Send Me Your Questions!

If your agency has grown beyond just you, there is a good chance you are paying for software nobody uses. Three project management tools. Duplicate platforms. A subscription tied to someone who left a year ago. All of it quietly billing, every month, because autopay does not care whether anyone opened the app.

In this episode, Melissa walks through a real financial assessment at a twelve-person branding agency where recurring software subscriptions had grown to fourteen hundred dollars a month, almost seventeen thousand dollars a year, without anyone noticing. She breaks down how SaaS sprawl happens in team environments, why it compounds as your headcount grows, and what a practical system for controlling it actually looks like.

This is not about cutting tools you need. It is about knowing what you are paying for and making sure someone owns it.

IN THIS EPISODE

• How SaaS sprawl accumulates in agencies where multiple people make purchasing decisions.
• Why autopay and annual renewals keep subscription costs invisible.
• What happens to software subscriptions when employees leave (and why it is worse than you think).
• The client project tool trap: subscriptions that outlive the engagement.
• A four-step system to audit, assign ownership, control new purchases, and build offboarding into your process.

HOMEWORK

Pull the last twelve months of transactions from every bank account and business credit card your team uses. List every recurring subscription. Write down who owns it and whether it is actively being used. Cancel anything without a clear owner and a clear purpose. Do it this week.

No Se Habla Taxes is the podcast for creative agency owners who want to understand the financial side of their business — without drowning in spreadsheets. Hosted by CPA and fractional controller Melissa Armstrong, each episode unpacks real operational finance questions through candid stories and practical insight. Subscribe to the newsletter at steadyhandaccounting.com for episode recaps and financial insights delivered straight to your inbox.

Not sure if your business is healthy or just busy? No Se Habla Confusion is a $500 financial assessment for creative agencies on QBO doing $300K–$3M. I dig into your numbers, find the gaps, and tell you exactly where you stand. Email info@steadyhandaccounting.com — subject line: No Se Habla Confusion.

Let's connect!

LI: https://www.linkedin.com/in/armstrongmelissacpa/

Website: https://steadyhandaccounting.com/

Send Me Your Questions!

Every agency owner has had a version of this Monday morning: invoices in the inbox, a subcontractor asking when they’re getting paid, a late notice you forgot about, and a vague sense that you’re one missed bill away from a vendor situation.

It’s not a cash problem. It’s a systems problem.

In this episode, Melissa walks through the financial operations cadence — a simple Tuesday-Wednesday-Thursday payment cycle that eliminates the chaos, reduces cash flow surprises, and creates the internal discipline you need to eventually delegate your finances to someone else.

Three days. Three steps. One process that actually works.

In This Episode

• Why paying bills ‘when you remember’ is a systems failure, not a personal one
• The Tuesday-Wednesday-Thursday payment cadence: record, approve, pay
• How to stop using your brain as a filing cabinet for due dates and vendor relationships
• Why a consistent cadence is the first step toward delegating your finances
• A simple homework assignment to get your own cadence started this week

Homework

Assign your three payment days this week. Put them in your calendar. For the first week, just do the recording step — get your outstanding invoices into one place. You don’t have to build the whole system today. You just have to start it.

No Se Habla Taxes is the podcast for creative agency owners who want to understand the financial side of their business — without drowning in spreadsheets. Hosted by CPA and fractional controller Melissa Armstrong, each episode unpacks real operational finance questions through candid stories and practical insight. Subscribe to the newsletter at steadyhandaccounting.com for episode recaps and financial insights delivered straight to your inbox.

Not sure if your business is healthy or just busy? No Se Habla Confusion is a $500 financial assessment for creative agencies on QBO doing $300K–$3M. I dig into your numbers, find the gaps, and tell you exactly where you stand. Email info@steadyhandaccounting.com — subject line: No Se Habla Confusion.

Let's connect!

LI: https://www.linkedin.com/in/armstrongmelissacpa/

Website: https://steadyhandaccounting.com/

Send Me Your Questions!

Most agency founders aren't avoiding their finances because they don't care. They're avoiding them because nobody ever told them what to actually look for.

In this episode, Melissa walks through the five numbers every creative agency owner should be reviewing every quarter — and why 45 minutes, four times a year, is the difference between catching problems early and finding out when it's expensive.

What's covered in this episode:

• Why "things seem fine" is not the same as things being fine
• Gross margin by client and project — where quiet erosion actually lives
• AR aging and why cash flow problems in agencies are almost always a collection issue first
• Burn rate and runway — and what your number should be telling you
• Revenue concentration and the 30-35% threshold worth paying attention to
• Utilization rate, the industry benchmark for creative agencies, and what it reveals about hiring and pricing

The five numbers:

1. Gross margin by client or project
2. Accounts receivable aging
3. Burn rate and runway
4. Revenue concentration
5. Utilization rate

No Se Habla Taxes is the podcast for creative agency owners who want to understand the financial side of their business — without drowning in spreadsheets. Hosted by CPA and fractional controller Melissa Armstrong, each episode unpacks real operational finance questions through candid stories and practical insight. Subscribe to the newsletter at steadyhandaccounting.com for episode recaps and financial insights delivered straight to your inbox.

Not sure if your business is healthy or just busy? No Se Habla Confusion is a $500 financial assessment for creative agencies on QBO doing $300K–$3M. I dig into your numbers, find the gaps, and tell you exactly where you stand. Email info@steadyhandaccounting.com — subject line: No Se Habla Confusion.

Let's connect!

LI: https://www.linkedin.com/in/armstrongmelissacpa/

Website: https://steadyhandaccounting.com/