Two prospects call your firm in the same week. Both say the same thing: "Our books are a mess." One of them has eighteen months of transactions sitting uncategorized in a bank feed. The other has books that are fully categorized and reconciled, and the balance sheet is fiction.
If your firm quotes both as "cleanup," one of those quotes is going to be badly wrong. Here is how to tell them apart before you commit to a number.
Catch-up: the work was never done
A catch-up file is behind. Transactions have not been categorized, accounts have not been reconciled, and the last close might be a year or more ago. The books are incomplete, but what exists is usually not wrong, because nobody has touched it.
Catch-up work is largely predictable. The effort scales with the number of accounts, the number of months, and the transaction volume. Once you know those three things, you can quote with reasonable confidence.
Large "For Review" queue in the bank feed. Last reconciliation date months or years ago. Financial statements that stop at a certain month. No journal entries after a certain date.
Cleanup: the work was done, and it is wrong
A cleanup file looks finished. The bank feed is empty. Reconciliations may even show as complete. But the balances cannot be trusted, and the further you dig, the more you find.
Cleanup work is not predictable from volume alone. A file with 200 transactions a month can take longer to clean than a file with 2,000, because the problem is not the number of entries but the number of wrong decisions baked into them over time.
Undeposited Funds or clearing accounts with old balances. Negative or growing payroll liabilities. Opening balances that do not match the prior-year return. AR or AP aging with items from years ago. Loan balances that do not match lender statements. Reconciliations "completed" with large adjusting entries.
A twenty-minute diagnostic
Before quoting, have a senior person open the file and check five things. This takes about twenty minutes and will tell you which job you are looking at.
- Bank feed queue. Hundreds of unreviewed transactions means catch-up. An empty queue with the problems below means cleanup.
- Reconciliation history. Open the reconciliation report for the main operating account. Look at the last reconciled date and the size of any adjustments. Regular reconciliations with small or no adjustments are healthy. Reconciliations that were forced through with large adjusting entries are a cleanup flag.
- Balance sheet scan. Run a balance sheet as of today. Every line should be explainable. Undeposited Funds, clearing accounts, "Ask My Accountant," suspense, and "Opening Balance Equity" with balances are cleanup flags.
- Prior return tie-out. Compare the balance sheet at the last fiscal year-end to the balance sheet on the filed return. If they do not agree, someone has changed prior-period numbers or the return was prepared from different books. Either way, cleanup.
- Payroll liabilities. If payroll runs through a provider, liability accounts should clear to near zero after each payment. Balances that grow or go negative mean payroll has been booked wrong for a while.
Most files are both
In practice, the majority of "messy books" prospects are a mix: the books were done badly for a period, then abandoned. That means a cleanup of the period that exists, then a catch-up of the period that does not. Quote them as two phases, because they are.
| Question | Catch-up | Cleanup |
|---|---|---|
| What drives the effort? | Accounts, months, transaction volume | Number and age of errors |
| Can you quote from a summary? | Usually yes | Only after a diagnostic review |
| Where does the work start? | Bank feed, oldest month first | Balance sheet, largest problem first |
| Risk of scope creep | Low to moderate | High unless diagnosed first |
| Prior-year impact | Rare | Common; adjustments must be logged |
Why this matters for pricing
Catch-up can be quoted as a fixed fee from three numbers. Cleanup should never be quoted as a fixed fee until someone has looked at every balance sheet account. Firms that skip the diagnostic either eat the overrun or go back to the client for more money, and neither is a good look.
If your team does not have time for the diagnostic, that is exactly the kind of thing to send to a back-office partner. A findings list on every balance sheet account takes an experienced accountant a couple of hours and turns a guess into a quote. Once you have the findings, this hours model turns them into a price.
When the diagnostic points to a cleanup, BooksCaughtUp handles complex cleanups for CPA firms. When the file is simply behind, catch-up bookkeeping brings it current. Both are quoted as a fixed fee after the file is reviewed.