Hiring guides

Catch-Up Bookkeeping: A Checklist Before You Hire Help

Start with the last month you trust. If you don't know when the accounts were last reconciled, put that on the list for the bookkeeper to check.

For catch-up bookkeeping, gather statements and supporting records, identify missing months, and ask for a written scope covering the period and accounts involved. Agree on how you'll review the finished work and move into a regular monthly routine.

Define the backlog without trying to fix it first

Write down the accounting software you're using, the business entities involved, and the months you think need attention. Note any deadline separately, including who needs the finished reports.

Then describe what you already know is wrong. Maybe bank-feed transactions were imported twice. Maybe a credit card was never connected. A short issue list helps the bookkeeper inspect the file without guessing what you've already tried.

Preserve a copy or export of the existing records before substantive cleanup where your system allows it. Ask the person doing the work how changes will be tracked. Deleting unfamiliar entries before they're understood can make the review harder.

Gather records by account and month

Create a simple list of what you have and what's missing. Include closed accounts that were active during the cleanup period.

• Business bank and credit-card statements for each relevant month.
• Sales invoices, customer-payment records, and payment-processor statements.
• Vendor bills and receipts that explain purchases.
• Loan statements and documents for major asset purchases.
• Payroll reports, if applicable, through the agreed secure channel.
• Prior financial reports and any accountant's adjustments relevant to the period.

The IRS's recordkeeping guidance explains the role of source documents such as invoices and receipts, including records for business assets. Ask your tax professional which records and retention rules apply to your situation.

Use the firm's secure intake process. Avoid putting account credentials or sensitive payroll documents in an ordinary inquiry email.

Make a separate list of questions only you can answer

A statement can show that money moved without explaining why. Flag owner contributions, transfers between accounts, reimbursements, and any personal purchases that passed through a business account.

Don't invent a category to make the question disappear. Give the bookkeeper what you know and keep an open-items list for the rest. Agree on who'll contact you and how often so questions arrive in manageable batches.

Ask for a cleanup proposal with boundaries

The proposal should name the date range, entities, and accounts covered. Ask whether the bookkeeper will review opening balances, how missing records will be handled, and what might require your tax professional's input.

Get a price or an initial assessment fee, plus the process for approving additional work. A fixed number of months doesn't guarantee a fixed amount of effort if the underlying records haven't been reviewed.

If you have a filing deadline, tell both the bookkeeper and your tax professional now. Have the tax professional advise on the filing plan. A promised cleanup date by itself doesn't resolve filing obligations.

Decide what finished looks like

Before work starts, ask for a completion checklist you can both use. Depending on the engagement, it could include:

1. The specified accounts reconciled through the agreed date.
2. Updated reports for the period.
3. A record of material corrections and any remaining questions.
4. Supporting schedules or exports your tax professional requested.
5. A walkthrough of the handoff and the next month's responsibilities.

Ask the bookkeeper to explain unresolved balances and unusual items. If something couldn't be verified, it should remain visible. A report that looks tidy can still depend on an unanswered question.

Set up the next month before the cleanup ends

Choose a date for sending records, a place for receipts, and a person responsible for answering questions. Confirm the recurring fee and which tasks stay with you.

For Sacramento-area businesses comparing help, start with the directory and ask each firm whether it currently accepts cleanup projects. Use the pricing questions to compare the cleanup quote separately from the monthly service that follows.

Questions business owners ask

What is catch-up bookkeeping?

Catch-up bookkeeping brings a past period's records up to date. The scope may include entering missing activity, correcting errors, and reconciling accounts. Ask the provider to specify the months, accounts, and deliverables included.

What should I gather before hiring a cleanup bookkeeper?

Start with bank and credit-card statements, sales and payment records, bills and receipts, and existing accounting reports. Add loan and payroll records when relevant, and ask the firm for its secure intake checklist.

How long does bookkeeping cleanup take?

Ask for an estimate after the firm reviews the backlog. The time depends on the period involved, account complexity, missing records, and how quickly questions are answered. Confirm any deadline directly.

Should cleanup and monthly bookkeeping have separate prices?

Ask for them to be shown separately so you can understand the one-time work and the recurring commitment. Confirm when the ongoing service begins and what happens if cleanup takes longer than expected.