What we do each month, and when it’s done.
Five jobs, in the same order every month, inside your own QuickBooks Online or Xero. Here is the work, the calendar it runs on, and what we need from you.
Five jobs, in the same order, every month.
The same work on every plan. Plans differ in volume, timing and reports.
Categorize
Every transaction coded to the right account, using rules we agree with you and apply the same way each month.
Reconcile
We check each included bank, card and loan account against its statement, to the cent. That’s reconciliation.
Check
The month goes through our written close checklist: nothing left uncategorized, balances that make sense, questions listed.
Close
We lock the month in your accounting system, so figures you’ve already seen don’t quietly change.
Report
Your statements arrive with short notes: what changed, what needs attention and anything we need from you.
Year-end package
A tidy year-end package for your CPA or tax preparer, so tax season starts with clean books.
The close calendar, by plan.
Counted in business days after month-end.
| Plan | Your records due by | Books updated | Books closed by |
|---|---|---|---|
| Essentials | Business day 3 | Monthly | Business day 10 |
| Growth | Business day 3 | Twice a month | Business day 7 |
| Established | Business day 2 | Weekly | Business day 5 |
Close days assume we have your statements and answers by business day 3 (business day 2 on Established). If something is late, the month waits as “Needs your input” and we tell you the new date.
What a month-end looks like.
Numbers alone don’t say much. Each close arrives with short notes in three parts: what changed, what needs attention, and anything we need from you.
- Essentials
- Profit and loss
- Balance sheet
- Growth
- Profit and loss
- Balance sheet
- Cash flow statement
- Who owes you and whom you owe, by age (receivables and payables aging)
- Established
- Profit and loss
- Balance sheet
- Cash flow statement
- Who owes you and whom you owe, by age (receivables and payables aging)
- Budget vs. actual: your plan compared with what happened
- 13-week cash forecast: money expected in and out, week by week, updated monthly
Month-end notes · March
March closed · Business day 10| Revenue | 61,480.00 |
|---|---|
| Expenses | (49,372.18) |
| Net income | 12,107.82 |
- What changed
Revenue rose 6% from February, mostly from two new wholesale accounts.
- Needs attention
Software costs went up $410 after the annual CRM renewal. Expected, but worth knowing.
- We need from you
One answer: what was the $2,400 transfer on March 18 to an account we don’t recognize?
A few minutes a month from you.
- Accountant-user access to your QuickBooks Online or Xero company
- Bank and card feeds connected inside your accounting system, or monthly statements
- Receipts and bills for unusual or large transactions
- Statements and answers to our month-end questions by business day 3 (business day 2 on Established)
How access works.
- No bank passwords
- We never ask for your bank login. Feeds connect inside your own accounting system.
- We don’t move money
- We record and reconcile. Payments stay with you, and you approve every one.
- Your system, your data
- Your books live in your QuickBooks Online or Xero subscription. If you leave, everything stays with you.
Coming later: a secure client portal
We’re building a private portal for document requests, month-end questions and reports. Until it launches, we agree with you during onboarding how documents and questions are shared.
From first call to first close.
30 minutes
A 30-minute call
We ask how your business runs: your accounts, your monthly volume, your accounting system and whether the books are current. You leave with a recommended plan and its price.
Usually two weeks
Onboarding
You sign a short service agreement and add us as your accountant user in QuickBooks Online or Xero. Your bank feeds stay connected inside your accounting system, and we agree on categories and what you’ll send us each month. If your books are behind, we quote the catch-up first.
Free
Your first close
We categorize, reconcile and check your first full month, close it and send your statements with short notes. Billing starts with month two.
Who we work best with.
A good fit
- U.S. small businesses that want accurate books every month
- Owners currently doing the books themselves at night or on weekends
- Teams using QuickBooks Online or Xero — or willing to
- Businesses that already work with a CPA for taxes, or plan to
Probably not a fit
- You need someone to file taxes or run payroll — we work alongside those providers
- You need daily, in-house bookkeeping on site
- You want books closed in days after month-end without sending records on time
Behind on your books?
Behind on your books? We look at what’s missing and quote catch-up work as a fixed price before any work starts. Tell us how far behind you are.
Questions about the work.
What does Backplate actually do each month?
We categorize every transaction, reconcile every included account to its statement, check the month against our written close checklist, then close it and send your financial statements with short notes in plain English.
When will my books be closed each month?
By business day 10 on Essentials, 7 on Growth and 5 on Established, as long as we have your statements and answers by business day 3 (business day 2 on Established). If something is late, we tell you the new date.
Do I need QuickBooks Online or Xero?
Yes, we work in QuickBooks Online or Xero, in your own subscription. If you use something else today, tell us on the call and we’ll explain your options before you commit.
My books are behind. Can you still help?
Yes. We look at what’s missing and quote the catch-up work as a fixed price before we start. Catch-up is separate from your monthly plan and the free month.
Do you do taxes or payroll?
No. We keep your books and work alongside your CPA or tax preparer and your payroll provider. At year-end we prepare a clean package for whoever files your taxes.
Are you a CPA firm?
No. Backplate is a bookkeeping company. We don’t audit, review or certify financial statements, and we don’t prepare tax returns. The statements we prepare are for running your business and for your tax preparer.
How do you get access to my financial information?
You add us as an accountant user in your accounting system, and you can remove that access at any time. Bank feeds stay connected there, and during onboarding we agree with you how documents are shared. We never ask for your bank password and we don’t move your money.
Who will I work with?
We do the work directly in your own QuickBooks Online or Xero, following the same written close checklist every month. Questions go to one place, email or WhatsApp, and we reply within one business day.
Where are you based? Do you work with businesses in my state?
We’re based in Monroe, New York, and work remotely with small businesses across the United States.
See where your books stand.
Bring last month’s statements, or just your questions. We’ll tell you which plan fits and what it costs.
Free, on Google Meet. No obligation.