End-of-Year Checklist for Independent School Psychologists: Closing Out the Chaos
By Juliana Ramirez, EdS NCSP ABSNP
Owner and Founder of PERA Services®
The “Un-Holiday” Holiday Season
It’s the most wonderful time of the year… except for independent school psychologists, this season comes with a side of spreadsheets, receipts, and deadlines. While others are sipping cocoa and debating the best holiday movies, you’re knee-deep in tax prep and closing cases. The glamor is real, isn’t it?
This is the time to button up your business, finalize your financials, and prep for a smooth start to the new year. Sure, it’s not fancy, but it’s necessary. So, grab your coffee—or eggnog—and let’s power through this end-of-year checklist like the professional you are.
1. Finalize Your Business Expenses
You’ve probably spent the year buying protocols, renewing subscriptions, and sneaking in a few extra office supplies. Now’s the time to organize and categorize all those expenses. Pull receipts, comb through your credit card statements, and make sure every business-related expense is accounted for.
Pro-tip: If you’ve been procrastinating on this all year (no judgment), set aside an afternoon, blast your favorite playlist, and get it done. Future you—especially in April—will thank you.
2. Gather Tax Documents and Meet Your Accountant
If you’re self-employed, tax season starts now. Gather your profit-and-loss statements, mileage logs, invoices, and expense reports. Then, schedule a meeting with your accountant or tax preparer to strategize for the upcoming tax year.
This is also the time to pay any remaining federal taxes or payroll taxes. If you’ve got contractors, start preparing those 1099s, and for W-2 employees, ensure their paperwork is in order. It’s not glamorous, but it keeps the IRS happy—and you out of trouble.
3. Close Out Invoices and Collect Payments
Those outstanding invoices aren’t going to close themselves. Reach out to districts, clients, or test companies (hello, Pearson!) and make sure every last cent owed to you finds its way into your account.
While you’re at it, send those final invoices for any lingering cases you’ve wrapped up. Yes, it feels like you’ve written a novel with the amount of paperwork this year, but there’s something satisfying about closing out the books and starting fresh in January.
4. Review and Clean Your Books
If your books are a hot mess, now’s the time to fix that. Schedule a meeting with your bookkeeper to reconcile everything from the year. Ensure all transactions are logged correctly, and don’t forget to review your financial reports. Are you on track with your goals? Did you hit your revenue targets?
This process might feel as festive as a leftover fruitcake, but understanding your numbers is crucial for growing your practice. Plus, a clean set of books makes tax season infinitely easier.
5. Order New Protocols and Supplies
Nothing says “new year, new me” like a fresh batch of protocols. Stock up on anything you’re running low on, from test forms to office essentials. If you’re still rocking WJ-IV protocols or have a tiny stack of BASC-3’s that look like they won’t last until the end of the year, maybe now is the time to treat yourself to some spanking new ones and maybe some upgrades too.
And let’s be honest—there’s something oddly satisfying about starting the year with fully stocked shelves and a neatly organized office.
6. Plan for Some Holiday Time Off
You’ve worked hard all year, so don’t forget to schedule time to recharge. Whether it’s a full-on vacation or a few quiet days at home with a good book, carve out time to rest. Your clients will survive without you for a few days (I promise).
Remember, taking care of yourself isn’t a luxury—it’s a necessity. Burnout isn’t festive, and a rested you is a better you.
7. Wrap Up Reports and Cases
Ah, reports. The not-so-silent night of your professional life. Whether you’re finishing a comprehensive evaluation or wrapping up a consultation, make it a priority to close out every case.
Consider this your final stretch—cross the finish line with those reports so they’re not haunting you in the new year. And hey, if you’ve managed to finish a case without pulling an all-nighter, give yourself a little round of applause. You’ve earned it.
8. Reflect and Reset
Before diving into 2024, take a moment to reflect on 2023. What worked well in your practice? What didn’t? Use this time to set intentions and goals for the new year. Maybe you want to streamline your billing, grow your client base, or finally figure out how to use that fancy bookkeeping software you bought last January.
Whatever your goals, a little reflection now can set the tone for a successful year ahead.
The Least Glamorous Time of the Year
End-of-year tasks may not feel like a holiday celebration, but they’re the foundation of a thriving independent practice. Tackle them with focus (and maybe a little humor), and you’ll set yourself up for a smooth, stress-free start to the new year.
Now, go on and finish those reports, pay those taxes, and clean those books. Then reward yourself with some well-deserved holiday cheer. You’ve earned it!
Ready to Streamline Your Practice?
Kick off 2024 with confidence. Download the School Psych Fee Calculator or check out the LEAP TO LIBERTY Masterclass to take your practice to the next level.
About Juliana
Juliana is a bilingual school psychologist in Independent Practice and the owner and founder of PERA Services Inc. Her business supports school districts in the state of Ohio with the evaluation of bilingual learners for Special Education. She also coaches and mentors school psychologists wanting to become independent and start a business. To learn more about her business and Juliana visit www.peraserivcesinc.com
