Financially Adjusted

#39: GET FINANCIALLY CLEAR IN YOUR CHIROPRACTIC BUSINESS WITH THESE 5 STEPS

Leslie Roth Episode 39

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In this episode, I’m laying out the exact steps you need to take to obtain a clear picture of your business finances and manage your money well. Whether you're a seasoned chiropractor or just starting, these five steps will guide you on the path to success and confidence in your business. This episode is based on my free checklist/guide: 5 Steps to Financial Clarity!

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Recommended payroll software (affiliate links):
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EVERY DOLLAR BUDGETING APP

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If you have healthy behaviors around spending with a credit card, this is a great one to use and earn cash back. It also links up well with QuickBooks Online. If you have unhealthy spending habits with credit cards, please avoid using one! You need to be able to pay it off monthly and not carry a balance. I use this one for my business and it makes paying bills simple.

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Disclaimer: This content is for educational and informational purposes only. Please consult with an accounting professional for direct advice based on your specific business situation.

Hey there my chiropractor friend, I am so glad you're here with me for this episode of financially adjusted. First off you chose to show up today because you want to increase your knowledge and do the that you can for yourself and for your business, and you deserve a shout out for that This business stuff is not easy and it takes some real energy and dedication to keep that train on the tracks So props to you give yourself a pat on the back today because you showed up.

Many times when I speak with business owners like you I find that there's a lot of overwhelm and a lot of confusion when it comes to managing the financial side of your business. Let's face it if you haven't ever had focused education when it comes to running this side of your business that's to be expected. So, I'm going to incur encourage you to not beat yourself up over it because that's never going to serve you. Just continue to focus on solutions which is exactly what you're doing by tuning into podcast today. The only way to get better at financial side of running things in your business is to keep showing up, immersing yourself in education, and applying what you learn.

That being said let's jump right into today's episode Which is based off of a free checklist or guide that I created and have available on my website. So, when I'm going through everything today don't feel like you have to jot everything down you can simply download the freebie on my website if you go to financially adjusted dot com and click on free resources at the top. You'll scroll down and there's the freebie… it’s five steps to financial clarity. And that's the one that you're grabbing.

Whether you're a chiropractic business or not these remain the same but I gear my teachings towards chiropractors because that's who I specialize in helping in my bookkeeping and with financially adjusted. These five steps that I'm covering today are the steps that need to be taken in order to gain a clear financial sure of your business finances and to manage the money well in your business.

With pretty much all of my teachings, I am typically touching on one of these five steps. So I'll go over what the steps are, and then we're going to go dive into each one of those today and talk about why they matter, some common pitfalls or mistakes around them and some action steps you can take today or in the near future to put these in motion.

Alright. So the first step is to know your business entity.

Second step is to establish accurate monthly bookkeeping.

The third is to track and analyze monthly expenses and the fourth is to create and follow a realistic business budget or money allocation plan as, I like to call it.

And step five is taking control of your money through allocating your profit appropriately.

So you if you've been following me for any length of time you may have heard me touch on one or all of these because I am always touching on something related to these five steps. The first step of knowing your business entity is maybe not one that you would think I would put out there as a step to understanding your finances or financial clarity. You think a business entity is just a business entity but that's not the case. One of the most common issues that I see with businesses are that they're not paying themselves properly.

Depending on the business entity they are so your business entity matters because your structure and the way that you're set up it impacts your taxes, your liability for taxes, and your financial strategy and how you operate your business. So, it is extremely important that as the business owner you understand what your entity is and how you need to operate your business according to your entity. The biggest thing you need to understand is how to pay yourself from your business. This is the crucial element of this step.

And then also retirement savings opportunities and tax strategies are also affected by the entity structure of your business. Your tax professional and your financial advisor need to be advising you on all of this so make sure you're not just discussing and addressing this once a year at tax time or maybe every once in a while when you meet with your financial advisor.

You should be having at least one meeting with each of these professionals throughout the year where you discuss tax and retirement strategies. Because many times there are strategies that exist, but they disappear at the end of the year so if you're just meeting and thinking about this stuff at tax time you could really be missing out on some valuable strategies your business.

So, the common mistake that I see is business owners not paying themselves properly…So an s corporation is not a legal entity…An S Corporation is a tax election status. So, typically you're starting out as an LLC and then When the timing is right, you're becoming an s corporation which is a tax status that enables you to save money on payroll taxes. I'm not going to go into a whole big spiel about that but I do have other podcast episodes touching on that and this is something really that your tax professional should be advising you on. So if you are a chiropractic business owner and you are an S Corporation.

If this is you, you need to immediately speak with your tax professional…and find out what a reasonable salary is for you and your business and immediately start putting yourself on the payroll if you are not already. If you are on a payroll system already, you're paying yourself as a w two like you should be as an s corporation, that is awesome and props to you. But you also need to go a step further with that and make sure it's what the IRS deems a reasonable salary. And beyond even just speaking with your tax professional, you could go another measure and get a reasonable salary compensation report done which is like a solidified report that a CPA does for you saying based on everything this person does in their business, they legitimately should be paying themselves this. So, if you have that in your hands and that's what you're paying yourself and you would happen to get audited. You are setting yourself up for success because you have this document saying yes, this year this is what I did in my business and this is proven to be an a reasonable salary so you're really backing yourself up and protecting yourself by doing that 

So, definitely take those steps if you have not already. If you are an s corporation and you are somebody who hasn't been compliant with that, now is the best time to get on the ball with it. So set up a meeting with your tax professional and immediately start…paying yourself on payroll. So, you can also talk to your tax professional if you didn't do it for the year buyer you can do a retroactive payroll for yourself So discuss that with them if that's the situation that you're in. So, action steps is first confirm what your entity is.

You have to know what entity you are if you're being taxed as an s corporation, then you need to take those measures. To…be compliant and pay yourself as a w two.

So next step is of course schedule that meeting with your tax professional. If you are already paying yourself as a w two it's a good idea to do that anyways to simply just discuss what your reasonable salary is ask them if they can do reasonable salary comp report and if not find someone who can do that for you because that'll be really valuable. And you'll really protect yourself by doing that. Also schedule a meeting with your financial advisor and talk to them about some retirement strategies when it comes to um setting yourself up for the future based on your entity and your specific tax situation.

If you don't have financial professionals that you work with, the next step is the really the first step is to start looking for them immediately start looking for some people that come highly recommended that are good communicators and that you can collaborate with on all of this. Look for a tax professional who doesn't just file taxes Look for one that's going to help you with tax planning and advise you properly on how to run your business. And put this these plans into motion don't just meet with your tax professional and your financial advisor to check off that box, actually implement what they tell you to do..

Being a business you really you have to be proactive for yourself. It's not like being a w two employee where it's just very straightforward you know you make salary, your taxes are taken out. Where your you know four zero one k money is taken out and then you kind of don't think about it When you're a business owner you have to be always thinking strategically and always be proactive…about setting yourself up optimally in your business.

Alright, step number two is establishing accurate monthly bookkeeping. And I should add accurate and up to date monthly bookkeeping because those two things are so important.

I've talked about this a lot in the last probably two to three episodes, of why bookkeeping is so important and why accurate bookkeeping is what's necessary. But along with budgeting, accurate up to date bookkeeping is the absolute foundation of financial clarity, and helps you make informed decisions in your business. Without it you are just guessing. You're just assuming…That your situation is one way or another.

But you don't actually know. Some common mistakes and pitfalls when it comes to monthly bookkeeping is not staying up to date. Being like months and months or even years behind…

When you're behind you don't have anything to guide you so you are You're just you're just kind of thinking you might be doing okay but you don't have solidified numbers that are accurate in front of you that you're looking at that are guiding you must have those accurate and monthly reports. That are guiding you to show you how healthy you are to show you what your profit margins look like and how much money you have to play with. You know what what you have to work with for your future plans.

DIY bookkeeping and doing it incorrectly is another pitfall that I see people falling into sometimes you don't know what you don't know. I'm all for DIY bookkeeping. If you're set up properly to do that and you have…the mindset for it. However, you have to educate yourself so that you are doing it correctly. I've met a lot of people who DIY their books or their spouse DIYs their books.

And they don't know what they don't know so they think that they're doing it correctly but they're missing all kinds of stuff in their books and they're categorizing things incorrectly like very important things. And you're relying on possibly just your CPA looking things over once a year at tax time they're busy They're doing a quick once over you're not really getting that detailed thorough…look at your books like you should be and you're not working with accurate information through about the year So if you're DIY bookkeeping be very serious about plugging into education when it comes to that and having a professional look over that more than just once a year. Some common mistakes that I see are loan payments being miscategorized and payroll transactions being miscategorized.

Also categorizing assets as a very common mistake. You know some people try to put those in there as expenses when they actually should be categorized as assets. So if you're choosing the DIY bookkeeping route you need to invest in some type of education so that you have an understanding of what you're doing and it's a good idea to definitely have that professional oversight. And down the road I will be doing a lot more on DIY bookkeeping So definitely stay tuned further that. My focus in this first part of the year is helping you understand like fundamental…

foundational financial education. And how to run your business and manage your money. So action steps when it comes to getting bookkeeping in order are first choose your bookkeeping system Them In the last episode I compare using a spreadsheet versus using accounting software So definitely go and listen to that if you are on the fence about what to do. I definitely recommend cloud-based accounting software over a spreadsheet I highly recommend QuickBooks online so you'll find a link to that in the show notes I have an affiliate link that can provide a discount for you So If you are um, looking to switch software or sign up for software. QuickBooks online is user friendly and efficient in my opinion.

And there are other good softwares out there too. It’s just QuickBooks online is what I use exclusively and what I recommend.

So no matter what you choose, to use for your bookkeeping system. The key is to plug into it. Plug into the education on how it functions and get comfortable with it Even if someone else is doing your bookkeeping, it still your responsibility as the business owner to understand the system that it's being done in. Um QuickBooks online has an app where you can snap receipts and track mileage and they have all kinds of different handy tools So even if someone's outsourcing your bookkeeping it's your job to track your mileage and your job to make sure your receipts are being saved properly. And a tool like that is very handy to use So you can watch some tutorials on it understand it just plug in understand your system as best you can as the business owner.

And you can also ask your bookkeeping professional to teach to help you navigate, how to get reports how to use the app you know how to do different things within your software. The biggest benefit of having up to date and accurate bookkeeping is being able to understand…What's going on with your business finances by looking at your reports. You can assess the health of your business as well as using a report to understand trends in revenue, analyze expenses make sure that you're not overspending and use the information to make clear and educated business decisions.

So, your action step is to obtain your reports every month whether you're doing it yourself or getting it from an outsourced bookkeeper, and spend time understanding them. If you have an outsource bookkeeper, this is absolutely something that they should be helping you with. And if you have one or if you do DIY I have some episodes that can help you break down and understand what a balance sheet is and what a profit and loss statement is It's episodes eleven and twelve So I'll link those in the show notes…

But definitely ask your…outsource bookkeeper or your tax professional if they would please spend some time helping you navigate…what numbers you need to focus on in your reports. Because the this is one of the biggest…most helpful things that you can understand as a business owner because that's what's going to inform you of how healthy your business is and how to make future decisions…

So…

The third action step is hire a professional bookkeeper or commit to learning if you're a DIY bookkeeping person So Recognize be very honest with yourself. If you're staying up to date If you're accurate with your bookkeeping so if you are currently DIYing your bookkeeping. And you are really out of date with it You’re not sure if you're doing it correctly you need to remedy that And…either educate yourself, or go find an outsource professional who can do accurate bookkeeping and give you up to date books and reports. Alright Step three is tracking and analyzing monthly expenses. Why does this matter?

Expenses can easily spiral out of control and completely eat up your profits. Before you know it you've gone the whole year maybe spending money on subscriptions that you're not even using anymore because you just signed up for the autopay and then you checked out. The numbers don't lie So I do recommend having, um those reports available to you your financial reports every month You can use those as a tool for analyzing your expenses and seeing how heavily you're spending in each category, and deep diving on what you're spending it on I also recommend having a master spreadsheet with all of your recurring monthly quarterly and annual expenses, and keep this up to date look at this at least monthly and update this at least monthly. Along with looking at your P and L to See if you know you can get rid of some unnecessary expenses and really stay on top of that? Because you are going to be amazed at how when you plug into it the numbers tell you a story that maybe you aren't getting throughout the month Like you're just maybe telling yourself, Um I don't spend that much money on this I don't have that many expenses And then You'd be surprised how many you actually do have and how much they add up…

So you know a common pitfall that I see is ignoring recurring expenses or failing to evaluate where money is going I see a lot of business owners signing up for those subscriptions, um that renew automatically and then forgetting about them And I am guilty of this I definitely have to check myself. This is a check and balance system So by checking in at least monthly and looking down the list of what your expenses are. You're going to be forced to analyze whether or not you need things whether or not they're very necessary for you to run your business? And be able to you know stay on top of that So I've caught some stuff myself where I kind of let it go I was like oh I'll try out this software or you know you'd do the trial and then the payment kicks in and you sort of forget about it so I think when we're busy business owners you it's easy to forget about things that you sign up for So just plug in monthly and you'll be amazed at what you can catch…

Another pitfall is…not pricing on your office supplies So you might have an office manager who's ordering your supplies or you set up maybe an auto ship from Amazon or Costco or wherever, And then you lose touch of what's being purchased and you're maybe overpaying or over ordering supplies. So every few months you should try to price out your products See if you're buying…things at a reasonable price or if you're overbuying in like office supplies or clinical supplies…because that's just money sitting on your shelf that you're not really needing. You're not really using those products, and you can really be saving yourself some money and adding to your bottom line if you stay on top of that. Another…thing that you can price out and stay on top of is your insurance So I I do meet a lot of business owners who have just had the same insurance for many years and have never priced it out. Well insurance companies they kind of bank on people doing this or being like the loyal customers that never price anything out.

Find yourself an insurance broker that's somebody who can price out insurance from a lot of different insurance companies to get you the best price. Find an insurance broker someone who can look at all of your different insurances that you're paying for and…

price it out for you and do this like every year at least every two years, and you can really save some money You'd be maced. So you know how long ago was it that you priced out your malpractice insurance? Or your liability insurance or your workers' comp insurance. And if you have an automobile through your business you can price out your auto insurance so you can really find some serious money You can save thousands a year by doing this So it is definitely worth it to plug into all of those expenses every month Track all of your expenses and keep your finger on the pulse there. So I recommend creating a master spreadsheet, take a look monthly at What expenses aren't necessarily needed anymore, and…add new ones that come in so you don't miss those.

Also use your P and L to analyze what you're spending in each category A very helpful thing that I recommend doing is running a P and L report a profit and loss report every month that shows percentages.

For each expense category in comparison to revenue So You can run a P and L report that shows percentage next to every single expense as it compares to revenue So I actually have a free sample chiropractic P and L that you can grab and download, and you can actually use that as a benchmark for what healthy numbers should look like And every business is different So you know it's not going to be that you have to be exactly like this sample P and L that I have but it be a very good benchmark and guide for you…to keep in check what your expenditures look like and Compare those. I'll link that in the show notes but you can find that in my free on my free resources page as well on financial adjusted dot com

Alright moving on to step four, creating and following a realistic business budget or as I like to call it a money allocation plan or map for short. Kind of a fun spin on it because it really is your map. It is like your GPS system for your money and your business. A clear plan for your money is truly a proactive measure and ensures that you're the one in control of your dollars You're directing where all of your money is going versus just looking in the rearview mirror. And even though it's absolutely necessary that you evaluate and analyze your P and L every month When you're doing this, this is historical data So that's in the rearview mirror Like you need to understand what happened.

But there's nothing you can do Those those…dollars have they've already landed somewhere They're already gone. But with a budget you are deciding where that money is going in the future. And where you're…making it land. So you are the one that's truly in control, and you stay in control in your business with a budget. Some common pitfalls that I see when it comes to designing your money plan is…

over estimating revenue and underestimating expenses. Or just being way off on your figures. So how you avoid this and…can kind of get to those realistic numbers is by using your P and L. Use that historical data for having more realistic projections in the future. Like if you're new in business, it's definitely a little bit harder to have real projections because you don't have a lot to go on But when you're an established business you have years of revenue trends like you all you have to do is look at the prior year, look to see where your revenue was, figure out what was going on that month Do I have the same stuff going on this month and you can realistically project what your revenue is going to be. And your expenses.

Another mistake I see when it comes to a budget is not sticking to it and not staying up to date with it. The point of creating a money plan is that you implement it. And this is how it's effective for you. But things change throughout the month so you have to revisit your budget. I suggest at least weekly, and you can set up a reminder on your calendar to check-in…so that you're held accountable, and the idea is to tweak your budget where you need to based on changes in your revenue or expenses throughout the month.

Sometimes you have extra revenue coming in or maybe you have less revenue coming in than projected So you give yourself a chance to correct your budget. If you check-in weekly, the same goes for expenses, unexpected things happen So you know that's just life that's just business, you need to create the margin for this in your budget and make it work.. That might mean getting rid of an unnecessary expense to make room in your budget for a necessary expense that pops up But by checking in weekly you give yourself a chance to tweak and course correct so that you can stay within your budget and manage your money effective Plea…

Alright Action steps…for building a money plan or a budget…

is to…choose a tool that you are going to stick So what is going to help you plug in or do this easier. For me it's an app and I recommend the EveryDollar app because you can put it on your phone So it's easily accessible on your phone And it's also very easy to manage on your desktop. If you use a spreadsheet, you're maybe not going to plug in as much because you're not going to be able to just pull it up on your phone easily. And if you know if you're somebody who hates dealing with spreadsheets then don't use a spreadsheet. Use something else because you you really want to set yourself up for success So you want to use a tool that's easy for you to plug into and that you're more realistically going to use.

But the idea is to make it as realistic as possible and stick to it because that's what's making it effective. And then checking in weekly that's also what's going to help you to be effective and keep it up to date…that calendar reminder is key because…It just pops up you're reminded oh right I didn't do my budget check-in this week So you kind of you have a little bit of an accountability system and built in there. And then just tweak and adjust your budget based on what changes are occurring throughout the month. It feels really good When you get into the habit of doing this, you…will be amazed at how…confident your feel by being in control like that. And by catching things throughout the month, you can end the month and be like ‘oh yeah I directed my money to where I wanted to go and it went there and everything just worked out the way I wanted it to’. Granted, things pop up and things change but you're in control, and you you know you can't control all of the variables in life and in business but you can control your money and you can control your actions.

So just focus on that and hold yourself accountable. You'll be amazed at how this can change your business and your life.

Alright, the last step, step number five, is taking control of your money through allocation of your profit. So, this ties into the last one when it comes to budgeting but we're not just like willy nilly creating a budget and then just whatever's left over after expenses is what's left over and then we're not directing that anywhere.

The idea is to direct every single dollar goes to where you want it to go and direct it to buckets that you needed to go into.

Your profit or the money left over after you subtract expenses from your revenue. It isn’t just extra cash. This is a tool for growth reinvestment and personal wealth. There are multiple buckets that you need to put your profit into every month including tax savings which is non-negotiable. Savings, you know this could be emergency savings or investment savings for a specific reason like a piece of equipment, debt payoff and owner's job. I recommend…always saving twenty-five to thirty percent of your net profit in a separate savings account for tax that you do not touch.

No matter what this is something that you have to do. This is an absolutely non-negotiable.

The other buckets can be flexible depending on your specific situation so If you have debt I recommend taking less in owner's draws and saving lasts for a period of time while you pay off your debt. Then when you're debt free you can take more home from the business and save more for emergencies like build up that heftier emergency fund reinvestment savings travel savings education savings, or whatever is important to you that you want to save towards.

Some common mistakes that I see when it comes to allocating profit into all of these different buckets is just failing to set aside money for taxes. And then at tax time you end up with the huge bill and you don't have the funds to pay for it.

This is the one of the biggest mistakes overall that I see business over owners making that really sets them back financially so I do not want this to be you so no matter what's going on in your business, take twenty five to thirty percent of your net profit and put it into a tax savings account. If you're an S corporation you can get away with more like twenty five percent If you're an LLC, I do recommend going higher than that and maybe saving about thirty percent. And you'll be covered with taxes. In episode fifteen, five I deep dive into estimated taxes, taxes in general like what your tax on and how to save and plan. And track taxes I'll link that in the show notes. That's a very important episode.

The question that I get asked the most is on estimated taxes is what do you pay taxes on? How do you plan for that? So, episode fifteen is really valuable and there's a free resource around that as well as a done-for-you tracking template that I link that you can purchase.

Action steps when it comes to putting your money and allocating your profit into all of these different buckets. So, based on your situation whether you have debt or not decide what percentages you want to place in each of those buckets, debt payoff, savings, owner's draws, beyond the tax savings of course. Create separate bank accounts for tax savings emergency savings reinvestment savings and any other buckets you want to put money in. I think that it really helps to separate out your funds and have designated accounts for each one of them because then you're not tempted to touch them when they're just all sitting in your operational checking.

So, create the buckets through creating the bank accounts. And put the money you want to allocate into those buckets. And incorporate all of this into your budget so that you know you can even set it on autopilot…if you know you're going to take a certain amount for savings or a certain amount home…Set it on autopilot…so that it just automatically transfers and then you don't even think about it. If you have a bank account that doesn't allow for multiple, Accounts within it like multiple checkings and savings I recommend Relay. It's a great business bank So they'll let you have all kinds of different accounts because they follow like the profit first method So that's a great one. I've been using that in my business and I love it. So you'll find that link in the show notes as well.

And then the last action step around allocating your profit accordingly is regularly reviewing and adjusting your allocations to meet your business and personal goals So this ties into budgeting as well Like your checking in with this frequently.

And I have another episode, as of recently it's episode thirty six where I talk about how to balance what you take home and what you leave in the business, And this is another question I get by business owners. How do I determine how much to leave in the business vs. how much to take home? So that episode dives into this topic and kind of helps you, understand how to work that out, how to decide that. 

You're always going to feel like your money is competing like your got all these goals in your business and you've got all these goals at home And you know what do I do? So, the key is just figuring out what your priorities are based on your current situation. And you absolutely need to have a personal budget and a business budget in order to be able to prioritize and direct your money to where it needs to go.

Okay, I went over a lot today so I will recap these five steps that I covered. And my challenge for you today is to act on one of them. Figure out how well you're doing in each category. Have you touched on them at all? Have you attempted to put these things into place or understand things in your business that I mentioned?

And just take one action step towards that today, if you haven't.

So, number one, know your business entity. If you are in the dark about this right now, I would say start here Talk to your tax professional look for your organizational documents talk to your tax professional figure out how you're taxed and talk to them about paying yourself a salary if you don't already. This is incredibly important.

So, number one know your business entity… number two, establish accurate monthly bookkeeping that is up to date. So that's the key there. If you are struggling in this area of your business right now I urge you to address that. If you are DIYing it you keep up, you don't know if it's accurate, find yourself an outsourced bookkeeper. If your outsourced bookkeeper isn't giving you books that are up to date, prompt them to do so and find out why they're not. And if that doesn't work, get another bookkeeper.

Number three is track and analyze expenses on a regular basis. This is a must do in your business. And it actually can be pretty fun If you have done this before, and you sit down and you go through your expenses with a fine tooth comb you will find money And who doesn't like to do that So it can be kind of fun so don't shy away from this step.

Step four is create and follow a realistic business budget and check-in with it at least once a week. And I will add to this I want you to do this personally too. You have a personal budget and a business budget, and they need to flow together. So Number four create that realistic business and personal budget and set That check-in weekly on your calendar so it pops up as an alert and you're bringing it to your own attention to address that.

And the last step, number five, is taking control of your money through strategic profit allocation. Simply put have a plan for which buckets your money is going into and stick to it And remember that the tax savings bucket is non-negotiable. Twenty-five to thirty-five or I'm sorry twenty-five to thirty percent tax savings on your net profit non-negotiable. Set it aside in another account so you don't think about it.

Alright That's all I have for you today. If you follow these five steps and stay plugged into them consistently, I promise you it will be an absolute game changer for your business health. And my challenge for you is to take an action step today in the direction of improving upon or starting one of these steps.

Please reach out to me Let me know if you accepted that challenge and what that looked like for you I would absolutely love to hear from you. You do not have to be perfect at any of this, but you do have to commit to showing up and taking responsibility. I say this a lot but it's worth repeating. No one will ever care about your business more than you do.

Some of these steps aren't going to happen overnight if you're starting from scratch so just be patient with yourself and work on them a little bit every day. Plug into education like you're doing today with this podcast and find the right outsourced professionals to work with. By doing all of this you'll find yourself successfully managing your business in no time. You won't even recognize yourself in a matter of months. And you'll feel in control and confident.

Be sure to check out the show notes for all of those resources that I mentioned today and they will help you along the way.

Until next week as always, action brings clarity, and imperfect action is better than none at all.

Have a great day friend!

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