What to Expect From Monthly Bookkeeping With a QuickBooks ProAdvisor
Hiring a bookkeeper for the first time raises a lot of questions. What do they do each month? How much of your time does it take? What do you get at the end?
Here is what monthly bookkeeping looks like with me, from the first call to the reports in your inbox.
What a QuickBooks ProAdvisor is
A QuickBooks ProAdvisor is a bookkeeper or accountant who passed Intuit's certification exams for QuickBooks. The training covers setup, bank feeds, reconciliation, reporting, and fixing common file problems.
I'm a certified QuickBooks Online ProAdvisor. I work only in QuickBooks Online, so your file gets someone who works in that system every day.
Step 1: Getting started
We start with a short call. I learn how your business makes money, which accounts you use, and what you want from your reports.
Then I need three things:
Accountant access to your QuickBooks Online file. You invite me from your settings, so you keep ownership and control.
Accountant or view-only access to your bank and credit card accounts, so I can download statements each month.
A list of any payment apps, loans, or payroll providers your business uses.
If your books are behind, we start with a cleanup. Monthly bookkeeping on top of a messy file produces messy reports.
Step 2: The monthly work
Each month I:
Categorize every bank and credit card transaction
Match deposits to invoices and payment app payouts
Record transfers, loan payments, and owner draws the right way
Reconcile every bank account, credit card, and loan to its statement
Review the profit and loss and balance sheet for anything unusual
Update bank rules as new recurring vendors show up
You don't need to log in for any of this.
Step 3: Your short question list
A few transactions each month need your input. A payment to a person's name. A transfer with no memo. I collect these into one short list and send it once a month. Most owners answer in a few minutes.
Step 4: Your monthly reports
When the month is closed, you get:
Profit and loss: what you earned, what you spent, and what you kept
Balance sheet: what your business owns and owes
A short note on anything worth your attention, like a jump in an expense category
The reports are written for owners, not accountants. You should be able to read them in five minutes.
What you still handle
Monthly bookkeeping covers the recordkeeping. You keep doing the parts tied to running your business:
Sending invoices, unless we agree otherwise
Paying your bills
Answering the monthly question list
Making business decisions with the reports
What monthly bookkeeping doesn't include
I don't prepare tax returns or do CPA work. Instead, I keep your books in the shape your CPA wants. At tax time, your CPA gets clean, reconciled books, and you usually pay less for their time.
I also don't work in QuickBooks Desktop or with inventory-heavy businesses. My clients are service businesses on QuickBooks Online.
How pricing works
Monthly bookkeeping is a fixed monthly fee. The fee depends on the number of accounts you have and how many transactions run through them each month. You get the number in writing before we start, and the fee doesn't change unless your business changes.
Signs you're ready for monthly bookkeeping
Your books are current or you're willing to get them current first
You'd rather spend your time on clients than in QuickBooks
You want reliable reports every month, not once a year
Your CPA has asked for cleaner books
You want to know your profit before tax season, not after
Questions owners ask me
Do I lose access to my own books? No. You own the QuickBooks file. I work in your file through accountant access, and you can see everything at any time.
Do we need to meet in person? No. I work remotely with service businesses across the U.S. Email and phone cover almost everything.
What if I'm behind right now? We start with a cleanup, then move to monthly bookkeeping. You'll get a fixed quote for each.
Frequently asked questions
How do I give you access to QuickBooks Online?
In QuickBooks Online, open Settings, choose Manage users, and look for the accounting firms tab. Invite me with my email address. You keep ownership of the file, and you can remove my access at any time.
Can my CPA have access too?
Yes. You can invite your CPA as well, and we can both work from the same clean file. Many CPAs prefer this to receiving exported reports.
What happens if my business grows?
Your fee is based on your accounts and transaction volume. If those change in a big way, I'll talk with you about it before anything changes. No surprise charges.
Do you only work with businesses in Texas?
No. I'm based in the San Antonio area, but I work remotely with service businesses across the U.S. QuickBooks Online, email, and phone cover everything we need.
What kinds of businesses do you work with?
Service businesses on QuickBooks Online. Consultants, agencies, contractors, and other businesses that sell time or expertise instead of inventory.
Will I still be able to see my numbers any time?
Yes. Your QuickBooks file stays yours, and you can log in whenever you like. The monthly reports give you the summary, and the full detail is always there behind them.
What if I have a question between monthly reports?
Email or call. Questions about a transaction, a report, or a decision you're weighing are part of the service. If a question turns into a separate project, I'll tell you before any extra work starts.
Get a monthly bookkeeping quote
See what's included and request a quote. I'll reply within one business day.
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