Bookkeeping
Daily transactional hygiene, fully automated.
Bank feeds, receipt capture, and categorization handled by a dedicated pod supported by rules-based automation and human review.
Schedule Discovery CallWhat's included
- Automated bank and card reconciliation
- AP/AR workflow management
- Document capture and retention
- Weekly cash position summary
Built for
- Owner-operators still doing books at night
- Businesses under $10M with high transaction volume
- Teams outgrowing a part-time or family bookkeeper
- Practices needing clean books for lending or sale
48 hrs
Max transaction lag
12+
Hours returned monthly
100%
Documents retained digitally
How engagements work — Flat monthly fee based on account count and monthly transaction volume. Backlog cleanup quoted separately.
The problems we solve
Transactions sit uncategorized for months.
Bank feeds reviewed on a weekly cadence with rules-based automation and a human check on every exception.
Receipts live in a shoebox or an inbox.
Receipt capture app, auto-matching, and seven-year document retention attached to each transaction.
You never know what you can actually spend.
Weekly cash position summary showing cash on hand, AR due, AP scheduled, and free cash.
Vendors and clients chase you for money.
Managed AP approval workflow and AR follow-up sequences with aging reviewed weekly.
Full scope of work
Weekly
- Bank, card, and merchant feed categorization
- Receipt and bill capture with document matching
- AP approval queue and scheduled payment runs
- AR invoicing, aging review, and follow-up
Monthly
- Full reconciliation of all cash and card accounts
- Owner draw, payroll, and loan account tie-out
- Sales tax data prep and filing support
- Financial statements and a plain-English summary
Systems
- App stack setup: Ramp, Bill, Dext, Hubdoc, Melio
- Class, location, and job costing structure
- Bank rules and recurring transaction automation
- Written month-end procedure your team can follow
Where the money comes back
Every engagement is scoped against a return: cost removed, margin recovered, cash pulled forward, or exposure closed.
Automated feed categorization
Rules-based categorization of bank, card, and merchant feeds cuts the manual entry hours that otherwise eat evenings and weekends. On 300 monthly transactions, that is roughly 8-10 owner hours returned every month.
AR follow-up on a schedule
Structured follow-up at 15, 30, and 45 days past due shortens days sales outstanding and gets cash in the bank faster. Shaving ten days off DSO on $500,000 in annual revenue frees roughly $14,000 in working capital.
Weekly cash position visibility
A weekly cash summary catches a shortfall two to three weeks before payroll or rent is due, instead of the day of. That lead time is the difference between a planned draw and an emergency loan.
Clean books at tax time
Categorized transactions and reconciled accounts mean your tax preparer bills for review, not reconstruction. A messy year-end file can add $1,500-$3,000 in cleanup fees before a single tax form is filed.
What actually lands in your inbox
Categorized transaction ledger
WeeklyAll bank, card, and merchant transactions categorized and coded to your chart of accounts, reviewed by a bookkeeper before being marked final.
Weekly cash position summary
WeeklyA one-page snapshot of cash on hand, upcoming payables, and expected receivables, used to plan payroll timing and vendor payment scheduling.
Receipt and document archive
MonthlyEvery receipt and invoice captured, matched to its transaction, and stored with seven-year retention, ready to pull for an audit or expense dispute.
AP approval batch
WeeklyBills entered, coded, and routed for your approval before payment, giving you a single checkpoint instead of chasing individual vendor emails.
AR aging and follow-up log
WeeklyOutstanding invoices tracked by age with a record of follow-up sent, so you know exactly which customers are overdue and what has already been said.
Monthly reconciliation summary
MonthlyBank and card accounts reconciled to statements with a summary of any discrepancies, giving you a clean handoff point into tax preparation or accounting.
What working with us feels like
Books off your plate, weekly
Transactions are categorized and reviewed weekly, not batched into a year-end scramble, so you are never the one logging into the bank at 11pm to figure out a charge.
One bookkeeper, direct line
A single bookkeeper handles your file and is reachable directly for questions on a transaction or a vendor bill, instead of routing through a general support inbox.
Simple document capture app
Receipts and invoices are photographed or forwarded by email into a capture tool, and matched to transactions automatically, so paper never piles up on your desk.
Same-week onboarding
Bank and card feeds are connected, prior months are categorized, and a rules engine is tuned to your vendors within the first week, with no backlog carried forward.
Benchmarked against the usual option
- Categorization methodOwner or part-time bookkeeper categorizes manually, inconsistentlyRules-based automation plus human review, every transaction checked
- Cash visibilityBank balance checked ad hoc, no forward viewWeekly cash position summary with upcoming obligations
- Receipt retentionReceipts scattered across email, drawers, or lostCaptured digitally with seven-year retention, searchable
- AR follow-upOverdue invoices chased informally or forgottenStructured follow-up cadence at set day thresholds
- Response timeQuestions wait for a callback from a platform queueDirect bookkeeper response within one business day
Your first 90 days
- Week 1
Feeds connected, backlog assessed
Bank, card, and merchant feeds are connected, and any backlog of uncategorized transactions is scoped and scheduled for catch-up.
- Day 30
Backlog cleared, weekly rhythm live
All prior uncategorized transactions are cleared, and the weekly categorization, cash summary, and AR follow-up cadence is running on schedule.
- Day 60
AP workflow and rules tuned
Approval workflow for bills is fully adopted, and categorization rules are tuned to your specific vendors, reducing manual review time further.
- Day 90
Clean quarter-close handoff
First full quarter closes with reconciled accounts and a complete document archive, ready to hand to a tax preparer or accountant with no gaps.
Platforms included
Configuration, integration, and day-to-day administration are part of the fee — you are not billed to keep your own systems running.
- QuickBooks Online
- QuickBooks Desktop
- Xero
- Dext
- Expensify
- Bill.com
- Ramp
- Excel/Google Sheets
The cost of leaving it alone
Uncategorized transactions pile up unnoticed
A six-month backlog can cost several thousand dollars in catch-up bookkeeping fees and delays any financing or tax filing that depends on clean books.
Overdue invoices go uncollected
Without a follow-up cadence, aging receivables quietly turn into bad debt, shrinking cash available for payroll and operating expenses.
Missing receipts surface during an audit
Undocumented expenses can be disallowed on audit, converting a deduction into additional tax owed plus interest and penalties.
How we run it
- 01
Connect
Read-only access to accounts and platforms; nothing changes hands.
- 02
Catch up
Backlog cleared and prior periods reconciled to a known-good starting point.
- 03
Automate
Rules, feeds, and capture tools remove the manual entry entirely.
- 04
Report
Weekly cash note, monthly statements, quarterly review.
Why clients choose us over the firm down the street
Weekly, not monthly
Most bookkeepers touch your file once a month. We keep it current all month.
A pod, not a person
Bookkeeper, reviewer, and manager — no single point of failure when someone takes vacation.
Cash note every week
You get a forward-looking cash position, not just a backward-looking ledger.
You own everything
Your ledger, your apps, your data — exportable any time, no lock-in.