Who we are and how we work
YFG Consultants keeps the books for small and mid-sized US businesses. We code the transactions, reconcile the accounts, run payroll, process the bills, invoice the customers, work the aging, and close the month on a schedule you can plan around. We work with owners, controllers, CFOs and office managers in restaurant and retail groups, professional services firms, construction and trades, healthcare practices, e-commerce, nonprofits, property management, staffing and logistics. We also take overflow work from US CPA firms during busy season.
We work inside the systems you already use. QuickBooks Online and QuickBooks Desktop, Xero, NetSuite and Sage Intacct for the general ledger. Bill.com for accounts payable approval and payment. Gusto, ADP and Paychex for payroll. Expensify and Ramp for cards and expense capture. Your bank and credit card feeds stay where they are. Nobody has to migrate to a platform we happen to prefer.
The accounting is US GAAP, on a cash or accrual basis, whichever your lender, board or tax preparer needs. That includes W-9 collection before the first vendor payment, 1099-NEC filing in January, W-2 season, Forms 941 and 940 reconciled to the general ledger, federal, state and local payroll tax registrations and filings, sales tax returns, and multi-state nexus tracking as you add employees and customers in new states.
Most clients run their back office for 40% to 60% less than a comparable in-house team. Treat that as a prospective range rather than a guarantee. It holds because you pay for the work your volume actually requires instead of salaries, benefits, payroll taxes, software seats, recruiting and training for a seat that turns over.
Mission, vision and the standard we hold
- Our missionTo give small and mid-sized US businesses the accounting function of a much larger company. Accurate books, clean payroll, current AP and AR, and a month-end close that lands on time, at a price a growing business can carry every month.
- Our visionA market where outsourced accounting is judged on the work product rather than the hourly rate. We want to be the firm a controller can hand a messy general ledger to and get back clean, reconciled and documented books.
- The standard we holdReconciled before anything is reported. A written procedure for every recurring task. A second set of eyes on every close. A named person who answers when you call. If we miss one of those, it is a defect on our side, not an exception on yours.
Six things we do not negotiate on
These are working rules. Each one shows up in how your account is run day to day.
Accuracy
Reconciled or it does not ship. Every bank, credit card, loan and clearing account is tied to a statement before a report leaves our hands, and every balance sheet account carries support you can open and follow.
Learn moreOwnership
Your account is assigned, not pooled. The accountant on your file tracks open items to closure, follows up with your vendors and your staff directly, and tells you what is still missing instead of waiting to be asked at the close.
Transparency
You work from the same checklist we do. Scope, deadlines, open items and anything still unreconciled stay visible to you. Pricing is a flat monthly fee agreed in writing before work starts, and any project outside that scope is quoted before it begins.
Learn moreConfidentiality
Financial data is handled on a need-to-know basis. Access is role-based and view-only wherever the work allows it, activity is logged, and credentials are removed the day a person rolls off your account.
Learn moreResponsiveness
Email gets an answer the same business day. Payroll cutoffs and banking problems get picked up the day they land, not saved for the monthly call. Your engagement lead has a direct line, and a briefed backup who already knows your file covers time off.
Continuous improvement
Every recurring error turns into a procedure change. We review the close calendar each quarter, cut steps that no longer earn their time, and move manual work into rules inside QuickBooks Online, Bill.com or Ramp when the platform does it better than a person.
Learn moreHow your account is staffed
You are not buying hours from a queue. You get a small assigned team, a reviewer above it, and one person responsible for the relationship.
| Role on your account | What they handle | What you get from them |
|---|---|---|
| Dedicated accountant | Daily and weekly bookkeeping, bank and credit card feed coding, reconciliations, AP entry, AR invoicing and payroll input. | The same person in your file every week, familiar with your chart of accounts, your vendors and your billing quirks. |
| Senior reviewer | Reviews the close before it is released. Checks reconciliations, accruals, prepaids, deferred revenue, fixed assets, intercompany entries and balance sheet support. | A second set of eyes on every month-end package, and a documented review sign-off you can point to. |
| Engagement lead | Owns scope, calendar, escalations and the monthly review call. Coordinates with your CPA, your lender and your internal staff. | A named point of contact with a direct email and phone line, plus a backup so nothing stalls during time off. |
| Specialist support | Payroll tax registrations, 1099-NEC and W-2 season, sales tax returns, multi-state nexus questions, cleanups and system migrations. | People who do that specific work every week, without you adding another vendor or another contract. |
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What the first ninety days look like
Onboarding follows a fixed sequence. Nothing transfers to us until it has been run once with your team watching.
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Free consultation and written scope
A call about your entity structure, systems, transaction volumes, filing deadlines and what is breaking today. No cost and no obligation. You leave with a written scope and a flat monthly quote, not a rate card.
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File review and documented procedures
We take read access to your accounting file, payroll platform and bank feeds. We document current state, flag the cleanup required, agree the close calendar, and write the procedures your account will run on.
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Parallel first close
We run the first month alongside whoever does the work today. The reviewer checks every reconciliation. You see the full month-end package, including balance sheet support, before we take the file over.
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Steady state and quarterly review
Weekly bookkeeping, payroll on your cycle, AP runs on a set day, and financials delivered by an agreed business day each month. Monthly review call with your engagement lead, and a quarterly look at scope and procedures.
What gets written down before we touch your books
Procedures are why the work survives vacations, sick days and staff changes. Here is what we document for every client.
- Chart of accounts and coding rulesA written mapping of how each transaction type hits the general ledger, so coding does not drift when a different person is in the file.
- Bank and credit card reconciliationEvery cash, card, loan and merchant clearing account tied to a statement monthly, with an aged list of unmatched items and the reason each one is still open.
- Accounts payableBill capture, approval routing in Bill.com or your platform, payment runs on a set day, and a signed W-9 collected before any vendor gets paid.
- Accounts receivableInvoicing schedule, aging review cadence, collection steps by day count, and cash application matched against deposits rather than assumed.
- PayrollInput deadlines, gross-to-net review before submission, and wages and withholding reconciled to Forms 941 and 940 and to year-end W-2 totals.
- Month-end close checklistAccruals, prepaids, deferred revenue, fixed assets and depreciation, intercompany entries, and support for every balance sheet account that carries a balance.
- Sales tax and nexusWhere economic nexus has been triggered, the filing calendar by state, and collected tax reconciled to what was actually remitted.
- Access and document retentionWhere support lives, who can see it, how long it is kept, and how credentials are revoked when someone leaves either team.
Questions we get before the first call
Do you replace our bookkeeper, or work alongside one?
Either one. Some clients hand over the whole function. Others keep an office manager who codes receipts and approves bills, and we take reconciliations, payroll, the close and the reporting. We write the split of duties into the scope so nothing falls between the two teams.
Do you handle tax filings?
We handle the compliance that runs off the books: payroll tax filings including Forms 941 and 940 plus state and local returns, 1099-NEC and W-2 filing, and sales tax returns in the states where you are registered. For the income tax return we prepare the year-end package and supporting schedules your CPA needs, and we answer their questions directly so you are not the middleman.
Who gets access to our bank accounts?
View-only access by default, so we can reconcile and pull statements without moving money. If you want us preparing payment runs, approval and release stay with an authorized person on your side inside Bill.com or your bank. We do not hold signing authority unless you specifically grant it, and we generally recommend against it.
Can you clean up prior periods?
Yes. Catch-up bookkeeping and cleanups are common first projects: unreconciled bank accounts, a fixed asset schedule that was never depreciated, payroll that never tied to the 941s, sales tax collected but not remitted. We quote cleanup separately from the monthly fee so you can see exactly what the historical work costs.
What does it cost?
A flat monthly fee based on transaction volume, number of accounts and entities, payroll headcount and cycle, and how much of the function you want covered. You get the number in writing after the consultation. Most clients run their back office for 40% to 60% less than a comparable in-house team once salary, benefits, payroll taxes, software and turnover are counted, and that is a prospective range rather than a guarantee.
Do you work with CPA firms?
Yes. We take overflow bookkeeping, cleanup and close work for CPA firms that need capacity during busy season or on a client they do not want to staff internally. We work under your firm's file naming, your workpaper standards and your review process, and we do not contact your client unless you ask us to.
How do we reach you during the month?
By email and phone to your engagement lead, with a backup copied so a question never waits on one person. Email gets a same business day answer, and payroll or banking problems get handled the day they come in. Before you are a client, reach us at (209) 456-5966 or info@yfgconsultants.com.
Get a free consultation and a no-cost quote
Tell us about your entity structure, your systems and your deadlines, and we will send back a written scope with a flat monthly price. Call (209) 456-5966 or email info@yfgconsultants.com to set up the call.