Frequently Asked Questions

As a new member, you’ll have access to our growing library of courses, templates, and resources to help you manage your business finances. You can also connect with fellow entrepreneurs in the community and get guidance from me directly as we build out the structure together. Founding members will have the unique opportunity to help shape what the community becomes.

All resources are available through Skool, our online platform, which you can access anytime, anywhere, to fit your schedule.

Timeline: 7-10 business days from contract signing to first reports

Days 1-3: Discovery & Audit

• You grant QuickBooks access
• We audit your current setup
• We document cleanup needs
• We create action plan

Days 4-7: Cleanup & Configuration

• Chart of accounts optimization
• Historical transaction cleanup
• Bank reconciliation
• Automation setup (Strategic/Executive tiers)
• Software configuration (Strategic/Executive tiers)

Days 8-10: Finalization & Handoff

• Final review and quality check
• Generate baseline reports
• Send summary of changes made
• Brief walkthrough (video or email)

Ongoing service begins:

• First full month of reports delivered by 15th of following month
• Example: Sign contract January 10 → Setup complete January 22 → First reports for January delivered February 15

For Executive tier with complex multi-entity structures, setup may take 10-14 days.

Even if you’re already using QuickBooks, the setup fee covers important foundational work to ensure your books are accurate before we start monthly service:

What’s included in setup:

• Complete QuickBooks audit and assessment
• Chart of accounts cleanup and optimization (removing duplicates, organizing categories)
• 3 months of historical transaction review and cleanup
• Bank and credit card reconciliation to establish accurate starting balances
• Opening balance verification
• Automation setup (bank rules, recurring transactions)
• Process documentation

Why it’s necessary: Most solo entrepreneurs have QuickBooks but it’s messy. Miscategorized transactions, unreconciled accounts, bloated chart of accounts, or incorrect opening balances. The setup fee covers the “financial deep clean” needed to get your books in excellent shape.

Think of it like hiring a housekeeper: even if you’ve been cleaning your own house, a professional deep clean before regular maintenance ensures everything is spotless going forward.

Exception: In rare cases where your books are already in excellent shape, we may reduce or waive the setup fee after reviewing your QuickBooks during our discovery call. This happens less than 5% of the time.

What’s included in the setup fee for each tier?

Foundation Setup ($500):

• QuickBooks audit & assessment
• Chart of accounts cleanup & optimization
• 3 months historical transaction review & cleanup
• Bank & credit card reconciliation
• Opening balance verification
• Process documentation

Strategic Setup ($750):

• Everything in Foundation, PLUS:
• QuickBooks Online Essentials software installation & configuration
• User permissions setup
• Bank rule automation (rules to auto-categorize recurring transactions)
• Accounts Receivable & Accounts Payable setup
• Client portal configuration

Executive Setup ($1,000-$1,500):

• Everything in Strategic, PLUS:
• QuickBooks Online Plus configuration
• Custom KPI dashboard creation (2-4 hours of work)
• Multi-entity setup if needed (multiple LLCs, properties, etc.)
• 1099 contractor tracking system setup
• Advanced automation rules
• 6+ months historical cleanup if needed

Executive setup fee is quoted after discovery call based on your business complexity.

What counts as a “transaction”?

A transaction is any financial activity recorded in QuickBooks:

Counts as 1 transaction each:

• Bank deposit (each deposit = 1 transaction)
• Bank withdrawal or payment (each payment = 1 transaction)
• Credit card charge (each charge = 1 transaction)
• Transfer between accounts (each transfer = 1 transaction)
• Manual journal entry (each entry = 1 transaction)
• Bill entered into QuickBooks (each bill = 1 transaction)
• Invoice sent to customer (each invoice = 1 transaction)

Real-world example: Let’s say in one month you:

• Make 20 sales deposits to your bank account = 20 transactions
• Pay 25 bills via check or ACH = 25 transactions
• Have 35 credit card charges for business expenses = 35 transactions
• Transfer money between checking and savings 2 times = 2 transactions
• Total: 82 transactions (would fit in Foundation tier at 100/month)

What does NOT count as a transaction:

• Reconciling your accounts (that’s our work, not a transaction)
• Running reports (unlimited)
• Updating vendor/customer information
• Adding notes or attachments

How do I know which package fits my transaction volume?

During your discovery call, we’ll help you determine the right tier:

We’ll ask you to check your QuickBooks or bank statements for the past 3 months and count:

• How many deposits per month?
• How many payments/bills per month?
• How many credit card charges per month?
• Any transfers or journal entries?

General guidelines by business type:

Foundation (100 transactions/month) – Typical for:

• Solo consultants with 5-10 clients
• Therapists with steady patient flow
• Coaches with small client rosters
• Freelancers with simple income/expenses
• Typically: $75K-$200K annual revenue

Strategic (200 transactions/month) – Typical for:

• Consultants with 10-20 active clients
• Small agencies with 3-5 employees
• Coaches with memberships or group programs
• Real estate investors with 3-5 properties
• Typically: $200K-$500K annual revenue

Executive (300 transactions/month) – Typical for:

• Agencies with 5-15 employees
• Real estate investors with 10+ properties
• Consultants with complex project-based work
• Businesses with weekly payroll
• Typically: $500K-$2M+ annual revenue

Still unsure? Book a discovery call and we’ll review your last 3 months together to recommend the right fit.

What happens if I exceed my monthly transaction limit?

We monitor your transaction volume monthly. If you exceed your package limit, you have two options:

Option 1: Pay per-transaction overage

• $5 per transaction over your limit
• Billed on your next monthly invoice
• Example: Strategic tier includes 200 transactions. If you had 225 transactions one month, you’d be billed $125 overage fee ($5 × 25 transactions)

Option 2: Upgrade to next tier

• Get more transactions included at better value
• Upgrade takes effect immediately
• Price difference is prorated for current month

Which option is better?

Occasional overages: Pay per transaction

• If you exceed your limit 1-2 months per year due to unusual activity (big project, quarterly expenses, annual renewals)
• More cost-effective than upgrading

Consistent overages: Upgrade to next tier

• If you exceed your limit 3+ months in a row
• If you’re consistently hitting 90%+ of your limit
• Better long-term value

We’ll proactively notify you:

• If you reach 80% of your transaction limit, we’ll send a heads-up email
• If you exceed your limit, we’ll email you with the overage amount and ask which option you prefer
• No surprise charges – you’ll always know and approve before being billed

Can my transaction limits change over time?

Yes! Business transaction volume naturally fluctuates.

Seasonal businesses:

• Higher volume during busy season (upgrade temporarily)
• Lower volume during slow season (downgrade if desired)

Growing businesses:

• Start with Foundation (100 transactions)
• Grow to Strategic (200 transactions)
• Eventually Executive (300 transactions)

You can upgrade or downgrade anytime with 30 days notice.

Upgrading: Takes effect immediately – you get higher transaction limit and upgraded features right away. Price difference is prorated for current month.

Downgrading: Takes effect at start of next billing cycle (30 days notice required).

Foundation Package: What if I don’t have QuickBooks Online?

You have two options:

Option 1: Purchase QuickBooks Online yourself (most common)

• QuickBooks Online Simple Start or Essentials: $35-60/month
• You purchase directly from Intuit (quickbooks.com)
• You own the subscription and data
• We work within your QuickBooks account

Option 2: Upgrade to Strategic tier

• QuickBooks Online Essentials is INCLUDED in Strategic package ($1,500/month)
• We handle all software management, updates, troubleshooting
• You never have to think about QuickBooks subscriptions
• Often more cost-effective: Strategic tier ($1,500) vs Foundation ($1,000) + QB ($60) = only $440/month difference for much more value

Why we don’t include QB in Foundation tier:

• Keeps Foundation affordable for solo entrepreneurs who already have QB
• Gives you ownership and control of your QB subscription
• Many solo entrepreneurs already have QB before hiring a bookkeeper

We recommend:

• If you already have QB: Foundation tier is perfect
• If you don’t have QB yet: Strategic tier often makes more sense (we include and manage it)

Need help deciding? We’ll review this during your discovery call.

Strategic Package: What’s the difference between the live call and the video?

Strategic tier includes a monthly video walkthrough (not a live call).

Here’s what that means:

What you get each month:

• 10-15 minute personalized screen share video
• I walk through your P&L, Balance Sheet, and Cash Flow Statement
• I explain what your numbers mean in plain English
• I point out trends, unusual items, or opportunities
• You watch on your own schedule (sent via email by 15th of month)

Why video instead of live call:

• You can watch anytime – no scheduling coordination needed
• You can pause and rewind – if something is confusing, watch again
• You can reference it later – when making decisions, rewatch relevant sections
• Often more valuable than live calls – clients retain more information
• Works with your schedule – watch at 6am or 11pm, whenever works for you

What if you have questions after watching?

• Reply to the email with your questions
• I’ll respond within 24 hours (Priority email support included in Strategic tier)
• For quick clarifications, this works great
• For longer discussions, you might benefit from Executive tier

Want live calls instead?

• Consider Executive tier – includes monthly 30-minute LIVE strategy call
• You can ask questions in real-time
• We can discuss complex scenarios or planning together

Bottom line: Strategic tier is perfect if you want to understand your numbers but don’t need live discussion. Executive tier is for business owners who want real-time strategic conversation.

Executive Package: Can I choose between a call or video each month?

Yes! Executive Partnership gives you flexibility.

Each month, you choose:

Option A: 30-minute live Zoom call

• Scheduled at mutually convenient time
• Real-time discussion of your financial reports
• Ask questions and get immediate answers
• Strategic planning conversation
• Best for: Months when you have specific questions, making big decisions, tax planning, or prefer interactive discussion

Option B: 30-minute personalized video walkthrough

• In-depth screen share video explaining your reports
• Watch on your own schedule
• Pause, rewind, reference later
• More detailed than Strategic tier videos (30 min vs 10-15 min)
• Best for: Busy months when scheduling is difficult, or when reports are straightforward

You’re NOT locked into one format:

• Choose month by month based on your needs
• Just indicate your preference by the 5th of each month
• Most Executive clients alternate: video for routine months, calls when they need strategic discussion

Examples of when clients choose calls:

• Q4 tax planning discussions
• Preparing for major business decision (hiring, expansion, large purchase)
• Unusual month that needs explanation (big expense, revenue drop, etc.)
• Want to discuss strategy or forecasting

Examples of when clients choose video:

• Routine month, reports look normal
• Extremely busy, can’t fit a call into schedule
• Prefer to watch and absorb information on your own
• Want to reference the walkthrough multiple times

Default: If you don’t indicate a preference, we’ll send a video to ensure timely delivery.

Executive Package: What does “weekly check-ins” actually mean?

Weekly check-ins are quick financial snapshots, NOT full reports every week.

Here’s what you get:

Frequency options:

• Weekly (every Monday)
• Bi-weekly (every other Monday)
• Monthly (if you prefer less frequent communication)
• As-needed (only when something urgent comes up)

You choose the frequency that fits your needs. Most Executive clients start with weekly and adjust after a few months.

What’s included in a weekly check-in (5-10 minutes to create):

Example weekly check-in email:

Week of January 13-19, 2026

Revenue this week: $8,500 (up from $6,200 last week)
New invoices sent: 3 totaling $12,000
Outstanding A/R: $24,500 (includes 2 invoices over 30 days – see flag below)
Major expenses this week: $2,100 contractor payment, $450 software renewals
Cash position: $48,200 in operating account (healthy)

🚩 FLAG: Two invoices (Client A – $5,000 and Client B – $3,200) are now 35 days past due. Want me to send reminder emails or will you handle?

Let me know if you have questions!

When weekly check-ins are most valuable:

• Real estate investors tracking rent collection and expenses across properties
• Agencies monitoring project profitability and cash burn
• Businesses with weekly payroll
• Anyone making frequent financial decisions (hiring, major purchases, etc.)
• Business owners preparing for major events (fundraising, sale, loan application)

When weekly check-ins might be overkill:

• Stable service business with predictable monthly revenue
• Low transaction volume (under 50/month)
• Business owner who doesn’t look at finances weekly anyway

We’ll discuss the right frequency during onboarding. You can always adjust later.

Executive Package: What’s included in the “direct text access”?

Executive Partnership includes direct text access for urgent bookkeeping questions.

How it works:

• You get my direct cell number
• Text me Monday-Friday, 9am-5pm CST
• 4-hour response time guarantee during business hours
• For urgent/time-sensitive questions only

Examples of appropriate texts:

• “I’m about to pay a $15K invoice. Which account should I categorize this under?”
• “I need to pull my P&L for a bank meeting this afternoon. Can you send ASAP?”
• “My accountant is asking for X report. Where do I find that in QuickBooks?”
• “I think I just accidentally deleted a bunch of transactions. Help!”

NOT for general questions (use email instead):

• “Can you explain my profit margin from last month?” (Not urgent – email me)
• “I’m thinking about hiring someone next quarter…” (Strategic discussion – save for monthly call)
• “What was my revenue in Q2 2025?” (Historical question – email me)

Why text access is valuable:

• Speed: You get answers in hours, not days
• Reduces costly mistakes: Quick answer prevents expensive errors (mis-categorizing $50K transaction, paying wrong invoice, etc.)
• Peace of mind: You’re never stuck wondering “What should I do here?”

Boundaries:

• Texts outside 9am-5pm CST will be answered next business day
• Weekends/holidays: email instead (answered Monday)
• Complex questions requiring research: “Let me look into this and email you by [time]”

Most Executive clients text 1-3 times per month, but knowing they CAN text when needed provides significant peace of mind.

Can I switch packages later?

Yes! You can upgrade or downgrade anytime.

Upgrading (Foundation → Strategic or Strategic → Executive):

• Takes effect immediately
• You get upgraded features right away (higher transaction limit, additional services)
• Price difference is prorated for current month
• Example: Upgrade from Foundation to Strategic on January 15 (halfway through month) → You’re charged $250 difference ($500/month ÷ 2) for remainder of January, then full $1,500/month starting February

Downgrading (Strategic → Foundation or Executive → Strategic):

• Requires 30 days notice
• Takes effect at start of next billing cycle
• Features remain active through notice period
• Example: Give notice January 10 that you want to downgrade → Downgrade takes effect February 1, you’re billed at old rate through January 31

No penalties for switching tiers. We want you in the package that fits your current needs.

Most common upgrade path:

• Start with Foundation when solo
• Upgrade to Strategic as business grows and you want more support
• Upgrade to Executive when you want VIP service and have team/contractors

What if I want to cancel?

All packages are month-to-month. No long-term contracts.

Cancellation policy:

• Give 30 days written notice (email is fine)
• Services continue through the 30-day notice period
• You’re billed for the notice period
• Setup fee is non-refundable (covers labor already performed)

Example:

• You give notice on January 15
• Services continue through February 15
• You’re billed regular monthly fee for January and February
• Final reports delivered mid-March for February activity
• Service ends February 15

Why 30 days notice?

• Allows us to properly close out your books
• Gives you time to transition to new bookkeeper or in-house
• Ensures you receive final reports and documentation
• Industry standard for professional services

What you receive upon cancellation:

• Final financial reports (P&L, Balance Sheet, Cash Flow for final month.
• All transaction data remains in YOUR QuickBooks (you own it)
• Summary of any cleanup needed if you’re transitioning to new bookkeeper
• We’re happy to coordinate with your new bookkeeper for smooth handoff

No hard feelings! Business needs change. Most clients stay for years, but you’re not locked in.

Do you work with my industry?

We specialize in service-based businesses. Here’s what we work with:

✅ YES – We work with:

• Consultants & Coaches (business coaches, executive coaches, marketing consultants, HR consultants)
• Health & Wellness (therapists, counselors, nutritionists, private practice doctors, chiropractors)
• Creative Professionals (photographers, videographers, designers, writers, content creators)
• Professional Services (lawyers, accountants, architects, engineers, financial planners)
• Marketing & Creative Agencies (digital marketing, PR, branding, social media, content agencies)
• Real Estate Investors (rental properties, fix-and-flip, commercial real estate, property management)
• SaaS & Tech Companies (software companies, app developers, tech consultants)
• Online Businesses (course creators, membership sites, online coaches, digital product sellers)
• Non-profit Organizations (with simple bookkeeping needs)

Unsure if your business qualifies? Book a discovery call and we’ll discuss your specific situation. There are some gray areas (like e-commerce without inventory, or simple retail) where we might be a fit.

How do you handle my QuickBooks access?

We use secure, read-write access to your QuickBooks Online account.

How access works:

For Foundation clients (you provide QB):

• You add us as an “Accountant User” in your QuickBooks
• We get full access to manage your books
• You maintain Admin control (you own the account)
• You can see everything we do (full transparency)
• We never have access to your bank account – only read-only connection through QuickBooks

For Strategic/Executive clients (we provide QB):

• We set up QuickBooks Online in our name
• We add you as a “Company Admin” user
• You have full access to view reports, run reports, manage settings
• We handle all software management, updates, billing
• If you cancel service, we transfer the QuickBooks account to you (you own your data)

Security measures:

• QuickBooks Online has built-in two-factor authentication (2FA) available
• We enable 2FA on all accounts we manage (highly recommended)
• We never share your login credentials
• Bank connections are read-only (we can’t move money)
• All communication is encrypted
• We’re bound by confidentiality (we never share your financial info)

What we can and can’t do:

✅ We CAN:

• Categorize and manage transactions
• Create/edit bills, invoices, reports
• Reconcile bank accounts
• Manage vendors and customers
• Run reports and export data

❌ We CANNOT:

• Transfer money from your bank accounts
• Make purchases with your credit cards
• Change your bank login credentials
• Access your actual bank account (only QuickBooks connection)
• Share your data with anyone

You own your data:

• All your financial data is stored in QuickBooks
• You can export it anytime
• If you cancel, you keep full access to your QuickBooks history
• We don’t hold your data hostage

What happens to my data if I cancel?

You own your data. Period.

If you cancel our service:

For Foundation clients (you provide QuickBooks):

• QuickBooks is already in your name
• You keep full access immediately
• All historical data remains
• We simply remove our “Accountant User” access
• Your books stay exactly as they were

For Strategic/Executive clients (we provide QuickBooks):

• We transfer the QuickBooks account to you
• You become the primary admin
• You keep complete access to all historical data (all years)
• You’ll need to set up your own QuickBooks subscription ($35-90/month depending on tier)
• Transfer is typically completed within 3-5 business days

What you receive upon cancellation:

• Final month’s financial reports (P&L, Balance Sheet, Cash Flow)
• Export of key reports (we can provide Excel/PDF versions)
• Chart of accounts documentation
• List of any open items (unpaid invoices, outstanding bills)
• Notes on any cleanup needed going forward

We’re happy to coordinate with:

• Your new bookkeeper (if you’re switching providers)
• Your in-house team (if you’re bringing bookkeeping in-house)
• Your CPA (if they’re taking over bookkeeping)

No data ransom, no hostage situations.

• We never withhold your data
• We never charge “data export fees”
• We never make it difficult to leave
• We want you to stay because you love our service, not because you’re trapped

Do you prepare taxes or file tax returns?

No, we do not prepare tax returns. But we make tax season EASY for your CPA.

What we DO:

• Keep your books clean and accurate year-round
• Categorize transactions correctly for tax purposes
• Track deductible business expenses
• Reconcile accounts monthly (so year-end is never a scramble)
• Provide clean reports to your CPA
• Coordinate with your CPA (answer questions, provide documentation)

What we DON’T do:

• File tax returns (personal or business)
• Provide tax advice or tax planning
• Represent you with the IRS
• Make tax elections or decisions

How we work with your CPA/tax preparer:

Quarterly (included in all tiers):

• We ensure your books are ready for quarterly tax estimates
• We can provide P&L reports for estimated tax calculations
• We flag any unusual items or questions for your CPA

Year-end (included in all tiers):

• We provide clean, accurate financial reports (P&L, Balance Sheet for full year)
• We answer your CPA’s questions about transactions or categorization
• We provide backup documentation if needed
• We make adjustments your CPA requests

For Executive tier clients:

• We create year-end tax prep checklist
• We proactively flag items your CPA will need
• We coordinate 1099 filings for your contractors
• We provide detailed reports broken down by tax category

Don’t have a CPA?

• We can recommend CPAs we work with regularly
• We have partnerships with tax professionals in most states
• We’ll introduce you to 2-3 options and you choose

Bottom line: We handle bookkeeping year-round so your CPA can focus on tax strategy and filing. Clean books = lower CPA fees and better tax outcomes.

How quickly will I get my monthly reports?

Reports are delivered by the 15th of the following month.

Example timeline:

• January 1-31: Your business activity happens
• February 1-10: We categorize January transactions, reconcile accounts
• February 15: You receive January reports (P&L, Balance Sheet, Cash Flow)

Strategic tier clients also receive:

• Video walkthrough delivered by February 15

Executive tier clients also receive:

• Weekly check-ins throughout January (if you choose weekly frequency)
• Monthly strategy call/video delivered by February 15

Why the 15th?

• Gives us time to ensure all January transactions have cleared your bank
• Allows for any late charges or deposits to post
• Ensures accuracy (rushing = errors)
• Industry standard for professional bookkeeping

Need reports faster for specific months?

• Let us know in advance (for loan applications, investor meetings, etc.)
• We can often deliver earlier reports by request
• Executive tier gets priority for rush requests

What if the 15th falls on a weekend?

• Reports delivered on the next business day (Monday)

What if I have questions about my reports?

Every tier includes email support. Response times vary by tier.

Foundation tier:

• Email support: 48-hour response during business hours
• Best for: Simple questions, clarifications, general inquiries
• Example: “What category is [expense] under?” or “Can you resend my Q3 reports?”

Strategic tier:

• Priority email support: 24-hour response during business hours
• Best for: Questions about your reports after watching monthly video
• Example: “In the video you mentioned my profit margin dropped – what caused that?” or “How do I interpret this A/R aging report?”

Executive tier:

• VIP email support: Same-day response during business hours
• PLUS direct text access: 4-hour response for urgent questions (Mon-Fri 9am-5pm CST)
• Best for: Urgent questions, time-sensitive decisions, complex scenarios
• Example: Text: “I’m in a meeting and need my YTD revenue ASAP” or Email: “Can we schedule an extra call this month to discuss cash flow planning?”

Business hours: Monday-Friday, 9am-5pm Central Time

After hours/weekends:

• Emails sent evenings/weekends are answered next business day
• Texts sent outside business hours are answered next business day
• True emergencies (QuickBooks locked, critical error): We’ll respond within 24 hours even on weekends

Keep in mind my area of expertise with your questions. Be sure your questions are bookkeeping related.

BOOKKEEPING (what we DO):

• Record transactions accurately
• Reconcile accounts
• Generate financial reports (P&L, Balance Sheet, Cash Flow)
• Explain what reports mean in plain English
• Answer questions about historical data (“What did I spend on software last quarter?”)
• Flag unusual items or errors
• Provide reports broken down by category, vendor, client, etc.

CFO WORK (what we DON’T do):

• Financial forecasting and projections (predicting future revenue/expenses)
• Budget creation and variance analysis
• Cash flow forecasting (predicting cash needs 3-6 months out)
• Profitability analysis and pricing strategy
• Hiring decisions based on financial impact
• Growth strategy and expansion planning
• Debt vs. equity financing decisions
• M&A analysis (should you buy another company?)