Find practical answers about services, cleanup, monthly bookkeeping, and what it’s like to work together—so you can understand your options before deciding what comes next.
Start with the questions that sound most like yours. We can sort out the right kind of support from there.
I work with service-based small businesses—businesses that earn most of their revenue by providing expertise, time, or hands-on services. That can include consultants, creatives, contractors, home-service professionals, coaches, and other owner-operated businesses.
During the exploratory call, we’ll talk about how your business operates and whether my services fit what your books need.
Yes. Gilmore Bookkeeping is based in Audubon, Iowa, but my services are fully virtual, and I work with businesses across the United States.
Our meetings, document exchange, and bookkeeping work can all be handled remotely, so your location doesn’t affect how we work together.
I work exclusively in QuickBooks Online, but your account does not need to be fully set up before you contact me.
If you’re new to QBO, I can help establish the file your business needs. If you already use it, I’ll review the existing setup before work begins and let you know whether anything needs to be adjusted.
There isn’t one revenue level or number of transactions that makes a business “big enough.”
Monthly bookkeeping may make sense when your financial activity needs consistent attention, reliable numbers matter to your decisions, or keeping the books current is taking time away from running the business. We can look at your activity and needs during the exploratory call to determine whether monthly service is a good fit.
I don’t process payroll or manage payroll tax filings. You can continue using your chosen payroll provider, and I’ll record or review the payroll activity that belongs in your books as part of your bookkeeping service.
For payroll setup, filings, or payroll-specific advice, you’ll work directly with your payroll provider or tax professional.
A bookkeeper maintains your financial records, reconciles your accounts, and prepares reports throughout the year. A CPA or tax preparer generally focuses on tax returns, tax advice, and other matters requiring tax expertise. Some CPAs also provide bookkeeping, but the roles are different.
Many businesses use both. I keep your books current and prepare the reports your tax professional needs, giving them organized financial information to work from at tax time.
We’ll begin with your QuickBooks file and records as they currently stand. I’ll review the accounts, identify what needs attention, and determine how much work the project requires.
Before the cleanup begins, I’ll explain the scope, price, expected timeline, and anything I’ll need from you.
No. Your books don’t need to be organized before you contact me.
Once I understand what the project involves, I’ll give you a clear list of any access, statements, or other information I need and explain why I’m requesting it. You may need to answer questions about particular transactions or how your business operates, but I’ll take care of the bookkeeping work involved in the cleanup.
As a general planning estimate, cleaning up a 12-month period often takes about four to six weeks.
Your project may take more or less time depending on the number of accounts involved, the condition of the books, and how quickly any requested information is available. After reviewing your QuickBooks file, I’ll include a project-specific time range with your quote.
If you’re working toward a particular deadline, let me know during your exploratory call so I can tell you whether it can reasonably be accommodated.
Yes. I’ll keep you updated as the work progresses and contact you when I need a document, an answer, or more context about a transaction. If something affects the original scope or timeline, we’ll discuss it before moving forward.
When the cleanup is complete, I’ll explain the significant changes, what was resolved, and anything that may still need attention from you or your tax professional.
Cleanup brings your records up to date, corrects the issues included in the project, and produces updated reports you can provide to your tax professional.
However, your tax professional may still request supporting documents, ask questions, or recommend tax-specific adjustments while preparing your return.
Yes. Cleanup is a standalone service, and it does not require you to sign up for monthly bookkeeping afterward.
Once the project is finished, you can continue maintaining the books yourself, choose ongoing bookkeeping support, or decide later if your needs change.
I’ll need statements for each bank, credit card, and payment account, along with any supporting documents or business context that isn’t available through QuickBooks Online. I may also send questions about transactions that need clarification.
I’ll tell you exactly what to provide and where to send it. Please have the requested information to me by the 5th so I can complete the month on schedule.
When I receive everything I need by the 5th, I’ll deliver your monthly reports by the 10th or the next business day.
If an essential document or answer is still outstanding, the report date may move. I’ll let you know what is missing and how it affects the schedule.
Yes. Your monthly reports will include a short written summary highlighting anything noteworthy, and I’m available to talk through the numbers with you by phone or video.
You can also bring me questions as they come up rather than waiting for a formal report review.
Yes. QuickBooks Online remains your business’s file, and you can continue using the parts of it that are part of your regular workflow.
We’ll agree on who is responsible for what so work isn’t duplicated or changed accidentally. If you want to begin using a new feature or adjust the setup, we can discuss it before changes are made.
Yes. Keep receipts, invoices, and other documents that support your business transactions. Digital copies are fine for bookkeeping purposes, so you don’t need to keep the paper version when the digital copy is clear and complete.
We’ll establish where those documents should be uploaded or stored. Your tax professional can advise you about how long particular records should be retained.
Your bookkeeping service can change as your business changes. Let me know when you add an account, credit card, loan, payment processor, new type of activity, or significantly more transactions.
I’ll review how the change affects the bookkeeping and talk through any updates needed to your service, schedule, or responsibilities before they take effect.
Monthly bookkeeping rates are based on factors such as transaction volume, number of accounts, complexity, and any additional services included in your plan. Your proposal will show the exact scope and monthly price before you begin.
Pricing is reviewed annually. If there isn’t enough history to estimate your ongoing activity accurately, your proposal may also include a review after the first 90 days. Any recommended price change will be discussed with you before it takes effect.
Let me know as soon as you know that you need to pause or end service. We’ll follow the notice terms in your agreement, determine the final month of work, and confirm what reports and records will be completed.
Transactions won’t be maintained during a pause, so catch-up work may be needed before monthly service resumes.
We’ll talk about your business, where your books currently stand, and what you’re considering handing off. You can ask questions, explain what has or hasn’t been working, and learn which service options may fit your situation.
If working together appears to make sense, I’ll explain what would happen next. You’ll have the information you need to consider your options after the call.
Start dates depend on my current availability and the amount of work your books require. During the exploratory process, I’ll determine whether any setup or cleanup needs to happen before monthly bookkeeping can begin.
Your proposal will include the expected start date or project timeline. Work can begin once the agreement is signed and I have the access and information needed to get started.
The exact list depends on the service, but it generally includes accountant access to QuickBooks Online, statements for your financial accounts, basic information about how money moves through your business, and any documents needed for the work.
I’ll provide a tailored checklist and walk you through the onboarding steps, so you’ll know what to send, where to send it, and when it is needed.
No. I won’t ask for your personal usernames or passwords.
When account access is needed, you can connect the account within QuickBooks Online or grant authorized business-user access when the financial institution offers it. If an account cannot be connected or accessed that way, you can provide the statements needed for the bookkeeping.
I use authorized or accountant access whenever it is available rather than asking clients to share private login credentials. I also limit the information and account access I request to what is needed for the bookkeeping work.
Client information is handled through password-protected business systems, and I won’t ask you to send passwords through email, text, or other ordinary messages.
Yes. With your permission, I can provide reports and answer questions about the bookkeeping records your tax professional receives.
I’ll handle questions related to the books, while your tax professional remains responsible for preparing your return, providing tax advice, and making tax-related recommendations.
What to Do First, Next, and Last When Your Books Are Behind.
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