QuickBooks Cleanup
QuickBooks Online cleanup for books that no longer add up.
Uncategorized transactions, duplicates, broken reconciliations, Opening Balance Equity that never went away, negative payroll liabilities, loans that do not match the statement. We review the file, fix what is wrong, and document what changed.
Common symptoms
Signs the file needs a cleanup, not just more bookkeeping.
The bank matches, but the Balance Sheet does not
Reconciliation does not automatically mean the accounting is correct. Balances can reconcile while liabilities, equity, and clearing accounts are wrong.
Opening Balance Equity is still there
A balance in Opening Balance Equity usually means opening balances or historical entries were never properly resolved.
Negative or growing liabilities
Payroll liabilities, sales tax payable, or loan balances that drift away from the real amounts owed.
CPA says “clean the books first”
The tax preparer cannot rely on the file, and the return is stuck until the accounting is fixed.
How the cleanup works
Review first. Quote second. Then fix.
STEP 1
Books X-Ray
Read-only access to the file. We review reconciliations, the Balance Sheet, A/R and A/P, payroll liabilities, loans, equity, opening balances, and uncategorized activity.
STEP 2
Scope and fixed quote
You receive what we found, what should be corrected, the recommended scope, the expected timeline, and a fixed project quote where the scope can be defined.
STEP 3
Cleanup and documentation
We correct the file, reconcile every account, and document material changes so your CPA or the next accountant is not starting blind.
Repair or rebuild?
Sometimes the old file cannot be trusted.
Part of the review is deciding whether the existing QuickBooks file can be repaired or whether it is faster and safer to rebuild the books from source records. We tell you which one we recommend and why.
- Bank and credit-card reconciliations rebuilt
- Duplicate and uncategorized transactions resolved
- Opening balances and equity corrected
- Payroll liabilities tied to filings
- Loan balances tied to lender statements
- Tax-ready financials delivered to your CPA
Common problems
Common QuickBooks Online problems we fix
Most cleanups start with one of these. Each guide explains the cause and how to check your own file.
Duplicate and missing bank feed transactions
Added instead of matched, overlapping uploads, and gaps after a bank disconnect.
Undeposited Funds that keeps growing
Payments recorded twice, once through invoices and once through the bank feed.
Unapplied Cash Payment Income
Customer payments on cash basis reports that were never linked to an invoice.
Reconciled books that are still wrong
Why matching the bank does not prove the accounting is correct.
P&L shows a profit but the cash is gone
Overstated income, missing expenses, or profit tied up in the Balance Sheet.
Tax deadline close, books not ready
What to fix first and what to send your tax preparer.
Bigger cleanups and real examples
Pricing
Fixed project quote where the scope can be determined.
Books are reviewed first so you are not guessing how many hours the cleanup may take. You approve the scope and pricing before work begins. See how pricing works.
Deadline questions
When the tax deadline is close.
What owners ask when the return is due soon and the books are not ready. For a step-by-step list, read what to do when the tax deadline is close and the books are not ready.
My tax deadline is close. Can the cleanup be done in time?
It depends on how much needs correcting and how quickly records arrive. When a deadline is set, the work is sequenced around the return: accounts that change the tax are corrected first, and your preparer receives a clear list of what is final and what is still open. The Books X-Ray shows what is realistic before you commit.
Should I file an extension while the books are fixed?
If the original deadline has not passed, an extension is usually worth filing, because it gives more time to file without a late-filing penalty. It does not extend the time to pay, so an estimated payment may still be needed. Your tax preparer can advise on the amount.
What if the cleanup will not finish before the extended deadline?
The usual options are filing on time with the best available numbers and amending later, or filing late once the books are right. Filing on time stops the failure-to-file penalty. The right choice depends on how large the open items are and is best made with your tax preparer.
Can you work with my current tax preparer?
Yes. The cleanup can be handed to your existing preparer with the reconciliations, a summary of the corrections made, and a list of anything still open. Tax preparation can also be handled here if you prefer one team for both.
Not sure what is wrong with your books?
Do not diagnose them yourself. Request the free Books X-Ray and get a written summary of what we found.