Step 1
Move the business into QuickBooks
The company was set up in QuickBooks and approximately two years of available business activity were organized in the new accounting file.
Client story · Miami, Florida
From running by bank balance to books ready by the 10th
R.R. Outdoor Spaces did not have accounting software or a recurring bookkeeping process. Owner Roman Rodriguez watched the bank account, kept working, and relied on year-end catch-up to reconstruct the records later.
- 2 years
- Brought into QuickBooks
- 4 accounts
- Reconciled monthly
- 3–4 hours
- Estimated time saved monthly
- By the 10th
- Monthly reports delivered
The problem
The bank balance was the operating report.
Before the engagement, the company did not use an accounting platform or ongoing bookkeeping service. Roman could see how much cash was in the account, but not a reconciled picture of what the business earned, spent, or still needed to address.
At year end, the tax professional also had to catch up the bookkeeping before preparing the business return. That combined process took more time and created a significant year-end cost.
Because the business was still relatively new, this was the right point to establish a system before another year of activity accumulated outside organized books.
What changed
Build the system, catch it up, and keep it current.
The work started by creating the accounting foundation. The recurring process now keeps the same records ready throughout the year.
Step 2
Reconcile four accounts
Two business credit cards, one business checking account, and one business savings account are reconciled as part of the monthly close.
Step 3
Collect receipts as they happen
Roman sends receipts and bills directly when he receives them. Because the company currently operates one crew, the workflow does not require a separate crew tag.
Step 4
Coordinate books and payroll
Monthly bookkeeping and payroll support keep the one-crew operation in the same recurring workflow, followed by an owner-facing report by the 10th.
Before and after
A clearer monthly workflow.
Before
The business operated without accounting software.
Now
QuickBooks holds the organized record of business activity.
Before
The bank balance was the main financial reference.
Now
Four reconciled accounts support monthly financial reports.
Before
Bookkeeping was reconstructed at year end.
Now
Books and reports are completed by the 10th each month.
Before
Tax preparation began with a catch-up project.
Now
The tax professional receives a file that has been maintained during the year.
The result
Year-end preparation no longer starts from zero.
The recurring process gives Roman information during the year and reduces the amount of reconstruction waiting at tax time.
Books ready each month
Roman receives the standard monthly report by the 10th. The service guarantee makes the month free if that deadline is missed.
A simpler tax-preparer handoff
The latest business tax process was easier because the bookkeeping had already been maintained instead of being rebuilt at year end.
Time and information returned
Small Business Bookkeeping Co. estimates that the workflow saves Roman three to four hours per month while giving him current information for pricing conversations.
“Skylar came in and saved us a lot of time. Now our books are always ready.”
Roman Rodriguez
R.R. Outdoor Spaces
“I highly recommend Skylar. We did not have any real bookkeeping before him and our old tax person would just charge us a crazy amount at the end of the year to catch everything up. Skylar stepped in and saved us so much time. Our books are always ready now and getting taxes done last year was incredibly easy. 10/10 recommend.”
Roman Rodriguez
Owner, R.R. Outdoor Spaces
Case-study details approved for publication July 29, 2026
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