Choosing a bookkeeper is about accuracy, controls, and trust. CPA bookkeeping services add GAAP training, clear documentation, and practical insight into your numbers. My focus is the month end rhythm: timely reconciliations, AP and AR that stay current, and a reporting packet owners can act on. You get fewer surprises, faster answers, and financials ready for tax season. I work primarily in QuickBooks Online because it keeps the ledger tidy and collaboration easy. The real difference is the CPA standard of care behind every entry. Below I explain how I keep the books accurate week to week and what working together looks like over time.
CPA bookkeeping services: what you get with a CPA bookkeeper
CPA bookkeeping services give you more than tidy ledgers. You get someone who reads the numbers in context and records entries on purpose. Cutoff is handled, revenue timing makes sense, expenses are matched, and odd balances do not linger as uncategorized transactions.
On full accrual, the work is deliberate. I align AR and AP aging to reality, post accrued expenses and unbilled revenue, and keep deferrals, prepaids, and depreciation on a simple monthly rhythm. I recognize inventory costs correctly, reconcile clearing accounts, and make sure the trial balance tells a coherent story at month end. That is the difference between entries and accounting.
Many small teams use a modified cash basis, which works well when managed with intention. I record cash receipts and disbursements when they happen, while keeping essential accrual elements like AR, AP, and inventory on the books so performance is not distorted. I document what is included in the basis, apply it consistently, and flag edge cases so your tax preparer understands how the numbers were built.
Day to day, quality shows in the evidence. Every transaction includes source documents, exceptions are tracked until cleared, and explanations are written in plain language. Bank and card accounts reconcile on schedule, AP and AR stay current, and you receive a concise monthly summary of what moved, why it moved, and any action items. The result is simple: clear, clean, current financials all year, without the tax season scramble.
Onboarding and ongoing cadence
Onboarding starts with QuickBooks Online. If you are already in QBO, I begin with a cleanup. If not, I set you up as a QBO client, add me as the accountant user, connect bank feeds, and confirm opening balances so daily activity runs smoothly. I apply a clear chart of accounts tailored to your service industry so transactions post at the right level of detail and reports make sense at a glance.
You will get a simple close calendar that fits your service package. During setup I map recurring entries, standardize names for vendors, customers, and items, and handle any catch up work so the current month stays on schedule. I also put an easy document handoff in place so every transaction has supporting evidence.
From there I settle into a steady rhythm. Each week I bring bank and card activity current, update AR and AP, and clear exceptions. At month end I reconcile accounts, review the trial balance, and prepare a readable packet with KPIs and plain language insights. I document your accounting basis choices, including modified cash where appropriate, and apply them consistently so the numbers tell a coherent story. The outcome is predictable delivery, fewer surprises, and financials that are tax preparer ready month after month.
What owners care about most
Owners want clarity, not clutter. The point of monthly bookkeeping is to answer simple questions with confidence. What did we earn, what did we spend, and what changed in cash. A CPA gives you numbers that line up with how the business actually operates. You see patterns on revenue and margin, not just totals. You see what moved in working capital and why. You get context so decisions feel less like a guess and more like a call.
Speed matters too. When reconciliations land on time and entries are posted with intention, you can act before small issues grow. You notice a slow paying client in the AR aging, a subscription that crept up in expenses, or a project where costs are outpacing billings. Good books reduce stress. They also create room for better conversations about taxes and with your bank.
Accrual and modified cash in real life
Accrual accounting is about matching activity to reality. If your team invoices on the 28th for services delivered all month, revenue belongs in that month, not whenever cash arrives. The same goes for expenses. If software covers the next twelve months, I recognize it monthly so gross margin is not distorted. I watch these matchups so your profit and loss tells a true story.
Many small teams use a modified cash basis that keeps AR, AP, and sometimes inventory on the books. Done well, it gives you most of the clarity of accrual with the simplicity of cash. I make the basis explicit, apply it the same way every month, and flag edge cases early. Think client retainers, prepayments, or large one off purchases. Each gets handled on purpose so your numbers stay consistent and your tax preparer knows exactly how they were built.
What’s in the monthly packet
The packet is short and readable. You get a profit and loss with a few plain language notes, a balance sheet with highlights, and a cash view that connects the two. I include an AR aging that highlights any past due accounts and an AP view that shows what is coming due. If something moved more than expected, I explain it in one or two sentences so you can decide what to do next.
You also get a simple KPI snapshot which I customize to your business during the onboarding process. This usually covers revenue, gross margin, operating expenses, cash runway, and AR days. I keep it steady month to month so trends are easy to spot. The goal is not to drown you in metrics. It is to give you the right handful that help you run the business with confidence.
Controls that keep the books clean
Clean books are built on small habits. Bank and card accounts are reconciled on a set schedule. Transfers are matched instead of booked as income. Vendor names are standardized so reports are meaningful. Documents live with the transactions so every line has evidence. I focus on these basics because they compound. The result is a ledger you can trust.
Segregation of duties matters, even in small teams. Where possible, one person approves bills, a second person releases payments, and I handle posting and reconciliation. When headcount is tight, I use compensating controls that keep risk low: documented approvals in QuickBooks Online, payment thresholds, dual approval for wires, bank alerts, and a brief owner review of bank activity and the AP aging each month. The goal is simple control, not bureaucracy. Consistent habits keep the process fast and the books trustworthy.
Avoiding common pitfalls
Most problems start small. A few uncategorized entries can snowball into a noisy pile of uncategorized transactions. A missed merchant fee makes revenue look better than it is. An old deposit never clears and inflates cash. I look for these patterns and fix them fast. Duplicated vendors get merged. Recurring entries are tuned so they do not drift. Payroll is mapped to the right accounts so labor and taxes are easy to read.
Inventory and project costs need careful attention. If your team carries parts or work in process, I confirm that costs are recognized in the right period. If you bill fixed fees, I watch for timing gaps so revenue and cost of sales move together. These are the details that separate bookkeeping from accounting. They are also where value hides.
When a standard bookkeeper is enough
Some situations do not need a CPA. If your business is simple cash in and cash out with very few vendors, a careful bookkeeper may be the right fit. If you are pre revenue and tracking only a handful of expenses, the priority may be basic organization. I will tell you if that is the case. When complexity rises in billing, timing, or controls, that is when CPA bookkeeping services earn their keep.
How I begin
It starts with a short conversation. I talk through how you sell, how you collect, and where the friction lives today. If it is a fit, I do a straightforward assessment in QuickBooks Online and outline the first improvements I will make in sixty days. You get a clear plan, a steady cadence, and a simple way to exchange documents. Then I run the close with you. No noise, no surprises, and financials that are ready for tax season.
Pricing and how I quote
Pricing is fixed and based on the work required, not hours. I consider transaction volume, number of bank and card accounts, payroll complexity, AR and AP activity, inventory or project accounting, and the reporting you need each month. When I can, I recommend starting at a smaller tier and expanding once the cadence is steady. If a cleanup is needed, I quote that separately so monthly work begins on a clean foundation.
FAQs
What if we use something other than QuickBooks Online for our accounting software?
I work primarily with QuickBooks Online, but can work with other accounting software as well.
How soon will we feel the lift?
My goal is you feel the difference immediately, I prioritize fast turnarounds on month end close and responding to client questions within 48 hours.
Do you work with cash, accrual, or modified cash?
All three. We can talk through which basis is best for you in our free consultation!
What does monthly communication look like?
Short updates as I work, then a presentation of the financial report and KPIs after month end close.
Next steps
Book a free consult. We will map your current rhythm, identify the first two improvements to land in the next sixty days, and decide if working together is a fit.