Client Operation Guide

This guide explains how our accounting services work, what we handle, and what we need from you to keep your books accurate, your bills paid on time, and your financial reports delivered as scheduled.

Our goal is to make accounting simple, predictable, and stress-free — but that only works when both sides follow the process.

We manage your bookkeeping using QuickBooks Online or Xero, connected to:

• Bank and credit card feeds

• Bill pay systems (Bill.com or Melio)

• Receipt and document tools (email or client portal)

Our team records, categorizes, and reviews transactions so your financials are accurate and ready for reporting and tax work.

Some clients:

• Enter some transactions themselves

• Upload receipts and bills only

• Fully rely on our team

All approaches work — as long as information is complete and timely.

To complete your monthly bookkeeping and close on time, we need the following by the 5th of each month for the prior month:

• All receipts and vendor invoices

• Clarification on unusual or non-recurring transactions

• Information on:

  • Owner contributions or distributions

  • Loans or financing activity

  • Asset purchases

• Responses to our follow-up questions

Why this matters:
Late or missing information delays reconciliations, reporting, and tax work. Repeated delays may result in additional fees.

We use Bill.com or Melio to manage accounts payable.

1. Bills are uploaded by you or forwarded to us

2. We enter and schedule bills

3. You approve bills inside the software

4. Payments are released on scheduled payment runs

We do not release payments without approval inside the system.

• Tuesdays by 3:00 PM (some clients)

• Thursdays by 3:00 PM (all clients)

Bills must be approved before the cutoff time to be included in that run.

If a bill is not approved on time:

• The payment will be delayed

• Late fees, penalties, or vendor issues are the client’s responsibility

We cannot override approval deadlines.

• Days 1–5: Client submits all required information

• Days 6–15: We complete reconciliations and close

• Days 16–20: Financial statements are delivered

Each month-end close typically includes:

• Bank and credit card reconciliations

• Accruals and adjustments

• Depreciation entries

• Loan and liability reconciliations

• Review for errors or unusual activity

Each client receives a Month-End Close Checklist that clearly defines what is included based on your specific service scope.

The following are not included unless specifically agreed upon:

• Forecasting or budgeting

• KPI dashboards or analytics

• Historical cleanup work

• Tax planning or strategy

• One-off consulting projects

If additional work is identified, we will discuss scope and pricing before proceeding.

Most clients use Gusto.

We process payroll based on:

• Hours submitted via timesheets or email

• Client approval before processing

• Hours must be submitted by 12:00 PM, three (3) business days before pay date

• Payroll must be approved before processing

If hours or approvals are late:

• Payroll may be delayed

• Corrections may need to wait until the next payroll run

Payroll deadlines are firm to ensure compliance and accurate tax filings.

Tax services are handled through:

• A separate tax organizer

• A separate tax portal

Tax returns cannot be prepared until bookkeeping is complete and finalized.

• January: Tax organizers sent

• February: Documents due for business returns

• March: Documents due for personal returns

• February–April: Returns prepared and reviewed

• March - April: Filing after approval

• W-2s and 1099s

• Payroll reports

• Bank and loan statements

• Asset purchase details

• Prior-year tax returns (new clients)

Late or missing documents may delay filing.

• Email and the client portal are the primary communication channels

• Requests outside scope may require a separate engagement

• Timely responses are required to meet deadlines

Our systems are designed to protect accuracy, timelines, and pricing. When processes are followed, everything runs smoothly.