She Means Biz

Stop DIY Bookkeeping Disasters

Aly Garrett Season 2 Episode 12

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0:00 | 26:09

Bookkeeping can feel simple right up until it becomes a rescue job. We see the same DIY mistakes over and over: quarterly catch-ups done at 11pm, missing receipts, GST coded on a guess, and a Xero file that looks “fine” until an accountant has to rebuild it to satisfy the taxman-ian devil (aka the ATO). 

We walk through the habits that keep small biz bookkeeping clean and cheap: doing it regularly, capturing source documents the moment you spend, and using tools like Hubdoc or Dext to store invoices and receipts so you are not hunting through your inbox or a faded docket. We also unpack the setup work that pays off for years, like a chart of accounts that matches how you want to run the biz and consistent coding.

Then we get into the messy stuff biz owners trip over: personal versus business spend, meals and entertainment, home office claims, and why a dedicated business account and business credit card reduce both errors and fees. We also touch payroll compliance, STP, penalties, and why Payday Super makes “she’ll be right” payroll a real risk.

If you want better cash flow visibility, cleaner BAS and GST, and reporting that actually means something, hit play. 

Not so keen on listening or need more info, check this out:

📖 Blog: Bookkeeping tips

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SPEAKER_02

Bookkeeping

DIY Bookkeeping Costs More Later

SPEAKER_02

is a bit like colouring your own hair. Sure, you can do it. But when it goes wrong, fixing it costs a whole lot more than just doing it properly the first time. And that's what we're going to be talking about today. Bookkeeping mistakes we see business owners making all the time. The dodgy DIY jobs, the box butt box dye disasters, and the cleanup costs that hit you hard. So you better get it right the first time. So let's go to the theme tune and we'll be back. Hayley.

unknown

Hi.

SPEAKER_02

So bookkeeping mistakes. This is your little baby. You've written a blog on this one.

SPEAKER_01

I think I've delivered, you know, workshops on it. I've written a blog on it. I've whinged about it.

SPEAKER_02

Hang on, hang on. I need to get your soapbox so that you can step up.

SPEAKER_01

Yeah. No, yeah, I think it's yeah, it's it's a topic that if it's kind of a simple thing.

SPEAKER_02

People think that this is something that they can do. They do. But it's actually a skill set.

SPEAKER_01

It is, and it's a hard it's harder than you think, I think.

SPEAKER_02

And it's easier to stuff up than you think.

SPEAKER_01

And it's one of those things where you're like, I'm gonna save money, I'm gonna do it myself. Like we were with our hair colours.

SPEAKER_02

And this is the thing, where are you gonna pay? Well, what's the price if you do it yourself? One, you get it wrong and you pay the GST wrong and then potentially you've got to pay it back and pay interest. But it mainly hits when you give it to your accountant at the end of the year and they have to do all the rework, and then you say, Why are you charging me so much? I've done it all myself.

SPEAKER_01

It was perfect.

SPEAKER_02

And it wasn't at all. Now either they're communicating with that, you with that, or they're not, but either way they're doing it.

SPEAKER_01

Yeah, I think yeah, that's probably the bigger one is you think you've done it and then your accountant just does redoes it. And they tell you what they're doing. Yeah, they don't tell you what you've done wrong, really. I mean, we do, but yeah. But even still, there's just little things that we'll naturally fix, probably for most people, and not necessarily tell them because we're like, oh yeah, they love to do that. Yep. That's a known, that's a known them thing.

SPEAKER_02

And honestly, that is actually the case because when we're doing the work, we sit in an open office.

SPEAKER_01

Yeah, we're like, oh, that's classic her, isn't it?

SPEAKER_02

Yeah, we're like, oh, she does this all the time, or when you're looking at a job now, make sure that you look at this, this, and this, because they always do this. Yeah, yeah. What are the common mistakes that you're seeing?

Why Quarterly Bookkeeping Falls Apart

SPEAKER_01

Um, I guess the first thing I think for everyone that's doing their own bookkeeping, and it's not a mistake necessarily, but the first thing that really trips people up is they're not doing it often enough. And that could be a lot of the mistakes. Because they don't remember. Because they're rushed, they're doing it at the last second. It's three months ago, and you're like, I don't know what happened yesterday, let alone three months ago. What did I spend there? And what did I do here? And what was this?

SPEAKER_02

A lot of those smaller businesses do it once a quarter.

SPEAKER_01

Yeah, and you're just not prioritizing it, and you're doing it at 11 o'clock at night because you know it's due tomorrow, and you had other things to do. And I think that is the first sort of thing you need to you actually do need to prioritize it. It's not the last thing on your list.

SPEAKER_02

And yeah, and the thing is, like when we get to you and we say, What is this? and you say, I don't know. Well, I can absolutely assure you, if you don't know, we don't know either.

SPEAKER_01

Um, and we can't just put it somewhere unless it's applied to the ATO where we have to go.

SPEAKER_02

And this is the other thing. If you use a Dex or a HubDoc, if you're constantly emailing or taking photos of your invoices, then potentially it's not going to get as bad as you just absolutely freeballing it.

SPEAKER_01

Yeah. And that's what I always say to people like use Dext or HubDoc as a basically a storage spot. Tool, a storage spot. Into the really good habit of as soon as I spend something, take a photo of the invoice, send it there. You don't have to look at it again. Yeah. Then you can then, but then at least you've got a database of all your receipts in one spot. You're not flicking through your purse going like, yeah, oh shit, I think I've got it. What was that? Yeah, I had that somewhere, didn't I? Yeah, yeah. And it faded because you know receipts don't last these days, and you're digging through your inbox, going, I had that. I know, I know I had that somewhere. It's that really healthy habit of received it, forward it straight on, received it, forward it straight on, received it, forward it straight on. You don't even think about it. You don't even think about it. And I think that's probably tip one is you really get into that, use those products, like the Dex and the HubDocs that that do the receipt capture, to then and just for all the listeners out there, HubDoc is a free product through zero, so you actually have access to it.

SPEAKER_02

DEXT is a paid product that we use if you've got high volume and we really need accuracy.

SPEAKER_01

It's a better, easier to use product, but it's also paid.

SPEAKER_02

And you can email invoices in, you can take photos from an app that you download, um, and you can actually um set parameters and and instructions around if it's this particular supplier, send it to this account, send it straight through to zero, and then when you get it into zero, you've got your bank statement, you've got your receipt, and it's just a little green tick and off you go. But that process is important because we also see people that put that have reconciled their bank account, then they put the invoice in and then they then they double expense and it's like, oh no, stop. Or, or, and I saw this the other day, zero expenses they think is their hub doc. And it's like, oh no, no, that's like for reimbursement.

SPEAKER_01

Yeah, zero. I was only having this conversation with someone yesterday. I wouldn't don't I don't necessarily think that product is up to scratch the zero bills or whatever it is, and these zero expenses is not what you're thinking. Do not upload invoices to zero expenses, it'll cause all lots of troubles. Um so that's probably the first one is actually prioritize bookkeeping, don't use it as your last, you know, last job on the list because it's due tomorrow.

SPEAKER_02

And we always talk about this as well. That data, if you are reconciling it, helps you to make decisions. Yes. And so you're not going on gut feel alone. And the other thing is you do need to keep receipts. Well, for GST purposes, anything over $75. But keeping receipts is health and hygiene, right?

SPEAKER_01

And you'll never like it's amazing how many times I've gone back to find one. Because I'm like, oh, like I I've I've done this before, like I've spent this. I wonder what this was. And I can go back and I can find it. I'm like, oh, that's right. Yeah, I spent blah blah blah, blah blah blah, or even if you need it for a warranty or anything like that, it's amazing how many times you actually go back to find it. Yeah. Um,

Set Up Xero Right From Day One

SPEAKER_01

I guess the next one, and I think we've spoken about this sort of in the past, is the setup of your file in the first place. Get an accountant to do it. Yeah, you know, or a really good bookkeeper, whatever. But get getting it right from the start is really important because the better it's trained, like um, the better you've got it set up, the better everything, you've got your rules going, you've got bank fees, index, setting up invoicing. If you've trained, trained it to do just that thinking for you, the the better and easier it is in the long run for you. So definitely putting the time and effort into the setup and making sure that is right. Chart of accounts is also incredibly important.

SPEAKER_02

Does this have a tax code that's correct?

SPEAKER_01

And setting up your chart of accounts is actually really important as well. Oh, super important. Because it needs to mean something to you. Yeah. And it needs to give you the information on the other side that you actually want to see.

SPEAKER_02

Well, that's basically what makes up your profit and loss and your balance sheet.

SPEAKER_01

Yeah, but it also makes up your management reporting. Yep. So if you want to know how your business is doing and you want to know certain information, we can only get that if your chart of accounts is set up correctly and that you're coding, that you're actually coding it to the right account in the first place.

SPEAKER_02

And look, this is a little tip. If you're coding something wrong, just be consistently wrong. Because we have something called find and recode. So we can change things really quickly. But if you're putting different things in different spots, it is a nightmare and it'll take us longer. So if you're wrong, just do it consistently wrong. Yeah.

SPEAKER_01

Like hot tip. Yeah, don't change it every time. And then like if it if you think, oh, does it have GSD or not? Just always do whatever, just one way.

SPEAKER_02

One way. And look, Zero at the moment is going through this auto-reconcile. If you haven't got it yet, you will don't uh look, it's not it's not fantastic. It's and also not fantastic if you're doing and invoices and maybe potentially cash coding. Yeah. So you still got to check it. It's not, it's not where it needs to be just yet.

SPEAKER_01

No, it it's confidently wrong. As we've done an AI episode, it's confidently wrong. Yeah. Um and especially if for you, if you've got a really, really, really simplistic business, it might be worthwhile. But if you go to Cole's and sometimes it goes here, but sometimes it goes there, it doesn't know that. No, it just goes with wherever you went last time. So if sometimes And it might be claiming GST on something that you really shouldn't. Yeah, especially if you don't have any receipts. Yeah. Um, especially at Cole's, right? Because you might go and buy cleaning material and that goes to cleaning, and that would have GST. Yeah. You also might go buy some fresh bread. Yeah. And that goes to staff amenities, and that has no GST.

SPEAKER_02

Also, those beautiful OTR receipts, we know that you're getting some snacks when you get your petrol.

SPEAKER_01

Yeah. And so does the ATO or the Tasmanian devil, we like to call them. So I guess that's another sort of one that we kind of look at is the setup. The setup fantastic, really great because point there. Yeah. And if we only see it like we've seen what what accountants call rescue, rescue jobs, where you're probably looking sometimes you're three years down the track, so nasty well behind, and we're trying to do three years of cleanup. Sometimes we just feel like starting again. Honestly, sometimes it would be easier. Yeah. Um, because yeah, you it's just wrong. Wrong, wrong, wrong, wrong.

SPEAKER_02

Yeah. And this is the thing, like as an accountant, we've got a responsibility before we, you know, um prepare and lodge anything that to the best of our ability, it has to be right.

SPEAKER_01

And we've got comfort, like we haven't had comfort that we've done our absolute best to ensure that everything is correct.

SPEAKER_02

And that means every item on the balance sheet needs to match something. We need to have profit and loss. We need to be able to substantiate what you're actually saying. And the ATO has so much information now that you really can't hide it. Like, and I think you mentioned it in a prior episode, they've got access to your square, to your pause, to like they bank income. They know your income. They know your income. You're literally just telling them about your expenses. Yeah.

SPEAKER_01

Yeah.

Personal Vs Business And Clean Records

SPEAKER_01

Um, and then I guess the next one, um we're kind of feeling this a little bit at the moment, is really identifying what is personal and what is business and being across where things should go.

SPEAKER_02

And look, the classic here is meals, yeah, like coffee, business meetings, entertainment, and you know, what's for the home office versus what you're allowed to claim. I mean, that gets into some deductibility stuff, but the best thing you can do is if you're not sure, ask the question, but put it in there and your accountant will definitely or should ask the question.

SPEAKER_01

Yeah, and and I think you think though, yeah, you you just need to sort of educate yourself a little bit around what actually does constitute a business deduction and what is personal.

SPEAKER_02

And there's so much information now, either online. The ATL website is fantastic for what is deductible, what is not. I don't recommend it hardly. You should go to your accountant, but if you don't have one, get one. But AI possibly, but that can get it wrong too. So, you know, I I think it is important to ask some really basic questions around how should if I'm having a lot of business lunches or business coffees, is that entertainment or is that a business meeting, or when I'm traveling, what does that mean? Asking those questions up front of your bookkeeper and accountant um or letting them know what they are helps then to make the decision right. That's right.

SPEAKER_01

The more information we know, then more we can help you. Yeah. Um and the earlier we know it, the more we can help you.

SPEAKER_02

Yeah. And look, we've seen it all before. So you think you might be being tricky and you can sneaky hide something in there. We know. Yeah. I'm just letting you know. We know all the skeletons in your closet. Just be open about it.

SPEAKER_01

Yeah, and I guess what like you said, the home office, things like electricity, um, phone, internet. Yeah. Just knowing uh earlier what can and can't be claimed, what GST treatment is, actually asking the question so that you can consistently do it right. Be consistent. Because uh if you are just giving it a whirl, that does take us longer to look into at the other.

SPEAKER_02

And once we find something, we we deep dive. Yeah, um, the other thing, and I think is super helpful here, is having a business account that's solely for business, and I know you've mentioned that before.

SPEAKER_01

Yeah, I think we have talked about that before as well. Can't reiterate it enough. Bookkeeping a whole lot easier, which means cheaper. Is um for yourself and for us, is a business credit card, especially. Yeah, the real the real issue is personal credit cards. Personal credit cards being used for business.

SPEAKER_02

Because then we don't know what's personal, what's business. And let me just give you a hot tip. When you do bookkeeping, we quote up based on volume of transactions. So if you've got your personal credit card in there that aren't deductible, that's still adding to your bookkeeping. Because we have to allocate that amount to your personal loan account, plus it's blowing out your loan account if you're in a company which is an issue, yeah. Separate podcast. Yeah. But um, super important that I think you get a business account, potentially business tax saving account, hive some of some cash flow and business credit card.

SPEAKER_01

Yeah, I I think that's a really important one. Um, like I said, we have talked about it before, but just simplifies things because if if anything business is on the business card, the question it just reduces the number of questions, it also reduces the number of transactions you're reconciling. Yeah. Um and makes your life easier.

SPEAKER_02

And when we ask you a question, it costs money. It does. So the more questions and the more queries we have because the less information we have, it actually costs you more. Yeah. So how do you save on this type of thing? One, make sure you're not having business, uh, sorry, personal stuff going through. And two, putting all your receipts in there. Yeah. Like because I won't ask if the if it's already attached.

SPEAKER_01

If you don't ask, I don't have to ask because I can have a little look see myself. Yeah. Um, especially big things like if you've bought a car or anything like that, just throwing anything you've got attached it to it. Anything at all. So easy.

SPEAKER_02

And then it's electronic, you don't need the paper and the copy anymore.

SPEAKER_01

Um, it makes life so much easier. So, yeah, that's probably another hot tip.

SPEAKER_02

We're gonna throw to a sponsor, and then we'll come back with some more lethal lease hot tips on bookkeeping. Running a business without understanding numbers is a bit like colouring your own hair. It works out sometimes, but mostly you need someone who actually knows what they're doing. At All In, we are the proactive award-winning team getting all up in your business, from bookkeeping to accounting, tax, and big picture advisory. We don't just keep you out of trouble with the taxmanian devil, we help you grow. Real advice, real people, zero boring accounting vibes. Visit allinadvisory.com.au. Calculator.

SPEAKER_01

We're back.

Payroll Compliance And Payday Super Risk

SPEAKER_01

Okay, next. I I guess we can't do it without covering up the payroll side of bookkeeping. I'm vomiting in my own mouth. I don't like payroll. No, I and it's risk, risk, risk. Oh, and doing bookkeeping. You're obviously doing it more often because you're not. You're taking on the risk. Um, but it it's again, I guess in the setup of payroll, you you need to have it set up properly. I would definitely spend some money there on somebody who knows what they're doing. Training, recommend training yourself on the basics of payroll consists.

SPEAKER_02

You know, connecting with your industry association, fair work, um, you know, those are the two really that you need to make sure you're on the right award, that you're tracking people's ages, if they're on the award.

SPEAKER_01

Even in like South Australia, the business essay. Yeah, great one. Um, but you're getting yourself at least the basics. Because if you're gonna do your payroll yourself, you are opening yourself up to risk. Absolutely, you are.

SPEAKER_02

Um and there's no excuses here, like there's no ignorance is bliss, they will absolutely go you. So it is important to get that right, and also it's the one thing that employees are on.

SPEAKER_01

Yeah, and it can cause a lot of issues, angst with employees. But yeah, there's a lot of compliance around it, I suppose. And everything has to be lodged now so quickly with the ATO. Payday Super is coming. You've got to really be on to it. You've got you, you know, we've been on SDP for a couple of years now. Um Payday Super is coming in. Um, your lodgements with the ATO, they already know what they're expecting and when, and they're cracking down on if it's not being paid on time. Or even lodged on time. And lodging they're assessing penalties now. So you do need to be on to that payroll side. So if you are still doing that yourself, it is risky, but I do recommend you definitely set up yourself and get the setup right, and potentially get your accountant or someone qualified to look over it every now and again just to make sure it's still right. Because it does change, things change, rates change, rules change. Is that that one thing that you just it's a struggle to keep on top of?

SPEAKER_02

Yeah.

SPEAKER_01

100% any other hot text. Um what else can we?

SPEAKER_02

I think um I I think we need to just recognise the importance and value of bookkeepers at this point because what they do has genuine value and it can save you money if you're doing it the right way. Um

GST Proof Cash Flow And Better Reporting

SPEAKER_02

and uh the other thing is the GST guessing game. I think in your blog you had something on that. Don't you know, don't claim GST unless you're absolutely sure.

SPEAKER_01

Well, technically, you meant to have a receipt that shows the GST. And if you're erring on the side of I don't know, you you kind of have to err on the side of no. Yeah. Because if you can't prove it, you're in trouble. Yeah. Um and and for the most case, you should have something that shows whether it's got a GST. Nowadays, with um foreign currencies and foreign transactions, it can get a little bit confusing because some kind some large corporations are are being a bit tricky with their GST. So it's a bit confusing, but definitely uh er on the side of no. But I think there's a really some really good stuff that like even um online now, there's some really good websites that can actually tell you whether there's GST or not. On certain suppliers, yeah. It's worthwhile having a little little Google if you're not sure.

SPEAKER_02

Absolutely. The other one here is um it actually helps with your cash flow.

SPEAKER_01

Yeah, like I think we sort of referred to this earlier. When you get your bookkeeping done properly and frequently, you know what you're up for. Yeah, and and you and if you're doing it yourself, you also get a better understanding of your business of your business. Like there's nothing quite like getting in there and and seeing day to day what actually happens. And so when you are doing it more frequently, you get a better idea of that. When you're doing it quarterly, you kind of lose that because you're just rushing through tick, tick, tick, tick, tick. I want this done. Um but yeah, you do get a better idea of where you stand and how what's coming up and and where you kind of sit and what's going on in your in your cash.

SPEAKER_02

And I think it and it this just goes back to data again. Like, even if you haven't paid an invoice, making sure that it's actually in so you know it's coming. That's right, because that will give you an accurate profit and loss. Um, so if you're up to date and you're not just doing it on a cash basis, as in you know, you're recording everything when the You're doing it back the other one, like you're reconciling in reverse.

SPEAKER_01

Yeah, you've already done it three months ago. It's knowing this is what's coming, yeah. This is what I need to prepare for.

SPEAKER_02

Yeah, and so it just goes back to that source data yet again. If you've got source data, make sure you send it to your accounting file and be consistent, get on top of it, do it regularly, lock it in your calendar. And the other thing when you don't do it regularly is you forget what you're doing. The amount of times we have people once a quarter say, I forgot how to do this. And they're like, this meeting last quarter. It cost you money. It's gonna cost you some money.

SPEAKER_01

Let's record it.

SPEAKER_02

You need to we do.

SPEAKER_01

We need to be let's record it. That's because I know we've had this conversation before.

SPEAKER_02

We've been here before. We're we're up it's Groundhog Day. And I think that's the other thing, though. You've got to somehow be able to mental map it that this is your business, this is how I do the book. This is if you're doing it yourself, this is how I do the bookkeeping, and you have to do it regularly enough so it's a mental map in your mind. Yeah, so that you're not getting to that other point of, oh, I can't remember how I did this, I can't remember what I did last quarter, or I can't remember what I do with this supplier.

SPEAKER_01

Dext, it's back to Dex, but Dext has a really cool feature now. It's called Dextension, and it's like a um an extension on your browser, and it can't pops up now and it can tell you where you actually coded something last time. Oh, so good. Yeah, so it connects through to your Xero file and it it it shows you well, you coded it here last time. Yeah, like and it it's and so instead of going back over to your zero file and going, now where did I code this last time? You can actually it tells little things like that. If you like it's a I'm pretty sure dextension's free too. You just have to turn it on and you have to download it.

SPEAKER_02

Um and this gets back to the I we have an AI episode that. That's the one before this. Um, but I want to say right now, as at May 2026, AI cannot do your bookkeeping for you. You still need someone to help you.

SPEAKER_00

Yeah.

SPEAKER_02

Um, so don't AI, if somebody's saying that that's what can happen, I can bet your bottom dollar. Um, there's either somebody overseas doing it at the back end to support it or it's gonna be wrong.

SPEAKER_01

Yeah, I think with bookkeeping, it's really important to remember that every business is different and every person likes to see it differently. So yeah, if I could treat the exact same transaction differently to you, yeah, because my brain thinks differently. In terms of tax, sure, we would both deduct it, we would both put GST on it. Cool. But I might go, oh no, I want to see that in staff amenities, and you go, no, I want to see that in professional development. Yeah. Or and the ATO doesn't care. No, they don't care. They don't that side of it, they don't care. If you deduct it, it's deductible, cool. T what box you put it in, they're not fast.

SPEAKER_02

Um and oh look, there's a few that they're fast about. Oh, like interest and rate, but we anyway.

SPEAKER_01

But they this is where the management reporting and what we call the rich data comes into it and how your brain thinks and what's important to you in business. Everyone is different. Um, and so that I think kind of gets overlooked sometimes. And even professional bookkeepers can overlook that because they're like, no, that this is where it goes. Yeah, like to me, that is this, therefore that is what it is. Yeah. But but to you, that's a lack of but that's a lack of education understanding on their behalf. That means something. So you need to be very clear on what before you even start, you need to be clear on what you want to see at the other end, if that makes sense. And that came back to the chart of accounts, and that comes back to what information is important to you in in your business, so that you will have the ability at the end to pull those reports that are meaningful. Yeah. So don't just go, yep, tick, tick, tick, wherever zero says. Yeah, tick, tick, tick, tick. We all get in the house. And then you do one, you're like, I've man, I've got to go back and change it. Um so it can be very tempting to click okay.

SPEAKER_02

Oh, you get into the green eyed zone.

SPEAKER_01

Yeah, and you're just like, Yeah, you want that, you want that little cortisol hit to um, but it is important to actually think it through and have a little bit of a plan to know that what you want to see at the other end is possible. Yeah, because there's a lot of times where clients will go, but well, now I want to know this. And I think, well, you should have said this today six months ago because I would have set this up completely differently. Yeah. Um, and I I would have been able to get you that information. Yeah. Because now I'm gonna have to, yeah. Because we didn't do it like that. Yeah. We can going forward. Yeah, or or I can spend a lot of time reworking it. But if if we're clear on what our our goals and outcomes are within the bookkeeping, we can then we can do it in a way that will get you there.

SPEAKER_02

Yep. Love that, love that, and I think that's a perfect way to end the episode. So thank you, Lee. Um, you can hop off of the uh soapbox now. And um, yeah, it's great for to uh for everyone to come on board and listen to this one, and we'll be back with more episodes. Thanks guys, bye. Bye. And

Final Takeaways And How To Help

SPEAKER_02

that's a wrap on today's episode, everyone. Thanks for hanging out with us. We're very aware you could have been scrolling, snacking, or ignoring emails instead. So we appreciate you choosing us. If this episode gave you a light bulb moment, a laugh, or a quiet, oh wow, same, do us a favour and hit follow, leave a review and rate the podcast. It helps other brilliant people find us and makes the algorithm gods very happy. So share it with a mate, a biz bestie, or that friend who's building something big and pretending they're not stressed. Until next time, use bold moves, chase the big wins and lead the way.

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