Our Process
No mystery. No surprises. Here’s exactly what working with us looks like.
From the moment you reach out to the day your monthly financials land in your portal. Every step, explained in plain English.
Two paths in. One standard of work on every engagement.
Every client starts with a free 30-minute call, then moves to ongoing bookkeeping. Either way, the work is the same: two licensed CPAs, a defined process, and financials delivered through a secure client portal every month.
Here’s how both paths work, step by step.
Start with a free 30-minute call
If you want to know where your books stand before committing to monthly bookkeeping, this is where you start. No cost, no obligation.
Pick a time
Book a free 30-minute call at a time that suits you, or leave your info and we’ll reach out instead.
Talk to a CPA about your books
What’s working, what’s broken, and what it would take to fix it. No pitch deck.
You decide
If it makes sense to move forward, we scope ongoing bookkeeping from there. If not, you leave the call knowing more than when you started.
Behind on your books, or switching firms? Here is the path.
Cleanup and switching follow one path: a free call, a look at your file, one fixed quote, then the rebuild or handoff, then monthly bookkeeping if you want it. No judgment about how far behind you are. Years behind is normal, and the goal is the same every time: bank-ready, tax-ready books you can trust.
Typical timeline. The free 30-minute call is first. Our review of your file takes about a week from the day you give us access. You then get one fixed quote with its own timeline, because how long a rebuild takes depends on how many months need work. Nothing starts until you approve the number.
Documents to have ready
- ✓ Read-only access to your QuickBooks Online file, if you have one
- ✓ Bank and credit card statements for every month that needs work
- ✓ Loan statements and any lines of credit
- ✓ Payout reports from Shopify, Stripe, Square, Airbnb or other platforms you sell through
- ✓ Payroll reports, if you run payroll
- ✓ Your last filed business and personal tax returns
- ✓ A list of contractors you paid, for 1099s
Missing some of these is fine. Tell us what you have and we will work out the rest together.
Monthly Bookkeeping: how it works
Here’s the monthly process that runs on every client account, every single month.
Onboarding: we get what we need, once
We send you a proposal and contract through the portal: month-to-month, no long-term commitment, cancel any time. We’ll also set up read-only bank access so we can pull statements ourselves each month without bothering you.
We categorize all transactions for the month
Every transaction is categorized in QuickBooks before we touch the reconciliation. This is where the detail work happens: Shopify payouts separated into gross sales, fees, refunds, and chargebacks; payment portal transactions mapped correctly; expenses categorized for maximum tax clarity.
Bank reconciliation
We reconcile every account: bank, credit cards, and payment portals. The reconciliation confirms that QuickBooks matches your actual balances to the penny. Any differences get investigated and resolved before we move on.
Two-stage CPA review
Your financials are reviewed twice before they reach you: first by our staff, then by a licensed CPA. Our monthly review checklist covers the most common errors and flags anything unusual. Nothing goes out until it passes both reviews.
Books are closed and financials are delivered to your portal
Once both reviews are complete, your books are closed for the month and your financial statements land in your secure portal. You’ll get a notification by email or text, your choice, so you know the moment they’re ready.
What you receive every month
All delivered as PDFs to your secure portal. All reviewed by two CPAs before they reach you.
Balance Sheet
A snapshot of what your business owns and owes at month end. Essential for understanding your financial position and what it means for your taxes.
Profit & Loss Executive Summary
Revenue, expenses, and net income for the month. Written to be readable by a business owner, not just an accountant.
Trend Reports
Prior month vs. current month and prior year vs. current year, so you can see the direction your business is moving, not just where it is right now.
Cash Flow Statement
Where your cash came from and where it went. Especially important for ecommerce businesses managing inventory, payouts, and multiple payment portals.
A/R and A/P Aging (if applicable)
Who owes you money and what you owe, organized by how long it’s been outstanding. Included when your business has receivables or payables to track.
Custom metrics, on request
Have a KPI you track closely? We can build additional reports within our financial reporting software to surface the metrics that matter most to your business.
Your secure client portal: the center of everything
Every document, every message, every deliverable goes through your portal. This is where we prefer all communication. It keeps everything organized and prioritized, and nothing gets lost. You’ll also have email access to us, but the portal is where you’ll get the fastest, most reliable responses. Think of it as your private workspace with your CPA team.
30-day money-back guarantee on all packages. If your first month of completed books doesn’t meet your expectations, we’ll refund it in full, no questions asked. Month-to-month contracts. Cancel at any time.
The books are the foundation. Two things run on top.
Tax, watched all year
Because we keep your books, your return is prepared from numbers we already trust, and we see your tax picture move month by month. Business return included in every plan.
Pay yourself first (optional)
An optional Profit First advisory, run by a Certified Profit First Professional, that sets aside profit and taxes before you spend.
Questions about how we work.
How do I get started?
Book a free 30-minute call. A CPA talks through what is working, what is broken, and what it would take to fix it. If it makes sense to move forward, we scope ongoing bookkeeping from there.
Is there a long-term contract?
No. Monthly bookkeeping is month-to-month, with no long-term commitment. You can cancel any time.
What do you do each month?
We categorize every transaction in QuickBooks, reconcile every bank, credit card and payment portal account to the penny, review your financials twice, then close the books and deliver your statements to your secure portal.
What reports do I get every month?
A balance sheet, a profit and loss executive summary, trend reports, a cash flow statement, and A/R and A/P aging when your business has receivables or payables. Custom metrics are available on request.
How do we communicate?
Through your secure client portal. Every document, message and deliverable goes there so nothing gets lost. You also have email access to us.
What if I’m not happy with the first month?
If your first month of completed books doesn’t meet your expectations, we’ll refund it in full, no questions asked. That is our 30-day money-back guarantee.
Do I have to pay for a review before you take me on?
No. It starts with a free 30-minute call with a CPA. We look at your books before we quote one flat monthly fee, and if your books need a cleanup first, that is quoted on its own before any work starts. We no longer sell a paid diagnostic review.
More answers on our FAQ page, or see what monthly bookkeeping includes.
One way in. No pressure.
Book a call and talk through your situation first. A CPA picks up.
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