Here's how most beginners structure their client "check-in calls". These are the calls that happen in between your monthly strategic CFO calls:

"Hey (client). Thanks for hopping on the call today. Just wanted to check in and see how things are going. Got any updates for me?"
"Not really."
"Great. Any questions?"
"Nope. I think we're set."
"OK. I guess I'll see you on the CFO call in a couple weeks." 

If that sounds familiar, you're not alone. That's what most Fractional CFOs do on their mid-month check-in calls.  

That's also why clients start asking to reschedule, show up unprepared, or take the call while running errands (don't you EVEN act like you don't know what I'm talking about!).

Here's the problem: when your check-in calls lack structure and intentionality, your clients don't see the value. And when they don't see the value in your check-in calls, it's only a matter of time before they start questioning the value of your entire engagement.

I'm not judging you. The only reason I know this is because I've lived this more times than I'd care to admit.

But here's what most Fractional CFOs don't realize: a well-structured mid-month call is actually one of the most important parts of your monthly engagement. It's the difference between showing up to your CFO call prepared and confident versus getting blindsided by information that makes all your preparation irrelevant.

What Most fCFOs Get Wrong

The check-in call feels like the least important part of your monthly cadence. You've got the big CFO call - that's your Super Bowl.

Yet the check-in call tends to feel more like a formality.

But when you treat the check-in call like a formality, your clients will too.

First, they'll start showing up late.
Then, they'll ask to skip it (just this once!).
Before you know it, you've trained them that this call doesn't matter.

Here's the truth: if you're not using your mid-month call strategically, you're setting yourself up to get blindsided on your CFO call and to devalue your entire engagement.

The Three Critical Functions of the Mid-Month Call

1. Recap and Accountability

First, you need to follow up on the action items from your last CFO call.

When you wrapped up your CFO call a couple weeks ago, you and your client agreed to specific next steps. The check-in call is where you close the loop. This is part of how you introduce accountability into the relationship.

"Hey, when we talked two weeks ago, you agreed to reach out to your raw materials vendor about payment terms. Where are we at with that? Have you hit any roadblocks?"

This is also where you answer any tactical questions that came up on the CFO call that you said you'd get back to them on.

2. Sales and Operational Updates

This is the most important part of the check-in call.

You need an updated pulse on the sales pipeline and the business's operations.

What's backlog?
Where's the sales pipeline?
What material changes have been made?
What decisions are coming up in the next week or two that you need to be looped in on? 

Here's why this matters: if you don't get this mid-month update, you'll show up to your CFO call with a plan that's already out of date.

Let me give you an example. You spend hours preparing for the CFO call. You've got your strategies dialed in. You're planning to talk to them about their plans to expand into a new region next month.

Then you get on the monthly call and they hit you with some new information:
Sales are down 18% because they lost a major client three weeks ago.

Everything you prepared?
Out the window.
Womp womp!

That's what happens when you don't use your check-in call to stay ahead of what's happening in the business.

Use your knowledge of the client and their industry and ask the questions. Where's the sales pipeline? Any big expenses that came up that we weren't forecasting? Any new issues? Any insights I need to be aware of?

3. Preparation Insurance

When you structure your check-in calls well, you'll drastically reduce the amount of time you need to spend preparing for your CFO call. Why? 

Because you're not starting from scratch. You already know what's happening in the business. You already know where to focus.

I was talking to one of my team members recently, and he told me he was spending eight to ten hours preparing for CFO calls (4-6 is the target).

When we dug into it, we realized there were opportunities in his check-in calls. He wasn't pulling enough information out of the clients mid-month, so he was having to do all that detective work during prep. 

Don't make that mistake.

Who Should Be on the Call?

This is going to vary based on the size of your client's business, but here's my general rule of thumb:

For smaller companies, the CEO is often on the check-in call.
For larger companies, the CEO typically isn't.

Your mileage may vary.

If they have a controller, that's usually a great person to include. And then you want someone who's really tied into operations - particularly sales.

Someone who understands the backlog, what's in the pipeline, and what's coming down the line.

Now, here's the non-negotiable: the CEO has to be on the monthly CFO call. But the check-in call? Leave that flexible based on what works best for your client, but limit it to 3 or 4 people MAX.

The Bottom Line

The mid-month call isn't optional.
It's not a formality.
It's not something you can phone in.

It's your early warning system. It's your accountability checkpoint. It's your preparation insurance.

When you structure it well, your clients will show up prepared. You'll stay ahead of operational changes. And you'll walk into your CFO calls with confidence because you already know what's happening in the business.

So here's my challenge for you: take a look at your last three check-in calls. Were they structured or casual? Did you have a clear agenda, or were you just willy-nilly?

If you've been willy-nilly, it's time to change that.

Your clients are paying you to be strategic, and that starts with how you show up on every call, including the mid-month check-in.