What to Expect
A walkthrough of our bookkeeping process
Step by Step
At Golden Fox Bookkeeping, I believe in clarity and communication. Whether you’re a brand-new client or just curious how the process works, here’s exactly what you can expect—start to finish.
Step 1: Intake Form & Initial Review
Intake form
You’ll begin by filling out my Intake Form, so I can get a sense of your business, needs, and current setup. This form asks about your services of interest, your bookkeeping system (if any), and lets you upload relevant documents like bank statements or prior reports.
Initial review
Once submitted, I’ll review your responses and follow up within a few business days. If I need clarification or more documents before quoting, I’ll let you know.
PROPOSAL
After reviewing your form and documents, I’ll write up a custom proposal confirming the services you requested — or suggesting services, if you weren’t sure — and price, scope of work, and timeline, if applicable.
CONTRACT AGREEMENT
You’ll review the proposal and have the opportunity to ask questions, or we may make revisions to the agreement. Once we have both agreed to terms, you’ll sign the proposal and make your initial payment to begin service.
Step 2: Onboarding & Setup
for one-time service clients
I will furnish you with a checklist of needed documents or other information, as well as a link to a shared folder where you can place files. Depending on the service and your needs, I may also establish a shared document where we can ask and answer questions as needed.
for Monthly service clients
We will work together on connecting me with your existing bookkeeping system and/or setting up a new QuickBooks Online account. We will also work to connect me with, or set you up with, additional platforms or software depending on your needs (like Gusto for payroll, for example).
I will also set up a shared file system for you to place receipts, statements, invoices, bills, and any other documentation I will need for monthly bookkeeping — and a shared document that helps us clarify information about expenses, or follow up on missing information.
Step 3: Work Commences
for one-time service clients
I get started on the work we’ve agreed upon. If any questions arise as I work, I will communicate them to you.
FOR ALL MONTHLY CLIENTS
Each month after your monthly bank statement is finalized, I will log in and review transactions. I will categorize, tag, and reconcile transactions using the information from the statement and any documents you have uploaded.
If we have agreed that I will log your transactions on a weekly or semi-weekly basis, then I will access your bookkeeping system throughout the month to do so.
FOR clients with a/r, a/p, or payroll
I will log into your bookkeeping system on the schedule we agreed to during the intake process, to stay on top of bills, invoices, and/or payroll cycles.
Step 4: Completion of Work & Reporting
for one-time service clients
Once I have completed your service, you will have a chance to review the completed materials and ask any questions you may have. At that point, any outstanding balance you have will come due.
FOR ALL MONTHLY CLIENTS
When completed, you will receive monthly reports as agreed — Profit & Loss Statement, Balance Sheet, and Statement of Cash Flows — generally around the 15th of the month. Clients enrolled in A/P, A/R, or payroll packages may receive additional reports, including Open Invoice, Unpaid Bill, Aging, and Payroll Reports.
You will be billed for the following month’s services at the end of the previous month, and payment is due by the first of the month for bookkeeping services to continue.
Step 5: Final Steps
FOR MONTHLY CLIENTS
At the end of the year, I will do a final review to make sure your books are complete, clean, and reconciled, so that you, or your tax preparer, can file your taxes with ease. Enhanced Package clients also receive my Year-End Tax Preparation package: preparation of reports and files for your CPA (Essential Package clients can add this service).