- QuickBooks Cleanup
Your numbers should tell a story that makes sense.
When QuickBooks doesn’t match your bank activity, customer balances don’t reflect reality, or your financial reports simply don’t make sense, the problem may be hiding in the transactions underneath them.
What Is QuickBooks Cleanup?
QuickBooks cleanup is the process of identifying and correcting bookkeeping problems that have accumulated inside your QuickBooks Online file.
These problems may include unreconciled bank or credit card accounts, duplicate transactions, missing activity, incorrect classifications, unusual account balances, unresolved Accounts Receivable or Accounts Payable, and transactions that were previously reconciled but later changed or deleted.
A cleanup should not simply make the numbers look correct.
The objective is to identify what caused the problem, correct the underlying transactions when possible, and leave your books in a condition that more accurately reflects the financial activity of your company.
When Does a QuickBooks File Need Cleanup?
Your books may need cleanup if:
- Your QuickBooks balance doesn’t match your bank statements
- Bank or credit card accounts haven’t been reconciled for months or years
- Your Profit & Loss shows income that doesn’t make sense
- Accounts Receivable shows customers who no longer owe you money
- Accounts Payable shows bills you already paid
- Duplicate transactions have accumulated
- Unapplied Cash Payment Income appears on your Profit & Loss
- Uncategorized transactions have accumulated
- Previously reconciled transactions were changed or deleted
- Your Chart of Accounts has become disorganized
What We Need From You
To properly review and clean up your QuickBooks file, we need access to the records that help us verify what actually happened.
- QuickBooks Online Access
Invite BK PROS to your QuickBooks Online account as an accountant user so we can review the transactions, accounts, reconciliations, and financial reports directly.
- Bank Statements
Provide the bank statements for the periods included in the cleanup. These allow us to compare the activity recorded by your financial institution with the transactions recorded in QuickBooks.
- Credit Card Statements
If business credit cards are included in QuickBooks, we may also need the corresponding statements for the periods being reviewed.
- Merchant / Payment Processor Statements
If you receive payments through merchant services or payment processors, we may request those statements when they are necessary to verify deposits and customer payment activity.
- Supporting Documents When Available
Invoices, loan agreements, purchase documents, payroll reports, or other supporting records may be requested when additional information is needed to properly classify or investigate a transaction.
Don’t have every document? That’s okay. We can work with the information available, identify what can be verified, and provide you with a list of transactions or balances that require additional information.
How We Handle Transactions We Can't Identify
During a cleanup, many transactions can be reasonably identified from the vendor, transaction description, historical activity, supporting documents, and the way the business normally operates.
When the available information reasonably supports a classification, we can categorize the transaction and continue the cleanup rather than stopping the process for every individual item.
However, some transactions require additional information.
When we cannot reasonably determine what a transaction represents, we don’t guess just to complete the books.
At the end of the cleanup, we can provide a list of transactions or balances that require clarification or additional documentation from you.
This allows us to complete as much of the cleanup as possible while clearly identifying the items that still require your input.
Request a QuickBooks Cleanup Review
Not sure what’s wrong with your QuickBooks file?
Schedule a free 20-minute QuickBooks file consultation. We’ll discuss the issues you’re seeing, take a preliminary look at your books, and determine whether your QuickBooks file may need cleanup.