Everything you need to know about working with us.
Frequently Asked Questions
We’ve answered the questions we hear most often to make working with us easy and stress-free.
Getting Started & General Policies
Clear steps and expectations for a smooth start
Getting started begins with a conversation to discuss your business needs, a review of your books or financials, then we send you either an engagement letter or a proposal if needed. From there, we’ll guide you through the next steps.
After your free consultation and once services, pricing, and agreements are finalized, we’ll guide you through the onboarding process.
After the initial payment is received, monthly services are billed in advance through automatic recurring payments, as outlined in our agreement. This helps keep your service running smoothly.
After onboarding, you can schedule on going consultations or reviews based on your service package or needs. We’ll discuss the frequency and format that works best for your business.
Your dedicated bookkeeper is your primary contact for any questions. You can also reach us via email, phone, or text, and we’ll clarify any procedures or policies as needed.
That’s no problem at all. The process still starts with a consultation and review of your needs and a look at your books, followed by an agreement outlining the scope of work.
Onboarding
Thoughtful setup with helfpful guidance
Onboarding will begin after your free consultation, once services, pricing, and agreements are finalized.
Think of onboarding as a collaboration process. We’ll collect necessary business information, review your current bookkeeping structure, and set up access to relevant accounts. Our process is organized and straightforward so we can begin working with your books directly.
We’ll request basic business details, access to essential financial accounts, and any necessary documents so we can accurately manage your books. No second guessing—we’ll guide you through each step.
We typically need access to business accounts where money flows in or out, like bank accounts, credit cards, loans, or payroll systems.
Source documents are records that support your financial transactions, like receipts, statements, and invoices. They ensure your books are accurate.
Onboarding timelines vary by business, but most clients complete the process within the first few days. Prompt responses and document access help keep things moving forward.
Communication
Good communication keeps your books on track
You’ll have a dedicated bookkeeper as your primary point of contact. You can reach us by email, phone, or text—whatever works best for you.
During onboarding, we’ll discuss your communication preferences and confirm the best way to stay in touch. Our standard methods include email, phone calls, and text messaging.
We respond to messages as promptly as possible during regular business hours. Response times may vary depending on the nature of the request; during business hours, we’ll always acknowledge your message and follow up as needed.
Yes. You’re welcome to send documents or questions at any time. Messages received outside of business hours will be addressed during the next business day.
From time to time, we may reach out during the month with a quick question or two, but we avoid unnecessary interruptions. These check-ins help us categorize transactions correctly and make sure your reports truly reflect your business.
Bookkeeping Process
Reliable processes designed for consistency
During your free consultation, we will discuss the type of assistance that is needed. This being said, as our client we will monitor your books regularly, review transactions, resolve discrepancies and reconcile accounts at the end of each month to help keep everything concise and up to date.
Just let us know. Bookkeeping is a collaborative process, and we’re always open to discussing adjustments so your books make sense to you and support your goals.
You may notice updates as we keep your books organized. These updates are part of maintaining consistency and reliability. Any changes affecting reporting or requiring your input will be communicated.
A well-organized chart of accounts helps ensure consistent reporting and clearer financial insights. We may recommend adjustments to improve accuracy, readability, or alignment with your business activities.
The chart of accounts is a structured list of categories used to organize your financial transactions, such as income, expenses, assets, and liabilities. It forms the foundation of your financial reports.
We provide reports and explanations in writing, videos, or meetings — whatever helps you understand your numbers best.
QuickBooks Online
One software to maximize efficiency
At this time, we work exclusively with QuickBooks Online. This allows us to maintain consistent processes and provide accurate, timely reporting.
If you’re open to transitioning to or starting a QuickBooks Online subscription, we’re happy to help guide you through the setup.
No. You are not required to actively use QuickBooks Online. We can provide alternative ways for you to share information while keeping your books up to date.
If your consultation goes well, we will walk you through how to add us as a “read-only” user. Afterwards, changing permissions for full or no access is just a quick change.
Access to your account gives us a full picture of the structure of your books so we can provide comprehensive recommendations. Read-only access allows us to see all the details — without making any changes
Documentation
Manageable actions to maintain complete records
Receipts and documents can be uploaded as clear photos or scans. During onboarding, we set you up with a secure drive folder and explain how to access it.
When provided, receipts are attached to corresponding transactions within your QuickBooks account. However, we do not retain physical copies or keep long-term storage of client receipts. Business owners are ultimately responsible for keeping their source documents for audit purposes. However, we are willing to help you find a method of organization that works best for you.
Typically, we need financial documents related to money coming in or going out, such as bank statements, invoices, receipts, and payroll records. We’ll guide you through what’s needed for your business.
We will need some documents upfront during onboarding or review of your financial informaton. For normal everyday business, you can upload documents as they come in. Timely submission helps us keep your bookkeeping up to date and ensures your monthly reports are accurate.
When in doubt, upload it or ask us. We’ll let you know if it’s needed — it’s easier to review extra information than to chase missing items later. Providing documents promptly helps us keep your books current and gives you a clear view of your business finances.
Reports
Reports that give you the true story of your finances, every month
Standard reports include your Income Statement, Balance Sheet, and Statement of Cash Flows. These provide a clear picture of your business’s financial performance and position.
One of our goals is to help you understand what your numbers mean, not just provide the reports. Explanations can be provided in writing, by video, or during a scheduled review—based on your preferences and service level.
We understand the need to have a clear view of your results so you can make confident decisions moving forward.
Reports are delivered monthly and are available once bookkeeping and reconciliations for the period are complete. Depending on the timely receipt of information and responses needed to complete the work, reports are typically delivered by the 15th of the following month.
If you need extra reports to help guide your business decisions–just let us know. We are more than happy to help you keep an eye on your numbers.
We understand the need for full visibility when it comes to your finances. Custom reports can be created based on your business goals, planning needs, or specific questions. Availability may depend on your service package or QBO subscription.
Reports are shared securely through your preferred file-sharing system. These options will be discussed during onboarding.
Your Accountant & Tax Advisor
Supporting your tax team with organized books
Yes. We’re happy to collaborate with your accountant or tax advisor to ensure your books are precise, organized, and ready for tax preparation
We maintain clean records, complete monthly reconciliations, and keep your chart of accounts organized. This helps your accountant access the information they need without delays or confusion.
With your written consent, we can communicate directly with your accountant or tax advisor to answer questions, provide reports, or clarify bookkeeping details.
Our role is to maintain accurate books that support informed tax planning and filing by your licensed tax professional
(We do not provide tax advice or file returns.)
We support your accountant by keeping consistent bookkeeping throughout the year, ensuring your financial information is comprehensive and reports are ready when they need them, reducing the stress that comes at tax time.
Data Security & Confidentiality
Thoughtfully managed with care and discretion
We use secure, cloud-based accounting software and file-sharing tools to protect your data. Access is limited to authorized users only, and industry-standard security practices are followed.
Yes. Documents and reports are shared through secure file-sharing systems rather than email whenever possible.
Access to your financial data is restricted to those directly involved in servicing your account. We follow a “least access necessary” approach to protect your confidentiality.
We follow industry-standard security practices and use Multi-Factor Authentication (MFA) for systems that support it, adding an extra layer of protection to your information.
We do not sell or disclose your financial or business information to third parties for marketing or unrelated purposes. Information may be shared only when necessary to provide services, collaborate with your accountant or tax advisor, comply with legal obligations, or as outlined in our website Privacy Policy and Terms of Service.
While we take every reasonable precaution to protect your information, no system can be completely risk-free. If a security issue arises, we have procedures in place to respond quickly, limit impact, and keep you informed.