The General Ledger Is the Same. The Work Is Not.
Every set of books ends in the same place. A trial balance that foots, a P&L and balance sheet that tie to the bank, and a clean handoff to your tax preparer. Getting there looks completely different depending on what you sell. A multi-unit restaurant group closes on daily sales files and delivery settlements. A general contractor closes on a WIP schedule. A nonprofit closes on restricted fund balances and functional expense allocation.
That difference is where generic bookkeeping breaks down. A generalist can reconcile a bank account. Far fewer can explain why your third party delivery deposits land well short of gross sales, why overbillings swung hard in a single month, or which state you just crossed an economic nexus threshold in.
We staff your engagement with accountants who work in your industry's systems and reporting, inside the platforms you already run. QuickBooks Online and Desktop, Xero, NetSuite, Sage Intacct, Bill.com, Gusto, ADP, Paychex, Expensify and Ramp, plus your point of sale, billing or property platform. Books are kept on US GAAP, accrual or cash basis, whichever your lender, board or CPA expects.
The Industries We Work In Most Often
Each of these has one or two accounts that decide whether the month closes clean. Those are the accounts we own from day one.
Restaurants and Multi-Unit Food Service
Daily sales and deposit verification from your POS to the bank, plus third party delivery settlements broken out by commission, refund and chargeback. Tip pooling and tip credit tracked, prime cost reported by location, sales tax filed by jurisdiction, and payroll run on Forms 941 and 940 with W-2s at year end.
Learn moreRetail and Franchise Groups
Inventory and COGS by SKU, shrink analysis, gift card liability, and store level P&Ls that roll into a consolidated view. We accrue franchise royalties and ad fund contributions, calculate percentage rent owed to landlords, and file sales tax in every state where your nexus thresholds are met.
Learn moreE-commerce and Consumer Brands
Marketplace settlement reconciliation is the whole job. We split Amazon, Shopify, Walmart and eBay payouts into gross sales, fees, refunds, reserves and chargebacks, so revenue is booked gross and net deposits still tie to the bank. Landed cost and 3PL inventory tracked, marketplace facilitator and direct sales tax handled state by state.
Learn moreProfessional Services Firms
Unbilled WIP, realization by client and matter, and revenue recognized correctly on fixed fee versus time and materials work. We run AR aging and collections follow up, reconcile retainer and client trust balances, collect Forms W-9 and issue 1099-NEC, and register payroll in the states your remote staff work from.
Learn moreConstruction and Trades
Job costing that reaches the job, a WIP schedule formatted for your bonding agent and your banker, percentage of completion revenue, and overbillings and underbillings calculated every month. Retainage tracked on both the receivable and payable side, AIA style progress billing, certified payroll where required, and subcontractor Forms W-9, certificates of insurance and 1099-NEC compliance.
Learn moreMore Industries We Support
Same close discipline, different problem accounts.
- Healthcare PracticesInsurance remittances posted from ERAs and EOBs, contractual adjustments separated from true write-offs, and patient AR aged and worked. We reconcile payer deposits back to the billing system, manage credit balances and refunds, and track provider compensation. Access is limited to the systems the work requires, under your confidentiality and data handling agreement.
- Property Management and Real EstateTrust accounting done properly, with a three way reconciliation of the trust bank account, the tenant ledger and security deposit liability every single month. Plus CAM reconciliation and annual true-ups, owner statements and distributions, property level P&Ls, and Forms 1099-MISC for rent and 1099-NEC for vendors.
- Nonprofits and AssociationsFund and grant tracking with restricted and unrestricted net assets kept straight, and functional expense allocated across program, management and general, and fundraising. Grant budget versus actual reporting on the funder's schedule, releases from restriction recorded when they happen, board packets, and a clean workpaper set for your Form 990 preparer and auditor.
- Staffing and LogisticsWeekly payroll at volume across multiple states, with withholding, SUTA rates and per diem handled, and worker classification documented for W-2 and 1099-NEC treatment. We reconcile carrier and driver settlements, accessorial and detention charges, factoring advances and reserves, and report gross margin by client, placement or lane.
- CPA Firms Needing Overflow CapacityWhite label production under your firm's templates, naming and review standards. Cleanup and catch-up engagements, monthly write-up and close, bank and credit card reconciliations, trial balance tie-out, workpaper prep, and 1099 season volume. You keep the client relationship and the signature. We take the hours.
What a Month Looks Like on Our Watch
Deadlines are agreed in writing before we start, then held. This is the standard rhythm, adjusted for your industry and entity count.
| Cadence | What we handle | What you receive |
|---|---|---|
| Daily | Bank and credit card feeds coded, POS and merchant deposits matched, vendor bills entered and routed for approval | A cash position you can check any morning |
| Weekly | Payment run in Bill.com or your platform, AR aging worked and collections chased, payroll prepared in Gusto, ADP or Paychex | Payables queue, collections status, funded payroll |
| Monthly | Full close. Reconciliations, accruals, prepaids, inventory or WIP, intercompany entries and location or program allocations | P&L, balance sheet, cash flow, AR and AP aging, and written variance notes |
| Quarterly | Forms 941 and state withholding filings coordinated, sales tax returns by jurisdiction, nexus and registration review | Filed returns plus a quarter over quarter review of margin and spend |
| Annually | Forms 940, W-2 and 1099-NEC production, fixed asset and depreciation schedules, year end adjusting entries | A tax ready year end package your CPA can work from |
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Included in Every Engagement, Whatever Your Industry
- A named lead accountant and a trained backupYou work with people who know your file. Coverage does not vanish when someone takes vacation.
- A written close calendarAgreed due dates for bank feeds, AP cutoff, payroll and delivery of the month-end package, set before the first close.
- Chart of accounts cleanup and mappingWe rebuild the COA so your P&L reports by location, job, program or channel instead of one undifferentiated pile.
- Accrual or cash basis under US GAAPWhichever your lender, board or tax preparer expects. We can maintain a cash basis view alongside accrual books when both are needed.
- Reconciliations tied to source documentsEvery bank, credit card, merchant, loan and payroll clearing account reconciled to the statement, never to a plug.
- Payroll and contractor filings coordinatedForms 941, 940, W-2 and 1099-NEC handled through Gusto, ADP, Paychex or your existing provider, with multi-state registrations tracked.
- A reporting package with commentaryP&L, balance sheet, cash flow and aging reports, plus a short written note on what moved this month and why.
- Documented procedures you ownYour close checklist and AP approval workflow are written down, so the knowledge stays with your business.
- Role based access and secure document handlingLeast privilege access to your accounting systems, with payment approval rights kept on your side of the table.
Questions Owners and Controllers Ask First
Our industry is not on your list. Can you still help?
Usually, yes. The list above covers the work we see most often, not the limit of it. If your business runs on invoices, payroll, inventory or contracts, the close mechanics are familiar. On a free consultation we walk your transaction flow and tell you plainly whether we are the right fit.
Do we have to change accounting software?
No. We work in QuickBooks Online and Desktop, Xero, NetSuite and Sage Intacct, alongside Bill.com, Gusto, ADP, Paychex, Expensify and Ramp. If your current setup is genuinely holding the close back, we will say so and give you the cost and the effort of a move before you decide anything.
Our books are behind. Can you clean up prior periods?
Yes. Catch-up work is scoped and priced separately from ongoing service. We reconcile every bank, credit card and loan account back to the period you need, fix misclassified activity, rebuild inventory or WIP where required, and hand your CPA books that support a late or amended return.
How do you handle multi-state payroll and sales tax?
We track where your employees work and where your sales create economic nexus, register in new states as thresholds are crossed, and keep the filing calendar current for withholding, unemployment and sales tax. You get a standing list of every jurisdiction you are registered in and what is due when.
Do you replace our CPA?
No. We keep the books and the filings that run monthly and quarterly. Your CPA plans the tax position, prepares the return and signs it. That split means the year end package arrives reconciled and documented, so your CPA starts from clean books instead of a box of receipts.
What does it cost?
Pricing is a flat monthly fee based on transaction volume, entity count, payroll headcount and the systems involved. No hourly surprises. Most clients run their back office for 40-60% less than a comparable in-house team once salary, benefits, payroll taxes, software and turnover are counted. Call (209) 456-5966 or email info@yfgconsultants.com for a no-cost quote.
Tell Us What Your Books Look Like Today
Book a free consultation and we will review your current close, your systems and your problem accounts, then send a no-cost quote with a fixed monthly price. Call (209) 456-5966 or email info@yfgconsultants.com.