Your First 90-Day Finance Stack: From Chaos to Clarity

Most startups begin with a simple spreadsheet and a business bank account. But as you grow, this approach quickly becomes unsustainable. Here's how to build a finance stack that scales with your business in just 90 days.

The Problem with Spreadsheet Finance

While spreadsheets are great for getting started, they have serious limitations:

Your 90-Day Finance Stack Roadmap

Days 1-30: Foundation Layer

1. Accounting Software

Choose between Xero (recommended for most startups) or MYOB Advanced (for more complex needs).

2. Business Bank Account

Separate business and personal finances from day one.

3. Payment Processing

Set up Stripe or similar for online payments.

4. Expense Management

Implement a system for tracking and approving expenses.

Days 31-60: Automation Layer

1. Bank Feed Integration

Connect your bank accounts to your accounting software.

2. Automated Invoicing

Set up recurring invoices and payment reminders.

3. Receipt Capture

Use mobile apps to digitize receipts automatically.

4. Payroll Integration

Connect payroll to your accounting system.

Days 61-90: Intelligence Layer

1. Financial Reporting Dashboard

Create real-time visibility into key metrics.

2. Cash Flow Forecasting

Build 13-week rolling cash flow projections.

3. Budget vs. Actual Tracking

Monitor performance against your budget.

4. KPI Monitoring

Track the metrics that matter to your business.

Essential Tools for Each Layer

Accounting: Xero vs. MYOB Advanced

**Xero** - Best for most startups

**MYOB Advanced** - For complex businesses

Payment Processing

**Stripe** - For online businesses

**Square** - For retail/in-person

Expense Management

**Expensify** - Comprehensive solution

**Xero Expenses** - If using Xero

Implementation Best Practices

Week 1-2: Planning and Setup

2. Choose your core tools

3. Set up chart of accounts

4. Configure bank feeds

Week 3-4: Data Migration

2. Reconcile opening balances

3. Set up recurring transactions

4. Train your team

Week 5-8: Process Optimization

2. Create approval workflows

3. Set up automated reporting

4. Document procedures

Week 9-12: Advanced Features

2. Set up cash flow forecasting

3. Create budget templates

4. Implement KPI tracking

Common Implementation Pitfalls

2. **Choosing the wrong tools**: Consider your specific needs

3. **Skipping training**: Ensure your team knows how to use the tools

4. **Ignoring data quality**: Clean data is essential for good reporting

Measuring Success

After 90 days, you should have:

Next Steps

Once your foundation is solid, consider adding:

Remember, the goal isn't to have the most sophisticated system—it's to have the right system for your current stage and growth trajectory.

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Need help choosing and implementing the right finance stack for your startup? [Contact Hailstone Advisory](/contact) for expert guidance tailored to your specific needs.