Questions
Straightforward answers to questions about bookkeeping, QuickBooks, and accounting for contractors and small business owners.
How much does a bookkeeper cost for a small business?
Small business bookkeeping typically costs $200 to $600 per month for basic services. Actual pricing depends on transaction volume, how many accounts need reconciling, and whether your industry requires specialized accounting like job costing.
Read answerWhat's the difference between a bookkeeper and an accountant?
Bookkeepers record and organize your financial transactions on an ongoing basis. Accountants analyze that information, prepare tax returns, and provide strategic advice. Most small businesses need both, but you'll work with your bookkeeper more frequently.
Read answerWhen should I hire a bookkeeper for my small business?
Most small business owners wait too long. If you're months behind on reconciliation, stressed at tax time, or spending evenings on QuickBooks instead of running your business, you're already past the point where a bookkeeper makes sense.
Read answerWhat questions should I ask before hiring a bookkeeper?
Ask about their industry experience, monthly process, software proficiency, communication style, and pricing structure. The right questions reveal whether a bookkeeper will actually meet your needs or create more problems than they solve.
Read answerHow often should a small business do bookkeeping?
Monthly is the absolute minimum for accurate books. Weekly transaction review catches errors while they're fresh and prevents the dreaded backlog. Most small businesses benefit from consistent monthly closes with weekly check-ins during busy periods.
Read answerWhat does a bookkeeper do for a small business?
A bookkeeper records transactions, reconciles accounts, categorizes expenses, and produces financial statements that show how your business is actually doing. They keep your records accurate month to month so you have clarity on profits, cash flow, and what you owe.
Read answerShould I outsource bookkeeping or do it myself?
The answer depends on your transaction volume, how much your time is worth, and whether you'll actually keep up with it. DIY works for simple businesses that stay current. Most owners fall behind and end up paying more to fix the mess.
Read answerWhat are the signs I need to hire a bookkeeper?
The clearest sign is not knowing whether you're actually profitable. Other red flags include books that are months behind, stressful tax seasons, and making financial decisions based on your bank balance rather than real numbers.
Read answerHow do I find a reliable bookkeeper near me?
Start with referrals from other business owners, your accountant, or local business groups. Then evaluate candidates based on their process, industry experience, and communication style. Local knowledge and consistent delivery matter more than proximity alone.
Read answerWhat should I look for in a bookkeeping service?
Look for industry experience, clear communication, and a defined monthly process. Technology fit and pricing transparency matter too. The right bookkeeper understands how your business operates and delivers consistent, on-time financials.
Read answerHow can a bookkeeper help my business save money?
A bookkeeper saves you money by catching duplicate payments and billing errors, avoiding late fees and penalties, and giving you the financial clarity to make better pricing and spending decisions.
Read answerWhat records does a bookkeeper need from my business?
At minimum, your bookkeeper needs bank and credit card statements, sales invoices, and expense receipts. For contractors and service businesses, add job contracts, subcontractor invoices, and change orders. The more complete and organized your records, the more accurate your financials.
Read answerHow do I know if my bookkeeping is accurate?
Bank reconciliation is the foundation. Beyond that, your financial statements should match reality: actual cash, receivables you recognize, margins that make sense. If the numbers surprise you, something's off.
Read answerWhat's the best bookkeeping method for small businesses?
Most small businesses do best with accrual basis accounting, though cash basis works for simpler operations. The method matters less than consistency and proper setup in your accounting software.
Read answerHow long does it take to get bookkeeping caught up?
Most catch-up projects take between two and eight weeks, though complex situations with years of backlog can stretch longer. The timeline depends on how far behind you are, your transaction volume, and how organized your existing records are.
Read answerHow do I set up QuickBooks for my small business?
Start by choosing QuickBooks Online or Desktop, then connect your bank accounts and build a chart of accounts that matches how your business actually operates. Getting the structure right before you start categorizing transactions prevents expensive cleanup work later.
Read answerShould I use QuickBooks Online or QuickBooks Desktop?
For most small businesses, QuickBooks Online is the better choice. It's cloud-based, integrates with modern tools, and Intuit is clearly moving in that direction. Desktop still makes sense for complex inventory or advanced job costing, but the gap is closing.
Read answerCan a bookkeeper help me fix my messy QuickBooks file?
Yes, qualified bookkeepers can clean up messy QuickBooks files. They reconcile accounts, recategorize transactions, remove duplicates, and organize your chart of accounts so your financial reports are accurate and trustworthy.
Read answerHow do I find a QuickBooks ProAdvisor near me?
Start with Intuit's official ProAdvisor directory at proadvisor.intuit.com, where you can filter by location and specialty. Beyond the search, look for industry experience and local knowledge that matches your business needs.
Read answerWhat's the best QuickBooks version for contractors?
QuickBooks Online Plus is the right choice for most contractors. It includes the Projects feature for job costing, progress invoicing, time tracking, and enough user seats for an office manager and field access.
Read answerHow do I reconcile my bank accounts in QuickBooks?
Reconciliation means matching QuickBooks transactions to your bank statement line by line. You enter the statement ending date and balance, check off matching transactions, and resolve any differences until the balance reaches zero.
Read answerWhy won't my QuickBooks balance match my bank statement?
Mismatches usually stem from timing differences, duplicate entries, or edited transactions after reconciliation. Most can be fixed by checking pending transactions, looking for duplicates, and verifying your opening balance was set up correctly.
Read answerCan someone clean up my QuickBooks for me?
Yes. A bookkeeper who knows QuickBooks can reconcile your accounts, fix miscategorizations, and get your books current. Most cleanups take a few weeks depending on how many months are behind.
Read answerHow do I track job costs in QuickBooks Online?
QuickBooks Online has built-in project tracking that works for basic job costing. Enable it in settings, create a project for each job, then assign every expense, bill, and time entry to the right project. The key is consistent categorization and tagging at the time of entry.
Read answerWhat reports should I run in QuickBooks each month?
Run your Profit & Loss, Balance Sheet, and AR/AP aging reports every month at minimum. Comparing to prior periods and budget gives context that makes the numbers meaningful.
Read answerHow do I set up classes and locations in QuickBooks?
Enable classes and locations in QuickBooks under Settings, then create your categories based on how you want to segment reports. Classes work best for departments or service lines while locations track physical sites or branches.
Read answerWhy is my QuickBooks profit and loss report wrong?
A wrong profit and loss report usually means underlying data problems. Uncategorized transactions, unreconciled accounts, or cash vs accrual confusion are the most common causes.
Read answerHow do I track inventory in QuickBooks?
QuickBooks can track inventory, but it requires proper setup and consistent processes. Enable inventory tracking, create inventory items with accurate costs, and maintain regular counts to keep your books accurate.
Read answerCan QuickBooks handle multiple businesses?
Yes, but each business needs its own separate company file or subscription. QuickBooks Online requires a separate subscription per entity, while QuickBooks Desktop allows multiple company files under one license.
Read answerHow do I migrate from QuickBooks Desktop to Online?
The migration uses Intuit's built-in export tool, but preparation and verification make the difference between a smooth transition and months of cleanup. Clean up your Desktop file first, reconcile all accounts, and plan for features that don't transfer.
Read answerHow do I do job costing for my construction business?
Set up cost codes organized by phase, then track every labor hour, material purchase, and subcontractor invoice against specific jobs. Compare budget to actual weekly and include committed costs to see your true position on each project.
Read answerWhat's the best bookkeeping software for contractors?
QuickBooks Online or Desktop handles most contractor needs when configured properly for job costing. Construction-specific software like Buildertrend makes sense for larger operations with complex scheduling and customer communication needs.
Read answerHow do I track project costs and profitability?
Set up your accounting software to assign every expense to a specific project. Track labor, materials, and subcontractor costs separately, then compare actual costs to your estimate while the work is still in progress.
Read answerWhy is my contractor bookkeeping so complicated?
Contractor bookkeeping is inherently more complex because you track costs by job and phase, manage timing gaps between deposits and final payments, and handle subcontractor documentation across multiple projects simultaneously.
Read answerHow do I know if my construction jobs are profitable?
You need job-level cost tracking to know true profitability. Track labor hours, materials, and subcontractor costs by project and compare against your estimate. Without this data, you're guessing.
Read answerWhat reports do contractors need from their bookkeeper?
Contractors need job profitability reports, work in progress (WIP) reports, accounts receivable aging, and cash flow forecasts at minimum. These reports show which jobs make money, where you stand on billing, and whether you can cover upcoming expenses.
Read answerHow do I track labor costs by job in QuickBooks?
Enable time tracking in QuickBooks, set up each project as a customer or use the Projects feature, then enter employee hours against specific jobs. Run job profitability reports to see labor costs by project.
Read answerHow should contractors handle progress billing?
Progress billing means invoicing at intervals throughout a project rather than at completion. Break contracts into a schedule of values, bill by percentage completion or milestones, track retainage separately, and make sure your billing ties back to job costs.
Read answerWhat's the difference between job costing and general bookkeeping?
General bookkeeping tracks your overall business finances. Job costing assigns every dollar of cost to a specific project so you can see which jobs are profitable and which aren't.
Read answerHow do I track subcontractor expenses by project?
Link every sub invoice to a specific job or project in your accounting system. Require subs to include the job name or number on their invoices, enter costs with the project code attached, and reconcile against your estimates regularly.
Read answerWhy do my job cost reports never match reality?
Job cost reports typically miss reality because expenses aren't coded to jobs consistently, labor isn't tracked by project, and indirect costs never make it into the numbers. The gap usually comes from tracking habits, not the software.
Read answerHow do I allocate overhead costs to construction jobs?
Pick an allocation base like labor hours, labor dollars, or total direct costs. Calculate your overhead rate by dividing annual overhead by your allocation base. Apply that rate consistently to each job to understand true profitability.
Read answerWhat's WIP reporting and do I need it?
WIP (Work in Progress) reporting shows whether your open jobs are making or losing money before they're finished. If you run multi-month projects with progress billing, you probably need it.
Read answerHow do I track change orders in my bookkeeping?
Set up each change order as a separate sub-project or line item within the main job. Code all labor, materials, and subcontractor costs to that specific change order so you can see profitability on the base contract versus extras.
Read answerShould contractors use cash or accrual accounting?
Most small contractors can use cash accounting, which is simpler and offers some tax timing flexibility. Accrual gives a more accurate picture of job profitability but requires more bookkeeping.
Read answerHow do I manage retainage in my construction accounting?
Retainage requires a dedicated receivable account separate from regular accounts receivable. Track withheld amounts by job, record them on each progress billing, and monitor release dates so nothing gets lost when projects close out.
Read answerWhat bookkeeping mistakes do contractors commonly make?
The biggest mistakes are not tracking costs by job, confusing deposits with revenue, and skipping monthly reconciliation. These errors hide which projects actually make money and create tax season chaos.
Read answerHow do I track equipment costs by job?
Track rented equipment by assigning invoices directly to jobs. For owned equipment, calculate an internal hourly rate based on depreciation and operating costs, then log usage and charge jobs accordingly.
Read answerDo I need a bookkeeper who specializes in construction?
Probably yes, if you're running jobs with any complexity. General bookkeepers can reconcile accounts, but construction accounting requires job costing, progress billing, and retainage tracking that most generalists haven't developed.
Read answerHow do I estimate job profitability before bidding?
Calculate all direct costs including labor burden, allocate a percentage for overhead, then add your profit margin. The accuracy of your estimate depends heavily on having historical data from past jobs to validate your numbers.
Read answerWhy does my business have cash flow problems?
Cash flow problems usually come from timing mismatches, not lack of profitability. Money is going out before it comes in. The most common causes are slow-paying customers, paying vendors too quickly, or seasonal revenue swings without reserves to cover the gaps.
Read answerHow can I improve my small business cash flow?
Cash flow problems usually stem from slow collections, timing mismatches between inflows and outflows, or money tied up in work that hasn't been billed. The fix depends on which one applies to your situation.
Read answerWhat's a 13-week cash flow forecast?
A 13-week cash flow forecast is a week-by-week projection of money coming in and going out over the next three months. It shows your cash position each week so you can spot shortfalls before they happen and plan accordingly.
Read answerHow do I predict when I'll run out of cash?
Build a rolling 13-week cash flow forecast. Start with your current bank balance, add expected inflows week by week, subtract expected outflows, and watch where the running total goes negative. Update it weekly to stay ahead of problems.
Read answerWhy am I profitable but still struggling with cash?
Profit measures performance while cash measures actual money movement. The timing gap between when you earn revenue and when you collect it, plus cash drains that don't show on your P&L, creates the disconnect.
Read answerHow much cash reserve should my business have?
The standard answer is 3-6 months of operating expenses. Where you land in that range depends on your revenue stability, fixed costs, and exposure to seasonal slowdowns or client concentration.
Read answerWhat causes seasonal cash flow problems?
The fundamental cause is the mismatch between when revenue arrives and when expenses are due. Revenue fluctuates with busy and slow seasons, but rent, payroll, insurance, and loan payments stay constant regardless of how much work you're doing.
Read answerHow do I manage cash flow as a contractor?
Construction cash flow is uniquely challenging because you pay for materials and labor before clients pay you. Managing it requires deposits upfront, progress billing, weekly AR tracking, and cash reserves for slow periods.
Read answerCan a bookkeeper help with cash flow planning?
Yes, and it often makes more sense than handling it separately. Your bookkeeper already knows your numbers, understands your billing cycles, and sees the patterns in your income and expenses each month.
Read answerHow do I create a cash flow forecast?
Start with your current bank balance, then project expected inflows and outflows week by week. A 13-week rolling forecast is the standard for most small businesses, updated weekly to stay accurate and useful.
Read answerWhat's the difference between profit and cash flow?
Profit is revenue minus expenses according to accounting rules. Cash flow is money actually moving through your bank account. They diverge because of timing differences in collecting revenue, paying bills, and debt or equipment purchases that affect cash but not profit.
Read answerHow do slow-paying customers hurt my cash flow?
Late-paying customers force you to finance their work with your own money, creating a gap between when you pay expenses and when you collect. This leads to vendor relationship strain, credit card interest charges, lost discounts, and decisions made under pressure instead of strategy.
Read answerShould I offer payment terms to customers?
It depends on your business type. Retail and consumer services typically collect at time of sale, but B2B services and contractors often need to offer terms to compete. The key is structuring them to protect your cash flow.
Read answerHow do I manage cash flow during slow seasons?
Build reserves during busy months and maintain a rolling cash forecast so you see the slow season coming. Tighten collections before revenue drops and know exactly which expenses you can defer.
Read answerWhat financial reports help track cash flow?
The most useful reports are accounts receivable aging, accounts payable aging, bank reconciliation, and a rolling cash forecast. The profit and loss statement shows profitability but not cash position, so you need reports that track actual money movement.
Read answerShould I outsource payroll or do it myself?
It depends on how many employees you have, how complex your pay structure is, and how much your time is worth. Most small business owners underestimate the compliance burden of DIY payroll until they get hit with a penalty.
Read answerHow much does payroll service cost for small businesses?
Payroll services typically cost between $40 and $200+ per month for small businesses. The actual number depends on employee count, pay frequency, and whether you choose DIY software or full-service processing.
Read answerWhat payroll taxes do Massachusetts employers pay?
Massachusetts employers pay federal Social Security and Medicare taxes, federal and state unemployment insurance, and contributions to the state's paid family and medical leave program. Combined, expect roughly 10% to 12% on top of gross wages.
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