"Closing the books" at the end of the month is often a source of dread for founders. It usually involves hunting for lost receipts in old jean pockets or trying to remember what that $45.00 Amazon charge was from three weeks ago. This pain is self-inflicted. Good expense hygiene is about shifting the work from "once a month" to "real-time."

The 3-Second Rule

Do not put the receipt in your pocket. Do not leave it in your email inbox. Deal with it in 3 seconds.

• Physical Receipt: Snap a photo with your accounting app (Quickbooks/Xero app) immediately at the table. Throw the paper away.

• Digital Receipt: Forward the email immediately to your accounting software's "Inbox" address.

Separate Church and State

Never, ever buy personal items on the business card. The moment you buy a coffee for yourself on the company Amex, you create 10 minutes of accounting work to "reconcile" that transaction as a personal draw. It muddies the water. Keep the business card for business.

The Weekly Sweep

Block off 15 minutes on Friday morning. Log in to your bank feed. Match the transactions from the week. If you do this weekly, your memory is fresh. If you wait 30 days, you will never remember what "PAYPAL *VENDOR77" was.