Which accounts do you reconcile?

All bank, credit card, merchant, payment processor, and loan accounts, plus intercompany and clearing accounts where applicable.

What happens when a reconciliation doesn't balance?

The variance is investigated, documented with supporting evidence, and either corrected or escalated to you with a recommendation — never left as a plug entry.

Do you reconcile Stripe, PayPal, Shopify, and Amazon?

Yes. Processor and marketplace settlements — including fees, refunds, chargebacks, and holdbacks — are reconciled to the deposits that hit your bank.

How often are reconciliations done?

Monthly as standard, completed by business day 3. High-volume accounts can be reconciled weekly or daily.

Hourly, by seniority: $6/hr for a junior bookkeeper, $9/hr for an accountant, and $12/hr for a senior accountant or controller. Full-time cover of 160 hours a month works out to $960, $1,440, and $1,920 respectively. You only pay for hours worked, billed monthly on Net 7 terms with no lock-in beyond a 30-day notice period.

How quickly can we start?

Discovery and access setup take 1–3 business days. Most clients are in steady state within two to four weeks, faster when the books are already current and longer when historical catch-up is needed.

How do you keep our financial data secure?

Access is least-privilege and role-based, data is encrypted in transit and at rest, every team member is under NDA, and we work inside your systems rather than exporting data to ours. You can revoke access at any time.

Service

Every account reconciled, every period, with proof.

Bank, credit card, merchant, and loan accounts reconciled on a fixed cadence — with documented variances instead of unexplained balances.

No unexplained balances at close

Faster CPA review and audit prep

Fraud and duplicate charges caught early

What you get

Scope is written down before we start, so there is never a question about who owns what.

Monthly reconciliations

Bank and credit card accounts reconciled to statements
Merchant processor settlements matched to deposits
Loan, line-of-credit, and interest balances tied out
Outstanding and stale item review

Documentation

Reconciliation pack with statements and support attached
Variance log with cause and resolution owner
Sign-off trail from preparer and reviewer

Clean-up

Historical unreconciled periods brought current
Duplicate and misposted transactions corrected
Suspense and clearing accounts cleared down

Delivery timeline

The operating cadence once your account is live.

Weekly

Feed review

Bank feeds checked so nothing is missing before period end.

Business day 2

Statements gathered

All statements collected and matched to accounts.

Business day 3

Reconciliations complete

Every account tied out with variances documented.

Business day 4

Review & sign-off

Reviewer approves and the pack is issued.

Onboarding schedule

From kickoff to steady state, with realistic durations.

Days 1–3

Account inventory

Every bank, card, merchant, and loan account catalogued.

Days 3–7

Access & statements

Read-only access and statement delivery set up.

1–4 weeks

Backlog clean-up

Unreconciled history rebuilt before the live cycle starts.

From month 2

Steady state

Reconciliations delivered by business day 3.

Tools we work in

QuickBooks Online
Xero
Plaid feeds
Stripe
Shopify
Ramp

Results from bank & card reconciliations engagements

Filter by the industry closest to yours to see the work and the numbers behind it.

Technology & SaaS

Close cut from 21 days to 5 ahead of a funding round

Series A SaaS platform, 48 employees

Month-end close: 21 → 5 days
Deferred revenue reconciled: 100%
Audit adjustments at year end: $0

Challenge. Deferred revenue was tracked in spreadsheets, and monthly statements landed three weeks late — too slow for board and investor reporting.

What we did. We rebuilt the revenue recognition schedule in the ledger, standardized the close checklist, and moved reconciliations to a weekly cadence.

eCommerce

Six sales channels reconciled to the penny every week

Multi-channel DTC brand, $14M revenue

Channels reconciled weekly: 6
Match rate on payouts: 99.8%
Margin variance eliminated: 4.2 pts

Challenge. Shopify, Amazon, and wholesale payouts never tied to the bank, leaving COGS and margin unreliable for buying decisions.

What we did. Channel-level clearing accounts, automated payout matching, and an inventory-to-COGS routine reviewed weekly.

Manufacturing

Three-way match applied to every invoice, on time

Contract manufacturer, 300+ vendors

Invoices processed: 1,400/mo
Annual early-pay discounts captured: $46K
Duplicate payments since go-live: 0

Challenge. Invoice approvals sat in email, duplicate payments slipped through, and early-pay discounts were routinely missed.

What we did. Bill.com approval routing tied to PO and receipt data, plus a weekly payment run with a documented exception queue.

Startups

Two years of books cleaned up in seven weeks

Seed-stage fintech, 18 months of backlog

Restated and reconciled: 24 months
Start to clean close: 7 weeks
Transactions recategorized: 1,900+

Challenge. Founders had run the books themselves; diligence surfaced miscategorized spend, missing receipts, and unreconciled accounts.

What we did. Rebuilt the chart of accounts, reconciled every month back to inception, and produced an investor-ready statement pack.

Retail

QuickBooks rebuilt for multi-location reporting

Nine-location specialty retailer

Locations reported separately: 9
POS reconciliation lag, from 3 weeks: 2 days
Deposits matched to sales: 100%

Challenge. A single flat company file made it impossible to see which locations were profitable, and POS never tied to deposits.

What we did. Restructured classes and locations, automated POS-to-deposit matching, and trained the in-house team on the new file.

Small & Medium Businesses

Working capital freed on both sides of the ledger

Regional distributor, $22M revenue

Working capital released: $840K
Average collection period: 41 → 29 days
Cash position reporting: Weekly

Challenge. Receivables aged quietly while payables were paid the day they arrived, squeezing cash in a seasonal business.

What we did. Aligned collections and payment runs to a single weekly cash cycle with clear terms enforced on both sides.

“Every channel ties out weekly. For the first time I trust our margin by SKU enough to make buying decisions off it.”

Marcus D.

Founder, DTC apparel brand

eCommerce

“Invoices are matched, approved, and paid on a schedule I can plan around. We're finally capturing early-pay discounts.”

Ken T.

Controller, contract manufacturer

Manufacturing

“They rebuilt our QuickBooks file properly and taught our team to keep it that way. Location-level reporting works now.”

Hana S.

Director of Finance, specialty retail

Retail

“Receivables and payables now run on one weekly cycle. We stopped guessing about cash in our slow season.”

Victor A.

General Manager, regional distributor

Small & Medium Businesses

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FAQ

Bank & Card Reconciliations questions, answered

Scope, timelines, security, and pricing — the things prospective clients ask before handing this function over.

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