How we work
A clear process, a named team, and no surprises
Here is exactly what happens after you sign up: who handles your work, what we need from you, and when you hear from us.
Getting started · Week 1
Onboarding in five working days
Kick-off call
We confirm scope, deadlines and who on your side we talk to.
Secure access
NDA signed, encrypted portal opened, read-only bank and software access.
Review & clean-up plan
We review your books and list any backlog to fix.
Set up the system
Chart of accounts, bank rules and integrations configured.
First month begins
Your team is introduced and the monthly cycle starts.
1 · The workflow
Step by step, and who does what
Documents arrive
Bank and card feeds sync automatically. You upload anything else to the secure portal; we check it within one business day.
- Who
- Client Manager
- Your part
- Upload receipts & invoices
- You receive
- A list of anything missing
Bookkeeping
Every transaction recorded and categorized, with Shopify, Amazon, Stripe or PayPal payouts matched to deposits.
- Who
- Accounting Associate
- Your part
- Nothing
- You receive
- Categorized transactions
Reconciliation
Bank, card and gateway balances matched line by line. Unclear items go into one short question list.
- Who
- Accounting Associate
- Your part
- Answer 2–3 quick questions
- You receive
- Matched balances
Senior review
A senior accountant reviews unusual movements, categories, payroll and tax accounts before anything reaches you.
- Who
- Senior Accountant
- Your part
- Nothing
- You receive
- Errors caught early
Reports delivered
Profit & loss, balance sheet, cash flow and a one-page summary of what changed and why.
- Who
- Client Manager
- Your part
- Read the 1-page summary
- You receive
- Your monthly report pack
Review call
A short call to walk through the numbers and agree actions on pricing, spending, cash or deadlines.
- Who
- Client Manager + Virtual CFO
- Your part
- 30-minute call
- You receive
- Actions for next month
You send the job
Drop source documents into your portal or a shared folder and log the job with due date and return type.
- Who
- Your firm
- You receive
- Job logged in the shared tracker
Consent & masking
Under IRS Section 7216, your client signs an offshore disclosure consent and SSNs are masked before files leave your system. We provide the consent template.
- Who
- Your firm
- You receive
- A compliant file
Preparation
The return is prepared directly in your software — Drake, Lacerte, UltraTax, ProSeries or CCH.
- Who
- Tax Associate
- You receive
- Draft return
Internal review
A senior reviewer checks the draft against source documents and prior year and records open questions.
- Who
- Senior Accountant
- You receive
- A checked return
Ready for review
The return waits for you with clear review notes and questions grouped for one pass.
- Who
- Client Manager
- You receive
- Return + notes + questions
You sign & e-file
You stay preparer of record and file under your own credentials. We never contact your client unless you ask.
- Who
- Your firm
- You receive
- Return filed under your name
2 · Your team
Four people behind every account — and one person you talk to
Work is prepared by one person and checked by another before it reaches you. That two-step review is how we keep errors out.
Client Manager
Your single point of contact. Answers within one business day, sends weekly status updates and delivers your reports.
Accounting / Tax Associate
Records and categorizes transactions, reconciles accounts and prepares draft returns in your software.
Senior Accountant (Reviewer)
Reviews every close and return, flags unusual items and signs off quality.
Founder / Virtual CFO
Quality control across accounts, monthly strategy calls on CFO plans, and the escalation point for anything urgent.
3 · Communication
You always know what’s happening, without chasing
Replies
Every email or message gets a response within one business day — usually much faster.
Status update
A short note: what’s done, what’s in progress, what we need from you.
Reports & review call
Your monthly pack by day 10, followed by a 30-minute review call.
Shared tracker
See every task, its owner and its due date in one shared view.
Channels: email · Zoom / Microsoft Teams · shared task tracker · encrypted client portal
4 · What we need from you
Your checklist — about 15 minutes a month
Tick items off as you gather them. Most come straight from bank feeds once we connect your accounts.
Security & quality
How we protect your data and your numbers
Signed NDAs
Every team member signs a confidentiality agreement. We’ll sign yours too.
Encrypted portal
Files move through an encrypted portal, never as email attachments.
Multi-factor login
MFA on every system that holds client data.
Least-privilege access
Read-only bank access; staff see only the accounts they work on.
No local storage
Client files stay in cloud systems, not on personal devices.
Two-step review
Every month-end and every return is checked by a second, senior accountant.
See how this would work for your business
In 20 minutes we’ll map your current process and show you what the first month looks like.