The Accounting Office

Monthly accounting

Accurate data turns instinct into informed decisions.

Each month, current and reconciled financials help you confirm what you are seeing in the business, understand what is driving performance, and analyze the choices you believe will improve it.

What monthly means

A financial picture you can use.

Our work is designed to keep your records current, organized, and connected to the way your business operates. We provide a reliable basis for understanding performance and planning ahead.

Bookkeeping and reconciliations

Transactions are recorded and bank accounts, credit cards, and lines of credit are reconciled against official statements.

Financial statements

Profit and loss, balance sheet, prior-month comparatives, and percentage-based views give you a clearer view of movement and performance.

Thoughtful review

Payroll journal entries, depreciation, amortization, owner distributions, unusual activity, and missing information are considered in the work.

How the month runs

A documented process, performed the same way every month.

Every client has a dedicated SOP written for our team. Each one reflects the unique details of that business, but the monthly close always follows the same four-stage framework, with senior review built in before anything reaches you.

Stage 1

Preparation

Start each month with complete, accessible information.

  1. Statements released

    All transactions have cleared and account statements are released.

  2. Access and activity check

    Spot check account access, identify large transactions on statements, and send monthly reminders, such as mileage entries.

Stage 2

Monthly accounting work

Collect, categorize, and reconcile every account.

  1. Gather financial records

    Collect all relevant documents, including bank, credit card, and loan statements, sales reports, receipts, and payroll reports.

  2. Categorize transactions

    Classify every transaction to the right category: sales, COGS, operating expenses, principal and interest, and depreciation and amortization.

  3. Seek client inputAs needed*

    Contact you about unknown items, such as checks, abnormal expenses, generic vendor transactions, and large or intercompany transactions.

  4. Reconcile accounts

    Reconcile all accounts so transactions are accurately recorded and balances match the financial records.

Stage 3

Senior accounting review

A second layer of scrutiny before statements are finalized.

  1. Review the balance sheet

    Confirm ending balances, A/R and A/P, fixed assets, wages and tips payable, payroll liabilities, loan tie-outs, owner’s equity, and retained earnings. Review negative balances and the transactions behind them.

  2. Review the P&L

    Reconcile revenue against sales system and payroll records, review depreciation and amortization, plus tips and cash over/short where applicable, and check for year-to-date anomalies.

Stage 4

Prepare financial statements

Finalize and deliver.

  1. Prepare and post financial statements

    Finalize the monthly financial statements along with any notes and post them to your Client Portal.

* Client input can be required at various points in the process, depending on the situation.

How every client starts

Onboarding is where consistency begins.

Before monthly production begins, our onboarding team sets up access, builds the system, brings the books up to date, and reviews the first results with you. This project is led during your first 60 to 90 days.

  1. Welcome and kickoff

    What we do

    Hold a kickoff meeting to align on goals and confirm project scope.

    What you do

    Complete the agreement, payment information, and new client questionnaire, and share prior returns, incorporation papers, your latest financial statement, and account access details.

  2. Requirements review and account setup

    What we do

    Review all data, ask clarifying questions, confirm backwork scope, set up your account in our systems, and link bank and credit card accounts to QuickBooks Online.

    What you do

    Answer follow-up questions and provide any additional data.

  3. Backwork and system build

    What we do

    Finalize the QBO setup and automations and complete historical accounting to bring your books up to date, with progress updates along the way.

    What you do

    Raise questions as they come up and prepare topics for the review meeting.

  4. Financial review meeting

    What we do

    Present the completed historical financials and the go-forward plan.

    What you do

    Bring your questions and topics for discussion.

Secure access, set up the right way

Timely, secure access to your bank, credit card, payroll, and POS or management systems is the single most important factor in delivering your financial statements on time each month.

Your credentials stay protected. Credentials and sensitive information you share with us are stored and encrypted in an enterprise-grade password security platform. We avoid personal logins whenever possible, because multi-factor authentication codes often expire before they can be shared and interrupt your day.

  1. Direct, limited accessPreferred

    A dedicated accountant or view-only user profile lets our team retrieve statements and data whenever needed, without interrupting you.

  2. Direct QuickBooks integration

    For bank or credit card accounts that do not allow accountant access, a secure QuickBooks Online connection fetches statement data directly.

  3. Client-provided documents

    For any remaining accounts, you upload monthly statements or summary reports to your secure client portal or email them to our support address.

The QBO foundation

Clean books, automated where possible, documented for our team.

During the first 90 days, we engineer your QuickBooks Online file so recurring work is accurate, consistent, and efficient, and so you and our team are aligned on how things are done.

Customized chart of accounts

Refined to capture the unique revenue streams and expenses of your business for more insightful reporting.

Intelligent bank rules

We teach QBO to identify and categorize recurring transactions automatically, creating the engine for efficiency and consistency.

Recurring transactions

Templates for significant, consistent items, such as loan and rent payments, keep entries accurate and consistent.

Structured journal entries

Templates for complex entries, such as payroll, map detailed data to the correct accounts every pay period.

Continuous refinement

We monitor and refine the automations as you add vendors or new types of expenses, so the system evolves with your business.

A client-specific SOP

Everything we build is written into a dedicated SOP for our team, so as you move from onboarding into monthly production, the work is performed the same way every month.

The people and the promise

A dedicated team, held to clear commitments.

Different specialists lead onboarding and ongoing work, so you always have the right expertise at each stage.

Onboarding team · first 60 to 90 days

  • Client Onboarding ManagerLeads the project and coordinates timelines between your team and ours.
  • Sr. Director of Onboarding AccountingAnalyzes your current financials, makes needed adjustments, and engineers your standardized monthly process.
  • Payroll ManagerFor clients who elect payroll, builds the payroll system and prepares you for timely, accurate processing.

Ongoing team

  • Director of Accounting and TaxYour primary strategic contact, overseeing accounting and tax and delivering reports and projections.
  • AccountantYour dedicated staff accountant, executing the monthly process and producing your financial statements.
  • Tax SpecialistReviews your financial data throughout the year for proactive planning, projections, and returns.
  • Firm Services CoordinatorsHandle billing questions, document requests, and general inquiries promptly.

Accuracy

Reconciled financials you can trust to run your business.

Proactivity

We maintain your system and advise on best practices to keep operations clean.

Timeliness

Prior-month financial statements delivered by the last day of the following month.

Responsiveness

We aim to acknowledge inquiries within 24 hours and resolve them within 72.

More than data entry

Accounting work that creates a baseline for better conversations.

When we already understand your monthly financial picture, a focused meeting or consulting project can begin with substance instead of spending hours reconstructing the basics.

For decisions

Use current information to evaluate spending, staffing, cash, pricing, and growth.

For tax planning

Connect business results to salary projections, estimated taxes, and year-end strategies.

For confidence

Know where the numbers come from and what questions deserve attention next.

Put accurate numbers behind your next decision.

Tell us how your books are maintained today, and we will show you how a documented monthly process can give you data you can trust.

Talk to Our Team