I know, it’s only October. But if you own or run a business, the end of the year is basically now. The holiday lights will be up before you finish your next proposal, and suddenly it’ll be January, and you’ll be wondering where Q4 went.
Integrators everywhere are sprinting toward the finish line, racing to wrap projects, send invoices, and close jobs before the holidays. But before you dive into the next installation or the office holiday party, take a breath and make sure all that busyness actually turned into profitability for your business.
A few hours of focused year-end planning can mean the difference between starting 2026 in scramble mode or stepping into it with confidence, cash flow, and maybe even a few vacation days left over.
Get Clear on Your Numbers
Start with your financial foundation. Pull your P&L, job costing reports, and revenue by service category, and don’t just glance at them while your coffee’s brewing. Really dig in. Which services delivered the strongest margins? Where did expenses creep up? Which projects or clients were profitable, and which ones made you question your life choices?
And while you’re in there, take a closer look at the odds and ends. Did you really spend $5K on paper this year? Time to call the Michael Scott Paper Company and negotiate a new deal. Check your credit cards and vendor accounts for discounts, rebates, and reward partnerships you might have missed. And don’t forget about manufacturer programs or funds. If you’ve got unused marketing dollars, rebates, or DMC funds sitting around, use them before they disappear on December 31.
This isn’t just a numbers exercise, it’s your roadmap. Understanding where you made (and lost) money helps you focus next year’s efforts where they’ll actually pay off.
Maximize Your Tax Advantages
Taxes aren’t fun, but saving money absolutely is. Meet with your CPA early to talk about deductions and smart year-end moves like using Section 179 for that new van, investing in updated tools, or prepaying vendor invoices to lower your taxable income.
It’s also a great time to invest in upgrades that make life easier for future you: a better project management system, staff training, new test equipment, or even a website refresh that finally loads before the next ice age.
Think of it as putting your money to work twice, once as a tax deduction and again as an investment in next year’s sanity.
Clean Up Cash Flow and Inventory
Cash flow is king, but it’s amazing how many businesses treat it like a distant cousin they only see at trade shows. Make sure all invoices are out and collections are current before December 31. A personal phone call still beats an automated reminder every time.
Revisit open proposals and pending jobs. Sometimes all it takes is a check-in or a small incentive to push something across the finish line.
While you’re at it, do a little inventory therapy. Are there slow-moving or obsolete parts gathering dust in your warehouse? Sell them, return them, or use them for training. And please, return your outstanding RMAs. Early in my career, I watched a company go out of business with tens of thousands of dollars in boxed-up returns, labels printed, everything ready, that they just never shipped. For years. Don’t let that be you.
While you’re cleaning up physical inventory, don’t forget your digital one. Update old brochures, remove outdated website copy, and make sure your brand materials reflect the kind of projects you actually want in 2026.
And if you’re feeling brave, go find that box of loaner remotes, lost tools, and demo gear you swore you’d account for in June. Sometimes cleaning the warehouse literally pays.
Audit Your ROI
Once you’ve looked at what you earned, check what you spent to earn it. This is your “was it worth it?” moment.
Audit everything: software subscriptions, tools, partnerships, trade shows, ads, trucks, you name it. Which ones actually helped you do more business or save time? Which ones just auto-renewed quietly in the background while no one noticed?
If you’re still paying for that “free trial” estimating software from 2022, it’s time for an intervention.
The goal isn’t to slash costs for the sake of it. It’s to double down on what drives results and ditch what doesn’t. ROI isn’t just about dollars. It’s about time, effort, and energy.
Invest in Your Team
Your team is your biggest asset, and they’ve been sprinting all year too. Beyond year-end reviews or bonuses, carve out time to actually talk to them. Ask what’s working, what isn’t, and what would make their jobs easier. Try the simple “Start, Stop, Continue” method:
● What should we start doing next year?
● What should we stop doing that makes no sense?
● What should we continue because it’s working?
These conversations are pure gold. They reveal blind spots, boost morale, and spark new ideas.
Also, do yourself a favor and check who still has PTO left. The last week of December is not the time to discover half your techs decided to use up vacation days. And as you look ahead, think about next year’s staffing needs. Do you need another service coordinator? Someone to handle social media? A project manager who actually likes paperwork? Plan and budget now instead of scrambling later.
Refocus on the Customer Experience
Happy customers are your best marketing team, and they work for free. Take a little time to gauge how clients feel about working with you. Read your reviews, send a quick survey, or just call a few people and ask, “Hey, how’d we do?”
If you keep hearing the same pain points like delayed updates, confusing invoices, or that one tech who never calls before showing up, fix them now. And while you’re at it, ask for a referral. Most satisfied clients are happy to sing your praises, but they need a little nudge.
Also, check that your online presence reflects your current work. If your last gallery photo features a plasma TV, it’s time for a refresh. Every great review and referral is free marketing that money can’t buy, but it only happens when you deliver an experience worth talking about.
Plan for 2026 Now
With all this data in hand, your numbers, your team, your customers, start planning next year before next year starts planning you. Set measurable goals you can actually track: revenue, profit, conversion rates, and maybe even a “we’ll take a vacation” goal.
Keep it realistic. Check progress quarterly. Adjust when needed. The point isn’t perfection. It’s progress with intention.
Running a small business can feel like a never-ending sprint, but sprinting without direction just makes you tired. Year-end planning gives you the map, not just the mileage.
So before you close out 2025, take a little time to finish strong. Clean up your books, invest in your people, listen to your customers, and make next year’s version of you very, very thankful for the prep work you did today. Because profitability isn’t an accident. It’s built one smart, slightly caffeinated decision at a time.
Kat Wheeler
Kat Wheeler is an Account Executive at One Firefly, a role that allows her to combine her sales expertise and passion for marketing to help AV integrators grow. With 22 years in the AV industry, she has a successful track record of growing businesses, managing teams, boosting revenue, and creating marketing strategies across various sectors. Her love for technology began with her first computer, a Commodore64.
Currently based in Columbus, OH, Kat's career has given her the opportunity to live in seven states and visit 46. Not just about business; she’s authored two modern murder mysteries that creatively weave in technology, where the murders are both committed and solved using AV and you might see some familiar characters….
In her free time, you’ll find Kat practicing yoga, playing poker, and exploring new places. She dreams of one day owning a dog and making history as the first woman to win the World Series of Poker Main Event.
- Kat Wheeler#molongui-disabled-link
- Kat Wheeler#molongui-disabled-link
