Podcast Summary: The Ops Experts Club Podcast

Episode 93: Under the Hood: What Your Books Reveal Before December Ends

Date: December 18, 2025
Hosts: The Collab Team (Aaron, Taryn Turner)
Guest: Tabby Claire (Finance Leader, The Collab Team)

Overview

This episode dives deep into the crucial financial practices entrepreneurs should follow as the year draws to a close. With unique insights from Tabby Claire, a finance leader with broad multi-industry experience, the team explores strategic year-end financial reviews, the importance of accurate bookkeeping, and actionable steps to maximize business performance and minimize unnecessary tax liability. All of this comes wrapped in practical examples and the Collab Team’s characteristically energetic, honest tone.

Key Discussion Points & Insights

1. Tabby’s Journey and the Power of Fractional Experience

[02:20 – 05:37]

• Tabby shares her path from starting with Pete Vargas III to becoming a finance leader for diverse businesses.
• Fractional finance roles offer a broad perspective—exposing her to manufacturing, retail, digital, and more.
  • “You get to see some things from different industries that carry over… and you wouldn’t necessarily think about.” — Tabby [03:54]
• Integrating finance with operations is a game-changer, leading to better alignment with company goals.

2. Why Diverse Finance Backgrounds Matter

[05:37 – 09:04]

• The Collab Team’s value: exposure to different business types allows for innovative, tailored solutions.
• Many “traditional” bookkeepers lack the agility and insight needed for rapidly scaling digital businesses.
• It’s vital to work with finance professionals who:
  • Know your industry,
  • Bring ideas from varied experiences, and
  • Aren’t afraid to challenge outdated processes.

3. Evolution & Growth—Processes Must Change

[09:04 – 10:52]

• Businesses often stick with financial processes that suited them at smaller scales, missing out on efficiencies and tax advantages as they grow.
• Milestone moments (moving from six to seven figures, etc.) should prompt reevaluation of everything—including tax designations.

4. Preview: Scaling and Tech Decisions for Next Time

[10:52 – 12:25]

• Hosts tease a future episode on how finance frameworks (and the right tech) can drive scalable growth.
• Examples: payment processors, tech stacks, and fee structures all impact profitability as companies scale.

5. Year-End Financial Tie-Off—More Than Just Compliance

[12:25 – 13:17]

• Tabby urges owners to shift mindset from “just compliance” (tax prep) to strategy:
  • “End of year is not just about compliance, it is strategy… It’s about information you can use to make decisions.” — Tabby [12:27]

6. Practical Year-End Financial Actions

[13:17 – 17:33]

• Start with Clean, Reconciled Books:
  • Always make sure books are reconciled before year-end—don't depend solely on automations.
  • “I have walked into books that... taxes have been reported and they haven’t reconciled a bank account in two years.” — Tabby [13:30]
• Review and Scrub Income/Expenses:
  • Don’t assume everything is categorized right—check for errors, misclassifications, and missing reconciliations.
• Get Ready for Tax Time Early:
  • Review your books early so you’re not scrambling in the new year.

7. Addressing Year-End Panic and Planning

[16:06 – 17:33]

• Taryn emphasizes the importance of a Q4 check-in with your CPA to maximize tax-saving opportunities before they disappear.
• Use the year-end financial review to check if goals (e.g., break-even, profit targets) were met and evaluate what to adjust next year.

8. Making Financial Data Understandable for Visionaries

[17:33 – 20:50]

• Most entrepreneurs and visionaries aren’t detail-oriented when it comes to numbers.
• Condense vital info using dashboards and focus on:
  • COGS,
  • Core expenses,
  • Labor costs,
  • Profitability percentages.
• “Bank balance bookkeeping” is common but misleading; true financial health is about profitability, not cash on hand.

9. Profitability Is King: Beyond the Top Line

[19:17 – 24:37]

• Businesses can have record sales months but low or negative profits if costs surge.
• For valuation and exit planning, sustained profitability (not just revenue) determines business worth.
  • “The bottom line is king.” — Aaron [19:10]

10. Strategic Year-End Spending—Investing vs. Tax

[24:37 – 28:14]

• Consider investing in people, equipment, or infrastructure at year-end to reduce taxable profits (instead of handing the excess to the IRS).
• “Your bank balance is one of the most insignificant aspects of your business…” — Tabby [26:09]
• Covering bonuses’ tax impact as an extra way to reward staff and manage expenses.

11. Leverage Advisors and Keep Learning

[28:14 – End]

• Collaboration with skilled financial advisors is crucial for optimized tax strategies—“pay them well, they will be worth it.”
• DIY owners should self-educate (book recommendations available).
• Industry nuances matter; tailor strategies to your field.

Notable Quotes & Memorable Moments

• Strategy over Compliance:
  “End of year is not just about compliance, it is strategy… Use this information, not just package it up for your CPA.” — Tabby [12:27]

• On Fractional Experience:
  “You get to push and pull from different types of things… take what works in one and plug it into another.” — Tabby [03:54]

• Challenging the Status Quo:
  “…if there’s any end of business you can just get settled into, it’s the finance end of the pool—‘No, no, that’s just how we do things.’” — Aaron [08:30]

• On Visionaries’ Blind Spots:
  “Most visionaries’ eyes start going a little cross eyed… the number that get involved in finance is so small.” — Aaron [17:42]

• Profit Matters Most:
  “The bottom line is king.” — Aaron [19:10]

• On Cash vs. Profit:
  “Business owners think about ‘how much money’s in the bank’… but that’s such a small aspect.” — Tabby [27:18]

Key Timestamps

• 02:20 — Tabby recounts her early journey and lessons from multiple industries.
• 09:04 — Discussion on adapting financial systems as businesses grow.
• 12:25 — Tabby reframes year-end reviews as strategy, not just compliance.
• 13:17 — Essential year-end bookkeeping: reconciliation and review.
• 16:23 — Taryn on the importance of Q4 CPA check-ins and planning.
• 17:33 — How to make financial data accessible and useful for founders.
• 19:17 — Professor on the critical, often-overlooked importance of profit vs. sales.
• 24:37 — Why and how to deploy year-end investments to reduce taxable income.
• 28:14 — The case for high-quality advisors and continuing education.

Takeaways for Business Owners

• Don’t wait until January—year-end should be a strategic process, not a scramble.
• Ensure your financial data is accurate, reconciled, and deeply reviewed.
• Partner with agile, industry-experienced finance professionals.
• Make intentional decisions about year-end investments and bonuses.
• Profitability, not bank balance, is the real measure of business health.
• Collaborate with advisors and continually educate yourself for optimal results.

Next Episode Teaser

Stay tuned for Part 2, where Tabby, Taryn, and the team will talk scaling: tech choices, financial frameworks to support high growth, and more stories from behind the scenes of fast-growing businesses.

Host credits: Aaron, Taryn Turner
Guest: Tabby Claire
Podcast: The Ops Experts Club
Date: December 18, 2025
Episode 93