Review the file before changing the workflow
We inspect the chart of accounts, opening balances, customer and supplier lists, recurring entries and connected feeds. The review identifies duplicate names, old balances and accounts being used for several unrelated purposes. We agree a practical structure that answers your reporting questions without adding unnecessary detail to every transaction.
Define how outside systems reach the books
A warehouse sheet, point-of-sale system or payroll provider may hold information the accounting file needs. We document which system is the source for each number and how totals will be reconciled. Any import or connection must be checked for completeness, duplicate creation and the treatment of credits, fees and taxes.
Illustrative example: a vendor-name split
A distributor records the same supplier under its trading name and legal name. One record shows an unpaid $4,500 invoice; the other contains its payment. We verify the original documents and consolidate the workflow so the supplier report reflects the actual balance instead of suggesting another payment is required.
Keep ownership and review responsibilities clear
The owner retains control of subscriptions and approved user access. We agree who enters purchases, approves adjustments and closes each period. Short written procedures cover frequent tasks and the exceptions that need a person’s judgment. Our role is bookkeeping support within the agreed software environment; product licences, availability and specialist integrations are reviewed separately.
Questions about this work
Must we move to a new QuickBooks file?
Not necessarily. We first assess whether the existing file can support reliable records and reporting.
Are software subscriptions included?
Subscription costs and any additional software are identified separately in the agreed scope.
Put this into practice
Sources and current guidance
A practical next step
Bring the records you have.
We can identify missing information, agree on the scope and organize the next bookkeeping step.
Request a bookkeeping review