1. CORE BOOKKEEPING DELIVERABLES
Expanded Account Support: We secure and organize up to 8 business bank, credit card or loan accounts. Every single transaction is cleanly sorted, so you never have to dig through receipts or stress when tax season rolls around.
Higher Transaction Volume: Full Categorizations and ledger upkeep for up to 300 monthly transactions.
Bank & Credit Card Reconciliation: We physically verify your bookkeeping ledger against your official bank and credit card statements (up to 8 accounts included) every single month. This protects your cash flow by catching duplicate charges, hidden bank fees or missing expenses instantly.
Expanded Accounts Payable (A/P) Tracking: Entry of up to 25 vendor bills/month (provided by client) into QuickBooks, tracking balance due dates and delivering monthly A/P Aging Summary reports so you know exactly what upcoming liabilities are due.
Expanded Accounts Receivable (A/R) Tracking: Entry and recording of up to 25 customer invoices/month, matching incoming customer payments to open receivables and delivering monthly A/R Aging Summary reports so you know who owes you money.
Monthly Financial Clarity: Delivery of your full monthly reporting package by the 15th of every month: Profit & Loss Statement, Balance Sheet, Statement of Cash Flows, A/P & A/R Aging Summaries.
Monthly Financial Health Strategy Session: Includes one 30-minute live remote (typically Zoom or Google Meet) consultation each month to review your financial performance, analyze key profit trends, evaluate cash runway together and address operational questions.
Digital Receipt Matching: Simply snap a picture of your receipts on your phone. We match them directly to your transactions inside your portal, creating an organized, audit-ready paper trail.
Dedicated Professional Support:Enjoy direct, secure email access to an Advanced QuickBooks Certified ProAdvisor with over 20 years of real-world business experience.
2. CORE BOOKKEEPING INVESTMENT
Choose the service package and agreement type that best aligns with your business:
What QuickBooks Online (QBO) Version do you need?
QBO Plus: Best for growing businesses needing deeper project & departmental tracking. Includes up to 5 users, all Essential features, plus Class & Location tracking (tracking profitability by job, department or store location), inventory tracking and project profitability reporting.
QBO Advanced:Best for established or rapidly scaling companies needing advanced controls and custom automation. Includes up to 25 users, custom user permissions, batch invoice and expense creation, custom reporting dashboards and workflow automation.
Scope Boundary: Businesses with more than 8 bank/credit card accounts, transaction volumes exceeding 300/month, full-service bill pay administration, custom invoicing and collection workflows or complex inventory assemblies’ step into our specialized Add-On Services Guide.
3. CLIENT RESPONSIBILITIES & TIER OPERATIONAL LIMITS
Client Responsibilities
Timely Document Submission: Provide monthly bank and credit card statements, receipt uploads and transaction clarifications by the 5th of each month to guarantee delivery of monthly financials by the 15th.
Bill Payment Execution: Under Tier 3 “Expanded A/P,” Focus Bookkeeping logs vendor bills (provided by client) and tracks due dates in QBO; the client retains sole authority and responsibility for executing actual bank wire, ACH or check payments to vendors.
Invoicing & Receivable Details: Under Tier 3 “Expanded A/R,” the client provides finalized invoice details or customer payment notification for recording in QBO.
Account Access & Credentials: Maintain active read-only bank feed connections or provide necessary statement downloads in a timely manner.
Data Accuracy: Ensure all provided business documents, receipt notes and transaction descriptions ae accurate and reflect valid business expenses.
Reimbursements: Client is responsible for any actual out-of-picket postage, mailing, or specialized filing costs incurred on their behalf, billed at actual cost.
Tier 3 Operational Exclusions (Unlockable via Upgrades & Add-Ons)
Full Daily Bill Payment Administration: Logging into client bank accounts or third-party bill-pay software to schedule vendor payments or disburse funds.
Full-Service Invoicing & Written Receivable Follow-Ups: Creating original custom invoices, issuing automated email billing statements, or sending written collection follow-up/letters (available in separate Add-Ons Guide; phone call collections are strictly out of scope).
Inventory Valuation & COGS Tracking: Advanced inventory tracking, stock adjustments or unit-level assembly accounting.
Payroll Processing & Administration: Full team payroll management, tax liability tracking or payroll clearing reconciliations (available in our separate Optional Add-Ons Guide).
4. GENERAL FIRM POLICY EXCLUSIONS (OUT OF SCOPE FOR ALL TIERS)
Tax Filings & Legal Advice: We do not file federal, state or local business income tax returns, nor do we offer formal legal or CPA-level tax advice. Financial reports produced are for internal management and delivery to your licensed tax preparer.
Audit Representation: Formal representation before the IRS, state agencies or tax authorities during an audit.
Direct Money Movement & Signatory Authority: We do not hold signatory authority on bank accounts, sign physical checks or authorize wire/ACH transfers directly out of client funds.
Fraud & Forensic Accounting: Standard reconciliations are not intended as forensic audits or formal fraud investigations.
Prior Period Accuracy: Focus Bookkeeping LLC is not liable for errors, miscategorization or tax discrepancies originating in financial records created prior to our engagement date.
Third-Party Software & Feed Failures: Focus Bookkeeping LLC is not liable for service delays or reporting interruptions caused by bank feed disconnections, third-party outages or intuit system disruptions.
Client Delays & Delivery Deadlines: Guarantees on delivery dates (e.g., reports by the 15th) rely on receiving completed documents by agreed-upon monthly submission dates. Late document delivery will adjust delivery schedules accordingly.
Independent Contractor Relationship: Focus Bookkeeping LLC acts solely as an independent contractor. Engagements do not form any employer-employee, agency or joint venture relationship.
Data Ownership & software Licenses: Clients retain full ownership of their financial records. For bundled software subscriptions managed by Focus Bookkeeping LLC, software access remains contingent upon active, up-to-date monthly accounts.
5. ONE-TIME ONBOARDING & IMPLEMENTATION FEES
Client Onboarding Fee: $500 (One-Time Flat Fee)
New Software Setup: Custom Chart of Accounts build, bank feed setup, receipt portal configuration, A/P and A/R Workflow integration.
Existing QuickBooks Files: Diagnostic audit, Chart of Accounts tax optimization, historical balance integrity check and secure bank feed integration.
Historical Catch-up/Clean-Up Fee (If Applicable): $500 per month needed
Applies only if past un-reconciled months need to be categorized to bring your books current before ongoing service begins.
6. BILLING TERMS & POLICIES
Auto-Draft Payments: All monthly retainers are auto-drafted on the 1st of each month via secure ACH Bank Transfer.
First Invoice Formula: Client Onboarding Fee ($500) + First Month Retainer + [Catch-Up months x $500].
Grace Period: A 5-day grace period is extended each month (until the 5th) before services are paused.
Month-to-Month Cancellation: We never want to leave your books half-finished! If you need to cancel, we require a minimum 30-day written notice. Because bookkeeping work is performed on full calendar months, retainers are billed for complete billing cycles and are not prorated or refunded for partial months. Notice provided mid-month satisfied the 30-day requirement by making the following calendar month your final paid month, ensuring all accounts are fully reconciled and handoffs are complete.
Example: if you give notice on July 15th, your notice period runs through August 14th (30 days). Because we do not offer partial month prorations, August will be billed at your normal full monthly rate on August 1st as your final active month. We will reconcile all August transactions, execute a clean transfer on August 31st and deliver your final August financial statements by September 15th.
Annual Agreement Exit Ramp: Annual agreements offer discounted rates in exchange for a 12-month commitment. Early exits require a minimum 30-day written notice prior to your final billing cycle plus a one-month buyout fee. Retainers are billed for full calendar months and are not prorated for partial months.
Example: if you give notice on July 15th, your final active service month is August (billed at your normal full retainer on August 1st), plus a one-month buyout fee drafted August 1st to fulfill contract exit terms. We will reconcile all August transactions, execute a clean transfer on August 31st and deliver your final August financial statements by September 15th.