Everything the books need, every week and every month
The five lines most engagements start with, delivered together or one at a time. Each one is run by the same team that already knows your entity structure, your vendors and your close calendar.
Bookkeeping
Daily and weekly categorization of US bank, credit card and merchant feeds in QuickBooks Online, QuickBooks Desktop, Xero, NetSuite or Sage Intacct. Full reconciliations on accrual or cash basis, with documentation behind every entry your CPA can follow.
Learn morePayroll
Weekly, biweekly and semi-monthly payroll runs in Gusto, ADP or Paychex. New hire setup, W-4 and I-9 collection, garnishments, PTO accruals, year-end W-2 and 1099-NEC preparation, plus federal, state and local filings including Forms 941 and 940.
Learn moreAccounts Payable and Receivable
Vendor bills captured and coded in Bill.com, approval routing you control, and scheduled ACH or check payment runs. On the receivable side, invoicing, cash application, collections follow-up and a weekly aging review so nothing quietly ages past 90 days.
Learn moreFinancial Reporting
A month-end close package delivered on a fixed calendar. Profit and loss, balance sheet, statement of cash flows, budget versus actual, department or location detail, and a short written note on what moved and why.
Learn moreTax and Compliance
W-9 collection and vendor validation, 1099-NEC and 1099-MISC preparation and filing, sales tax return preparation, and multi-state nexus tracking as you add employees and customers. We work alongside your CPA and hand over tax-ready books at year end.
Learn moreBeyond the monthly close
Three more service lines for the work that sits next to accounting and still has to get done.
- CFO AdvisoryRolling 13-week cash flow forecasts, annual budgets, pricing and gross margin analysis, KPI dashboards, and reporting packages built for lenders, boards or investors. Delivered on the same calendar as your close, so the analysis runs on closed numbers.
- Document ManagementReceipts, vendor W-9s, signed contracts, timesheets and bank statements captured, named to one consistent convention and filed where your team and your CPA can find them. Expensify and Ramp capture flows into the same structure.
- Back Office SupportOrder entry, invoice audits, commission calculations, customer and vendor data cleanup, subscription and inventory reconciliations, and the recurring administrative work that keeps landing on whoever has a free hour.
From first call to first close
Onboarding is built to go live in two to three weeks, and faster when the prior books are already current.
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Free consultation
A 30-minute call about your entity structure, systems, transaction volume, headcount and what is currently running late. No cost and no obligation. You leave with a written scope and a flat monthly price.
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Systems review and access
We look at your chart of accounts, bank and credit card feeds, open AP and AR, payroll setup and the last three closed months. You grant user-level access inside your own software. We do not ask you to change platforms.
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Cleanup and transition
If prior periods are behind, unreconciled or miscoded, we fix them first and document every change we make. Then we build your close calendar, your approval matrix and a written procedures document specific to your business.
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Steady state
Your assigned team runs the daily and weekly work, closes the month on the agreed date and delivers the reporting package. A standing monthly call walks through the statements and the open items list.
The numbers we will put in writing
These are service commitments and planning ranges, not audited results. We confirm the specifics for your business in the scope document before any work begins.
Industries and the accounting each one actually needs
The general ledger looks different in every industry. These are the ones we are set up for, including the places a month-end close usually breaks.
- Restaurant and retail chainsDaily sales and tip imports by location, third-party delivery reconciliations, COGS and inventory tracking, and a P&L per unit alongside the consolidated statement.
- Professional services firmsTime and billing tied to invoicing, work in process tracking, retainer and trust account handling, realization reporting and utilization by staff member.
- Construction and tradesJob costing by phase and cost code, progress billing and draw schedules, retainage tracking, lien waiver collection, and certified payroll reporting where prevailing wage applies.
- Healthcare practicesInsurance and patient payment posting, deposit reconciliation against remittance detail, provider productivity reporting and vendor payment cycles.
- E-commerce sellersShopify, Amazon and marketplace settlement reconciliation, merchant and platform fees separated from revenue, landed cost and inventory tracking, and economic nexus monitoring state by state.
- NonprofitsFund and grant tracking with restricted and unrestricted reporting, functional expense allocation, and board-ready statements delivered each month.
- Property managementBooks at both the entity and property level, tenant ledgers, CAM reconciliations, owner statements and distributions, and 1099 preparation for vendors and owners.
- Staffing and logisticsHigh-volume weekly payroll, contractor 1099-NEC handling, per diem and driver settlement processing, and invoice-to-cash tracking that keeps up with weekly billing cycles.
- CPA firms needing capacityOverflow bookkeeping, cleanup projects and month-end close support under your firm's brand, your workpaper standards and your review process.
How we protect your access, your cash and your filings
We work inside your systems, never in copies of them. Access is granted at the user level in your own QuickBooks Online, Xero, NetSuite, Sage Intacct, Bill.com, Gusto, ADP or Paychex accounts, scoped to the permissions the role actually needs. Every action lands in the software's own audit log, and you can revoke access yourself at any time without calling us first.
Payments follow your approval matrix, not ours. The person who enters a bill is never the person who releases the payment, and final release authority stays with named approvers on your side. Bank login credentials stay with you. Where a payment rail requires delegated access, we use the platform's own permission controls instead of shared passwords.
Documents move through the portals and folder structure you already use, not personal email. Vendor W-9s are collected and checked before the first payment goes out, so 1099 season is a report you run instead of a records hunt. Employment tax records and the documentation behind them are retained on the schedule the IRS expects, which generally means at least four years after the tax is due or paid.
Books are kept on US GAAP, accrual or cash basis, whichever your tax position and lender covenants call for. Payroll filings follow federal, state and local deadlines, including Forms 941 and 940 and year-end W-2 and 1099-NEC. When you hire in a new state or cross an economic nexus threshold, we flag the registration before the first filing comes due, not after a notice arrives.
What working with us actually looks like
No platform migration and no multi-month onboarding. The engagement is built around the systems you already run.
| Element | How it works |
|---|---|
| Your team | A named lead accountant plus a small assigned team. The same people every week, who learn your vendors and your quirks, not an anonymous ticket queue. |
| Your software | We work in the systems you own already. QuickBooks Online and Desktop, Xero, NetSuite, Sage Intacct, Bill.com, Gusto, ADP, Paychex, Expensify and Ramp. |
| Your chart of accounts | We adopt your existing chart of accounts and reporting structure. If it needs cleanup, we propose the changes in writing and wait for your approval before remapping anything. |
| Coverage | US business hours in your time zone, Monday through Friday, with extended availability during close week and around payroll cutoffs. |
| Communication | A shared inbox or channel for day-to-day items, a standing monthly review call, and a live close checklist showing what is finished and what is waiting on you. |
| Pricing | A flat monthly fee based on transaction volume, entity count and scope. Quoted before work starts and revisited only when scope changes. |
| Documentation | A written procedures document for your account, kept current as processes change, so the work never lives inside one person's head. |
| Handover | Everything sits in your accounts under your ownership. If you ever bring the work back in-house, the books, the documents and the procedures go with you. |
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Get a free consultation and a no-cost quote
Call (209) 456-5966 or email info@yfgconsultants.com to walk through your books, your systems and your volume. You get a written scope and a flat monthly price at no cost and with no obligation.