QuickBooks cleanup that leaves you with books you can close every month.
When the file is months behind, bank feeds are cluttered and reconciliations don't hold, MavisWorks rebuilds a reliable baseline and sets the file up to stay clean once monthly work begins.
File health check
Before cleanup · findings from a typical review
| Finding | Count | Status |
|---|---|---|
| Uncategorized transactionsper quickbooks | 412 | Open |
| Bank feed items awaiting reviewper bank feeds | 1,086 | Open |
| Accounts reconciled throughper reconciliation reports | March | Open |
| Undeposited funds balanceper balance sheet | 18,240.55 | Open |
| Duplicate vendor recordsper vendor list | 37 | Review |
| Opening balance equityper balance sheet | Non-zero | Review |
You are probably here because the file stopped being something you can rely on.
Open item: Hundreds of transactions sit in Uncategorized or Ask My Accountant.
Open item: Reconciliations are months behind, or were forced to balance.
Open item: Undeposited Funds or Opening Balance Equity carry balances nobody can explain.
Open item: The chart of accounts has grown into duplicates and one-off accounts.
Open item: Reports don't match what the bank or the PMS says.
Open item: Your tax preparer keeps sending the same questions.
A messy file makes every number built on it suspect.
Owner statements, management reports, lender packages and tax returns all draw on the same file. When reconciliations were forced or transactions were guessed, errors carry forward quietly. Cleanup restores a baseline you can defend and puts rules in place to keep it.
- Reports you can use again
- A balance sheet that agrees with the bank is the starting point for every other report.
- A shorter tax season
- Fewer questions from your preparer and fewer year-end adjustments.
- A foundation for monthly close
- Monthly support only works on a file that is current and reconciled.
How cleanup works
Cleanup follows the same order every time, so fixes build on each other instead of being redone.
Not sure where your gaps are?
Start with a review. We identify what is behind and what doesn't tie out before recommending any ongoing work.
Get a Month-End ReviewStep 1: Assess the file
Reconciliation history, balance sheet accounts, bank feeds and the chart of accounts are reviewed, and the cleanup period is agreed.
Step 2: Fix the structure
The chart of accounts is consolidated, and classes or locations are set up for properties where you need them.
Step 3: Work the backlog
Feed items are categorized, matched or excluded; duplicates and misposted entries are corrected.
Step 4: Reconcile forward
Each bank and card account is reconciled month by month to statements, and past forced reconciliations are investigated.
Step 5: Resolve suspense balances
Undeposited Funds, Uncategorized accounts and Opening Balance Equity are cleared or documented.
Step 6: Hand over a baseline
You receive a summary of what changed, what remains open, and the rules for keeping the file clean.
What cleanup can include
Scope and cleanup period are agreed after the review.
- Backlog categorization and bank feed cleanup
- Chart of accounts consolidation
- Month-by-month bank and card reconciliations
- Investigation of forced or broken reconciliations
- Undeposited Funds and suspense account resolution
- Property tracking with classes or locations
- Cleanup summary with open items
- Hand-off into monthly close support, if you want it
Every engagement starts with a written scope. Nothing on this list is assumed until we have agreed it with you.
Who this is for
A good fit if
- Your QuickBooks Online file is months behind or unreliable
- Owner statements or reports depend on the file being right
- A lender, partner or tax deadline needs clean books
- You want the file kept clean once it is fixed
Probably not a fit if
- You only need a few transactions categorized
- You want cleanup without reviewing unclear items with us
- You cannot provide bank statements for the cleanup period
QuickBooks cleanup: common questions
How far back can you clean up?
As far as the records support. We agree the cleanup period during the review, usually from the last point where the books can be trusted.
Will cleanup change numbers from prior years?
Sometimes it has to. If a period that was already filed needs adjustment, we document the change and coordinate with your CPA before touching it.
Do you work with QuickBooks Desktop?
Our work is built around QuickBooks Online. If you are on Desktop, tell us in the review and we will discuss whether moving to Online makes sense before any cleanup starts.
How long does cleanup take?
It depends on how many months are behind, transaction volume and how quickly unclear items can be answered. You get an estimate with the scope after the review.
What happens after cleanup?
You can take the clean file back in-house, or move into monthly close support so it stays current. Either way you keep the cleanup summary and the rules for keeping the file clean.
Related support
Know exactly how far behind the file is before you decide anything.
The Month-End Accounting Review includes a look at your QuickBooks file: reconciliation status, backlog and suspense balances, with a recommended cleanup scope.
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.