Our QuickBooks Online Cleanup Process
Every cleanup project is different, but the process is straightforward.
Here is what to expect from the first conversation through the final review.
1. Meet & Talk
We begin with a consultation to discuss your business, the condition of your books, and the problems you are experiencing. However messy or overwhelming things feel right now, that's simply where we start. I will also confirm whether your needs fall within Books Prep’s cleanup specialty and whether the project appears to be a good fit.
2. Review & Assess
If the project appears to be a good fit, I conduct a scoping review of your QuickBooks Online file. During this review, I assess how many months or years need to be corrected, the volume and complexity of the issues present, and any major risk factors. This allows me to define the cleanup period and prepare a fixed-price proposal based on the actual condition of your file, not a generic estimate.
This is not a detailed diagnosis or cleanup plan. It's a scoping step that lets me clearly identify the periods and work included before you commit to anything.
3. Clean Up & Correct
Once you approve the proposal, you will receive a clearly organized list of Project Start Requirements explaining the access, information, and documents needed before work begins.
After those requirements are complete, I investigate the problems more thoroughly while correcting the identified issues within the agreed cleanup period. I typically limit communication during this phase to a small number of structured interim requests, so the work can proceed efficiently without constant back-and-forth. Any interim questions will be grouped and clearly explained so you know exactly what is needed and why.
4. Review & Move Forward
When the cleanup is complete, you will receive a written Findings & Business Practices Review documenting the results of the engagement, unresolved items, action steps, and professional observations made during the cleanup, including notes prepared for your tax preparer.
We will then meet by Zoom for up to 45 minutes to review the report, answer your questions, and discuss practical next steps.
Why Your Books Need Real Solutions
Many bookkeeping problems are the result of partial fixes applied over time. I take the time to investigate why the books are out of alignment, make the necessary corrections at the source, and implement solutions that allow the books to function properly going forward.
Every cleanup is tailored to the specific condition of your QuickBooks Online file.
Common Issues I Address
You may not know exactly what is wrong in QuickBooks Online. You only know that the numbers do not look right or cannot be trusted. Common issues include:
Financial reports that do not make sense: The profit, account balances, or other figures do not match what you know about the business.
Unreconciled accounts: Bank and credit card accounts have not been properly reconciled, or the balances in QuickBooks Online do not match the statements.
Missing, duplicated, or misclassified transactions: Income, expenses, transfers, loan payments, or personal transactions have been recorded incorrectly.
Incorrect outstanding balances: Accounts receivable, accounts payable, loans, or other balance sheet accounts contain old or inaccurate amounts.
Software integration problems: Third-party applications are creating missing, duplicated, or incorrectly recorded transactions in QuickBooks Online.
What I Need From You
Before work begins, you will need to provide the access, information, and documents included in your Project Start Requirements. Providing these items promptly and completely helps the project begin as scheduled.
Most cleanup projects are scheduled for completion within two to four weeks after I receive all Project Start Requirements. The exact timeframe depends on the scope and complexity of the work.
During the cleanup, I may need additional information or clarification as issues are investigated. Timely responses help keep the project moving and prevent unnecessary delays.
What This Investment Looks Like
QuickBooks Online cleanup projects typically range from $3,000 to $25,000+, depending on the condition of the file, transaction volume, complexity, and amount of investigation and correction required.
Straightforward cleanup projects start at $3,000. These projects generally involve lower transaction volume and less complexity.
Complex reconstruction projects generally range from $6,000 to $25,000+. These projects may involve higher transaction volume, multiple affected periods, software integration problems, and extensive investigation and correction.
Pricing is also based on the number of periods involved. The $3,000 starting price reflects a typical 12-month cleanup. If you only need a partial period cleaned up, the price is adjusted accordingly.
You will receive a fixed project price before work begins, so there are no hourly billing surprises.
What You Walk Away With
You will finish the project with your books corrected for the cleanup period defined in your proposal, a clearer understanding of what caused the problems, and practical information to help you move forward.
You will also receive:
The documentation:
A written Findings & Business Practices Review
Action items requiring your attention
Documentation of anything that could not be completed
Notes about individual accounts
The guidance:
Information to share with your tax preparer
Guidance for keeping your books clean
Observations about bookkeeping practices, financial patterns, and areas that may affect your business going forward.
The wrap-up:
A WrapUp Review Meeting by Zoom (up to 45 minutes)
The report and review meeting are informational and do not constitute tax, legal, or financial advice.
If you need ongoing bookkeeping support after the cleanup, I can refer you to a trusted professional.
By the end, you'll know exactly what happened in your books, what it means going forward, and what to do next.
Ready to Trust Your Books Again?
Tell us what is happening in your QuickBooks Online file. We will begin with a brief conversation to determine whether Books Prep is the right fit.