every month so that tax savings balance is real, not a guess. Small, steady transfers are much easier than finding one large sum in January, April, June, or September — and they keep your operating account honest about what you can actually spend.
This is exactly the kind of thing I clean up and keep clean for Wichita small businesses — catch-up projects and monthly bookkeeping, quoted flat after a free look at your books.