What working with MavisWorks looks like, from first call to closed month.
Six stages, each with a clear handoff. You always know what we are doing, what we need from you and what you get back, and you see the scope and price before anything starts.
The engagement, stage by stage
Most engagements follow this order. Cleanup is skipped when the books are already current.
Stage 1: Month-End Accounting Review
A working session on how your accounting runs today.
What happens
- We walk through your QuickBooks file, reconciliation status, payout-to-deposit flow and owner statement process
- We ask where month-end slows down and what owners or leadership are waiting on
What you provide
- A screen share or view access to the systems you want reviewed
- A recent owner statement or report, if relevant
What you receive
- Our read on what is behind and what doesn't tie out
- The support path we'd recommend, before any commitment
Stage 2: Diagnostic and written scope
Findings confirmed and turned into a scope you can hold us to.
What happens
- We confirm the findings, size any cleanup and agree the months involved
- We define the recurring work, the reporting package and the close calendar
What you provide
- Answers to our follow-up questions
- Management agreement terms that affect fees, reserves or statements
What you receive
- A written scope and price
- A proposed start date
Stage 3: Cleanup
The backlog cleared before monthly work begins.
Only if the review shows the books are behind or unreliable.
What happens
- Backlog categorized and bank feeds cleared
- Accounts reconciled forward month by month to statements
- Suspense balances such as Undeposited Funds resolved or documented
What you provide
- Bank, trust and card statements for the cleanup period
- Answers to unclear transactions, batched into one list
What you receive
- A cleanup summary: what changed and what is still open
- A reconciled starting point for monthly close
Stage 4: Onboarding
Access, structure and calendar set up once, properly.
What happens
- Access set up in QuickBooks Online, your PMS and banking tools
- Chart of accounts and property tracking confirmed
- Close calendar, checklist and reporting package agreed
- Opening balances reviewed so the first close starts from the right numbers
What you provide
- A named point of contact
- User access to the systems in scope
What you receive
- Your close calendar and checklist
- A shared open-items log
Stage 5: The monthly close
The same sequence every month, on the agreed calendar.
What happens
- Activity processed through the month as bank, channel and PMS data arrives
- Accounts reconciled and payouts tied to deposits after month-end
- Owner statements reviewed before release, where in scope
- Open items resolved or assigned, and the period locked
What you provide
- Answers to open items by the dates on the calendar
- Approval of any exceptions that need a judgment call
What you receive
- The month-end reporting package
- Reconciliation support saved for every account
Stage 6: Review and reporting
Numbers checked before anyone reports on them.
What happens
- Balance sheet accounts reviewed for balances that shouldn't be there
- Results compared with prior months and unusual movements explained
- Recurring issues tracked so their causes get fixed
What you provide
- Feedback on the reports: what leadership and owners actually use
What you receive
- Reports you can send or act on
- A running list of process improvements
The close runs in four phases.
Exact dates are set with you during onboarding, around when your bank, channel and PMS data becomes available. We don't quote a close date before we've seen your process.
During the month
Bank feeds, bills and channel payouts are processed as they arrive, so month-end starts from current books.
After month-end: reconcile
Statements and payout reports are collected; every account is reconciled and payouts tied to deposits.
Review
Balance sheet and month-over-month review; owner statements checked before release.
Close and report
Open items resolved or assigned, the period locked in QuickBooks, reports delivered.
Seven stages, each with a control.
This is the sequence every monthly close follows. Work only moves on once the control at each stage is met.
Stage 1: PMS and booking channels
Reservation, owner and fee activity as your PMS and channels record it.
Control: Activity for the period is complete
Stage 2: Payouts
Airbnb, Vrbo and processor payouts broken into gross revenue, fees and adjustments.
Control: Each payout agrees to its reservations
Stage 3: Bank, trust and card activity
Deposits, transfers, bills and card spend from every account in scope.
Control: Each deposit matched to its source
Stage 4: QuickBooks Online
Activity posted to the right accounts, properties and owners.
Control: Nothing left in suspense or uncategorized
Stage 5: Reconciliation and review
Every account reconciled to its statement; balance sheet and month-over-month review.
Control: Differences explained or logged
Stage 6: Owner and management reporting
Owner statements checked before release; management reports prepared from reviewed books.
Control: Statements tie to the books
Stage 7: Controlled month-end close
Open items resolved or assigned, the period locked, and the month-end package delivered.
Control: Period locked in QuickBooks
How we check our own work
The checks that happen every month, whoever is doing the work.
- Every reconciliation agrees to the statement's ending balance, with no forced adjustments
- Differences are logged as open items, never absorbed into another account
- Balance sheet accounts are reviewed each month, not only at year-end
- The profit and loss is compared with prior months before reports go out
- Owner statements are reviewed against reconciled books before release
- Closed periods are locked, so reported numbers don't change silently
What we need from you
A close depends on both sides. This is what keeps ours on schedule.
- A named point of contact who can answer questions or find the person who can
- Access to the systems in scope, set up with us during onboarding
- Answers to open items by the dates on the close calendar
- Decisions on exceptions that involve owner agreements or judgment
Stage one takes one conversation.
Request a Month-End Accounting Review. We look at how your month-end runs today and recommend the path that fits, before you commit to anything.
What happens after you ask
Tell us about your month
A short form: your systems, portfolio size and what is not tying out.
Review session
We go through your reconciliations, owner reporting and QuickBooks file with you.
Written scope and price
A recommended path and a price, before any work starts. No commitment to monthly work.