Services · Technology
QuickBooks accounting
QuickBooks Online set up with care, put right where it has drifted and reconciled every month, so the reports it produces can be relied on.
QuickBooks Online, kept in order
QuickBooks Online is easy to start and just as easy to let drift. Bank feed lines are added without review, the same sale is recorded twice, balances gather in uncategorised accounts, and the sales tax liability stops agreeing to the returns filed. The reports still run, but no one can say whether they are right.
We set up new QuickBooks Online companies, repair files that have drifted and keep them reconciled through a monthly close. A dedicated accountant does the work and a partner reviews it.
Where you are starting from
Most QuickBooks work begins from one of three positions, and each has its own first step.
A new company file
Settings, accounts, lists, tax and user access are configured before the first transaction, then bank feeds and apps are connected. Opening balances from any previous system come from a trial balance we have reconciled.
A file that has drifted
We read the audit log, then reconcile each bank and card account forward from the last date it agreed to a statement. Duplicates are removed, uncategorised balances and opening balance equity are cleared, and the sales tax liability is corrected.
A move from Desktop or spreadsheets
We fix a cut-over date and decide whether to convert full history or only lists, open items and balances, then agree the converted trial balance and ageing reports to the source. QuickBooks Online values inventory first-in, first-out, so stock held at average cost in Desktop is checked separately.
What we set up and look after
Configured once, then maintained every month.
Chart of accounts
Accounts set on the correct account and detail types, numbered and grouped so the profit and loss and balance sheet follow the way you run the business.
Bank feeds and bank rules
Bank and card accounts connected, with rules for recurring payees so routine lines are coded consistently. Rules suggest; a person reviews each line before it is added.
Products and services
Service, non-inventory and inventory items mapped to the right income, cost of sales and inventory asset accounts, so sales and gross margin by product come straight from the item list. Stock tracking depends on your edition.
Classes and locations
Departments, branches or projects tracked with classes and locations where your edition includes them, designed before coding begins so every report can be cut the same way.
Sales tax
Sales tax, or VAT or GST outside the US, set up for each jurisdiction where you collect it, with exempt customers recorded and the liability reconciled to every return filed.
Connected apps
Payment, e-commerce, payroll and receipt capture apps connected and tested. Payment and store apps post through a clearing account, so each payout splits into sales, refunds and processor deductions and agrees to the bank deposit.
Month-end close
Bank, card and clearing accounts reconciled, accruals and journals posted, then a closing date set with a password so a finished month cannot be changed without it.
Reports and training
Profit and loss by class or location, receivables and payables ageing, and a balance sheet supported line by line. Your staff are trained on the tasks they keep, with access limited to what each role needs.
How the work runs
One-off work first, then a steady monthly routine.
File review
We look at your QuickBooks file, or the records you are moving from, and note what needs setting up, repairing or converting.
Written proposal
Scope, timetable and terms in writing, sent no more than three business days after the review.
Clean-up or migration
The one-off work is finished first, so the monthly service starts from balances you have signed off.
Monthly close
Feeds reviewed through the month, then reconciliations, journals and your reports at month-end.
QuickBooks at a glance
- Software
- QuickBooks Online, with the subscription in your own name
- Your team
- A named accountant, and a partner who reviews each deliverable
- Onboarding
- Two to four weeks, then a parallel month-end close before we take over
- Queries
- Replies to routine queries within one business day
For someone working in QuickBooks every day as part of your own staff, see our dedicated QuickBooks specialists. To compare QuickBooks Online with Xero or an ERP first, start with software consulting and setup.
Questions
Can you work in the QuickBooks Online subscription we already have?
Yes. You add us as users in your existing company and remain its primary admin. If your edition lacks something you need, such as class tracking, we explain the change before anything is altered.
Should we bring our full Desktop history across?
Not always. Full history helps if you often look up old transactions, but it also carries old errors into the new file. Many businesses convert at a year-end with lists, open items and balances only, keeping a backup of the Desktop file and its reports.
What does a clean-up leave behind?
A reconciled file, a schedule of every adjustment and its reason that your tax preparer or auditor can follow, and a short list of process changes to stop the same problems returning.
Do you prepare the sales tax returns as well?
The QuickBooks work covers the settings and the monthly reconciliation of the liability. Registrations, nexus reviews and return preparation sit with our sales and use tax service and can be included in the same engagement.
Speak with a partner
Every enquiry is read by a partner and answered within one business day. Meetings are held at our offices, at yours, or by video.