SERVICES / QUICKBOOKS CLEANUP
QuickBooks cleanupWhen QuickBooks stops
telling the truth
Undeposited funds full of transactions from two years ago. A reconciliation discrepancy nobody can find. Negative inventory. Duplicate entries from a doubled bank feed. QuickBooks will happily carry all of it forward indefinitely.
The classic
QuickBooks problems
QuickBooks files go wrong in fairly predictable ways, and after enough of them you learn to look in the same places first.
Undeposited funds is the most common. Payments get recorded against invoices but never matched to an actual bank deposit, so they accumulate in a holding account. A file with several years of stranded payments there has overstated income and a balance sheet that cannot be right.
Reconciliation discrepancies come next. A previous reconciliation was forced through, or a reconciled transaction was later edited or deleted. The difference gets carried forward every period, and each month makes it harder to trace back to its origin.
Duplicate transactions usually come from bank feeds — connected twice, or a manual entry matched incorrectly against an imported one. Expenses get counted twice, and the effect on both profit and tax is real.
Then accounts receivable and payable full of things that are not actually owed. Invoices paid in cash and never marked paid. Bills entered twice. Old balances nobody has looked at in years, quietly inflating both sides of the balance sheet.
And a chart of accounts that has grown organically until it contains four similar expense accounts and everything lands in whichever one was clicked first.
What we look for first
- Undeposited funds carrying stranded payments
- Reconciliation discrepancies carried forward
- Duplicate transactions from doubled bank feeds
- Old receivables and payables that are not real
- Owner draws recorded as business expenses
- Negative inventory or negative asset balances
- Four accounts doing the job of one
From $500 · Diagnostic review first
What cleanup
fixes
Diagnosed first so you see the actual problems, then corrected properly rather than papered over.
Diagnostic review
A written list of exactly what is wrong in your file before you commit to anything.
Undeposited funds
Stranded payments matched to deposits or corrected, so income and cash both become accurate.
Reconciliation repair
Long-standing discrepancies traced to their origin and resolved rather than carried forward again.
Duplicate removal
Doubled transactions identified and cleared, with the feed connection fixed so it stops recurring.
AR and AP cleanup
Old balances reviewed, written off or corrected, so what the file says you are owed is what you are owed.
Chart of accounts
Consolidated and restructured, with historical transactions recoded so prior periods stay comparable.
How cleanup
proceeds
Diagnostic
We review the file and produce a written list of problems. You see them before spending anything on fixing them.
Scope and quote
Fixed price based on what needs correcting and how far back. No open-ended hourly work.
Corrections
Worked through systematically, oldest first, with anything that affects a filed return flagged as we go.
Handover
We show you what changed, why, and what to do differently so the file stays clean.
What a clean file
gives you
Reports you can believe. That is the whole point — a P&L built on a file with stranded payments and duplicate expenses is describing a business that does not exist.
A balance sheet that makes sense. Undeposited funds cleared, receivables real, payables real, and equity that ties to something. Most owners have never had this and are surprised by how much clearer it makes everything.
Faster and cheaper tax preparation. A clean file means the return is prepared rather than reconstructed, which saves both fees and the risk of errors made at speed.
And a foundation that stays clean. Monthly bookkeeping on a corrected file keeps working. Monthly bookkeeping on a broken one just adds tidier entries to a system already producing wrong answers.
BOOK A FREE CALLEvery client gets
- Replies within 48 hours, guaranteed
- Books closed by the 15th, every month
- Flat monthly pricing, no hourly billing
- A plain-English summary with every report
- The same team every single month
- Cancel any time, files handed over cleanly
QuickBooks cleanup questions
Common signs: undeposited funds with a large balance, reconciliation differences carried month to month, a balance sheet that does not make sense, or reports that do not match your instinct about the business. The diagnostic review answers it definitively.
At minimum to the start of the current fiscal year. Further where prior years affect the balance sheet or a filed return. We recommend a scope and explain the reasoning rather than defaulting to the biggest project.
It might. If cleanup reveals a material error in a filed return we will tell you and explain the options including amendment. We will not quietly fix the books and leave a filed return inconsistent.
Occasionally. If the existing file is beyond repair and history is not needed, a fresh start with correct opening balances can be quicker. We will tell you honestly which route makes more sense.
From $500, scoped after the diagnostic review. Price depends on how much is wrong and how far back it goes, and you get a fixed number before any correcting begins.
Typically one to three weeks. Files with several years of accumulated problems take longer, and we will give you a completion date before starting.
Find out what's wrong
in your file
Thirty minutes, no pitch. We will review your QuickBooks file, give you a written list of what needs fixing, and quote a fixed price.
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