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Quickbooks Set-Up

QuickBooks is one of the most popular accounting software options for small businesses, offering tools for managing finances, invoicing, payroll, and taxes. Proper setup is essential for accurate record-keeping and smooth business operations.

Why QuickBooks?

QuickBooks offers an intuitive interface and robust features, including:

  • Ease of use: Perfect for beginners.
  • Comprehensive tools: Handles invoicing, payroll, expenses, and tax filings.
  • Cloud-based: Access your financials from anywhere with QuickBooks Online.
  • Scalable: Grows with your business.

 Sign Up for QuickBooks

Choose between QuickBooks Online (cloud-based) or QuickBooks Desktop (installed on your computer) based on your preferences. During sign-up, you will provide us your business details, such as:

  • Company name
  • Business type (Sole Proprietor, LLC, etc.)
  • Tax ID number (EIN)

 Choose Your Industry

QuickBooks customizes features based on your industry (e.g., retail, services, construction). We’ll select the category that best represents your business to optimize your experience.

Enter Company Details

Input essential business info, including:

    • Business address
    • Phone and email

Set Up Your Chart of Accounts

QuickBooks provides a default Chart of Accounts to categorize your transactions. We’ll Review and customize it as needed to fit your business activities (income, expenses, assets, etc.).

Link Your Bank Accounts

Connect your business’s bank and credit card accounts to QuickBooks. This allows QuickBooks to automatically import transactions for easy reconciliation.

Set Up Sales and Taxes

Create professional invoices, set up payment methods (credit cards, ACH), and configure sales tax rates based on your location

Add Products or Services

Track what you sell by adding your products or services to QuickBooks. For inventory-based businesses, enable inventory tracking to manage stock levels.

Set Up Payroll

If you have employees, we’ll set up QuickBooks Payroll to handle pay schedules, tax calculations, and withholdings.

Customize Your Settings

We’ll review your security settings, notifications, and company preferences to tailor QuickBooks to your needs and set up user permissions and adjust accounting methods (cash or accrual).

Start Using QuickBooks

Once your setup is complete, you can start using QuickBooks to:

  • Create invoices
  • Track expenses
  • Run payroll
  • Generate financial reports

 Final Thoughts

QuickBooks setup is essential for streamlining your business finances. By ensuring each of these steps are done correctly, we will provide a fully functional accounting system that grows with your business.

Human Resources

As your business grows, managing employees and handling HR responsibilities can quickly become overwhelming. That’s where outsourcing human resource services comes in. Outsourcing HR tasks allows you to focus on what you do best—growing your business—while ensuring your workforce is supported, compliant, and engaged.

What Are Human Resource Services?

Human resource services cover a wide range of functions aimed at managing the employee lifecycle and ensuring legal and regulatory compliance. These services can include:

  • Recruitment and staffing: Finding and hiring the best talent for your organization.
  • Employee onboarding: Ensuring new hires are smoothly integrated into your company culture and systems.
  • Payroll and benefits administration: Managing employee compensation, taxes, and benefits packages.
  • Compliance and legal support: Helping businesses stay compliant with labor laws and regulations.
  • Employee training and development: Offering programs to upskill your team and improve performance.
  • Performance management: Establishing systems for feedback, evaluations, and goal setting.

Why Do You Need HR Services?

  1. Time Savings
    Managing HR tasks internally can be time-consuming and distracts you from focusing on your core business activities. Outsourcing HR allows you to focus on growing your business while experts handle HR functions efficiently.
  2. Legal Compliance
    HR services ensure your business stays compliant with ever-changing labor laws, tax regulations, and employee benefits requirements. This minimizes the risk of costly legal issues, fines, or lawsuits.
  3. Access to Expertise
    HR service providers have specialized knowledge in managing talent, handling payroll, and navigating complex HR issues. They bring best practices, industry standards, and legal expertise to your business.
  4. Better Employee Experience
    Outsourcing HR services can lead to better employee satisfaction by ensuring smoother onboarding, timely payroll, and efficient conflict resolution. A happy workforce is a productive workforce!
  5. Cost Efficiency
    Instead of hiring an in-house HR department, which can be expensive, HR service providers offer flexible solutions that are more affordable and scalable as your business grows.

Types of HR Services

  • Full-service HR outsourcing: Comprehensive HR support that covers all HR functions, from recruitment to payroll.
  • Payroll services: Handling employee pay, taxes, and deductions, ensuring timely and accurate payments.
  • Recruitment and staffing: Managing the hiring process, from posting job ads to conducting interviews and background checks.
  • Employee benefits management: Administering health insurance, retirement plans, and other employee perks.
  • Training and development: Offering professional development programs, workshops, and certifications to help employees advance in their roles.

Conclusion

Human resource services play a crucial role in building a strong, compliant, and efficient workforce. Whether you’re a small business looking to outsource HR tasks or a growing company needing strategic HR support, professional HR services can improve your operations, reduce risks, and enhance employee satisfaction.

Investing in HR services is an investment in your people—your most valuable asset. If you’re ready to streamline your HR processes, outsourcing is the solution that can help your business grow and succeed.

Reach out to Exact Calculations to learn more about how we can help with some of the HR tasks.

Financial Reporting

Financial reporting is a crucial part of managing your business’s finances. It involves the creation of key financial statements that provide a clear picture of your company’s financial health. These reports help you make informed decisions, track performance, and ensure compliance with tax laws.

Financial reporting includes the preparation of:

  • Income Statements: Show your company’s profits and losses over a period.
  • Balance Sheets: Display your assets, liabilities, and equity at a specific point in time.
  • Cash Flow Statements: Track the movement of cash in and out of your business.
  • Owner’s Equity Statements: Show changes in the value of your business owner’s stake.

Financial Reporting will assist you in;

  1. Informed Decision-Making: Financial reports provide insights into your business’s performance, helping you make better strategic choices.
  2. Compliance: Accurate financial reporting ensures you comply with tax regulations and avoid legal issues and be prepared for financing and loan renewals.
  3. Attracting Investors: Transparent financial statements build trust with potential investors or lenders.
  4. Cash Flow Management: Reports help track cash flow, ensuring you have enough liquidity to cover expenses.

Regular and accurate financial reporting is essential for tracking your business’s health, making informed decisions, and staying compliant. Whether you’re managing a small startup or a growing enterprise, financial reporting is the foundation of financial success.

Cash Flow Tracking

Our Cash Flow Tracking Service provides businesses with a clear, real-time view of their financial health. By monitoring incoming revenue and outgoing expenses, this service ensures you have the insights needed to maintain liquidity, avoid cash shortages, and make informed financial decisions.

Key Features:

  • Real-Time Monitoring: Track cash inflows and outflows daily, weekly, or monthly.
  • Custom Reporting: Get tailored reports that highlight cash flow trends and projections.
  • Expense Management: Identify and control unnecessary expenses to improve cash flow.
  • Receivables & Payables Oversight: Stay on top of customer payments and vendor obligations.
  • Budget & Forecasting Support: Plan for future cash needs with accurate projections.

Benefits:

  • Improve Liquidity: Ensure sufficient cash is always available for operational needs.
  • Avoid Surprises: Anticipate and prepare for potential cash flow gaps.
  • Make Smarter Decisions: Use cash flow insights to guide hiring, expansion, and investment.
  • Reduce Stress: Gain peace of mind with clear visibility into your financial position.

This service is ideal for business owners, CFOs, and financial managers who want to stay proactive with their cash management strategy. Let our expertise in bookkeeping and financial tracking help you maintain control and confidence in your business’s financial future.

End of Year Filing

Our End-of-Year Personal Tax Filing Service ensures a stress-free, accurate, and timely filing of your personal taxes. We handle the complexities of tax preparation, so you can focus on what matters most. From gathering essential documents to maximizing deductions, our experts make the process simple and efficient.

Key Features:

  • Document Organization: We collect and categorize all necessary tax forms (W-2s, 1099s, investment statements, etc.).
  • Deduction & Credit Maximization: Identify eligible deductions and credits to reduce your tax liability.
  • Accurate Tax Calculations: Ensure precise calculations to avoid errors, penalties, or audits.
  • E-Filing & Compliance: Submit your return electronically for faster processing and refund delivery.
  • Post-Filing Support: Get help with IRS notices, amendments, or audit support if needed.

Benefits:

  • Save Time & Reduce Stress: Avoid the hassle of navigating complex tax laws on your own.
  • Maximize Refunds: Ensure you receive every deduction and credit you’re entitled to.
  • Stay Compliant: Avoid costly errors, missed deadlines, and potential penalties.
  • Expert Guidance: Receive personalized support from experienced tax professionals.

This service is perfect for individuals, freelancers, and small business owners who want a seamless, worry-free tax filing experience. Let our expertise help you meet IRS deadlines, minimize tax liability, and keep your financial future on track.

Software Conversion

Our Accounting Software Conversion Service to QuickBooks provides a smooth, efficient transition from your current accounting platform to QuickBooks. We ensure your financial data is accurately transferred, properly formatted, and ready for immediate use. Whether you’re upgrading from legacy software or switching from another cloud-based system, we handle every step with precision and care.

Key Features:

  • Data Migration & Transfer: Seamlessly move historical financial data, including transactions, invoices, and vendor/client lists.
  • Chart of Accounts Setup: Recreate or optimize your Chart of Accounts to align with industry’s best practices.
  • System Integration: Sync QuickBooks with payroll, payment processors, and other business tools.
  • Data Accuracy & Reconciliation: Verify and reconcile balances to ensure your books are 100% accurate.
  • Customized User Training: Provide guidance for your team on how to use QuickBooks effectively.

Benefits:

  • Minimize Downtime: Experience a fast, hassle-free transition with minimal business disruption.
  • Ensure Data Accuracy: Avoid costly errors with expert data validation and reconciliation.
  • Boost Efficiency: Take advantage of QuickBooks’ automation, reporting, and integration capabilities.
  • Enhance User Confidence: Empower your team with hands-on training for smooth daily operations.

This service is ideal for small to mid-sized businesses seeking to modernize their accounting system. Let our experienced bookkeeping and software conversion experts guide you through the process, ensuring a stress-free transition to QuickBooks.

Budget Balancing

Why You Need Budget Preparation Services for Your Business

Effective budgeting is the cornerstone of financial success for any business. Whether you’re a startup, a growing small business, or an established company, having a solid budget ensures you’re making informed decisions, optimizing cash flow, and achieving your financial goals. This is where we come in and provide budget preparation assistance.

Budget preparation services help businesses create, manage, and optimize their budgets. These services typically include:

  • Assessing financial goals: Understanding your business objectives to create a budget aligned with your vision.
  • Forecasting revenues and expenses: Projecting income and costs to avoid cash flow issues.
  • Allocating resources: Ensuring funds are used efficiently across different departments or projects.
  • Ongoing monitoring: Tracking performance against the budget and adjusting as needed.

Why Choose us for Budget Preparation?

  1.  Expert Guidance: Experience to the table, helping you avoid costly mistakes.
  2. Time-Saving: Budget preparation can be time-consuming, but outsourcing this task lets you focus on running your business.
  3. Improved Financial Control: A well-prepared budget gives you a clear picture of your finances, helping you make better decisions.
  4. Better Planning: With accurate forecasts and projections, you can plan for growth, manage debt, and handle unexpected expenses with ease.

Conclusion

Budget preparation services provide your business with the structure and insight needed to make sound financial decisions. If you’re ready to take control of your finances and plan for a successful future, budget preparation can set you on the right track.

Payroll

Payroll Processing

Our Payroll Processing Services streamline every aspect of employee payroll, ensuring accurate, timely payments while keeping your business fully compliant with tax regulations. With the implementation of ADP or QuickBooks Payroll software, we provide a modern, efficient, and user-friendly payroll system tailored to your business needs. From calculating wages to managing deductions, we handle the heavy lifting so you can focus on growth.

Key Features:

  • Accurate Payroll Calculation: Process employee wages, salaries, overtime, and bonuses with precision.
  • Tax Filing & Compliance: Ensure timely payment of federal, state, and local taxes, along with quarterly and year-end filings (W-2s, 1099s, etc.).
  • Direct Deposit & Payment Options: Offer employees fast, secure payment options, including direct deposit.
  • Deductions & Benefits Management: Accurately manage employee benefits, garnishments, and retirement contributions.
  • Custom Payroll Reports: Generate payroll summaries, labor cost analysis, and tax liability reports.
  • ADP & QuickBooks Payroll Integration: Implement, configure, and train your team on ADP or QuickBooks Payroll, ensuring a smooth, efficient transition.

Benefits:

  • Save Time & Reduce Errors: Automate payroll processing and avoid costly mistakes.
  • Ensure Compliance: Stay up-to-date with ever-changing payroll tax laws and deadlines.
  • Improve Employee Satisfaction: Provide accurate, on-time payments with easy access to pay stubs and tax forms.
  • Gain Visibility: Access detailed payroll reports to make informed business decisions.
  • Seamless Implementation: Get expert support in setting up and managing ADP or QuickBooks Payroll.

This service is perfect for small to mid-sized businesses, startups, and growing companies looking to reduce the administrative burden and improve payroll efficiency. Let our payroll experts guide you through the implementation of ADP or QuickBooks Payroll for a smooth, stress-free experience.

Accounts Payable/Receivable

Accounts payable refers to the money your business owes to suppliers, vendors, or creditors for goods and services received on credit. Efficiently managing accounts payable is crucial for maintaining good relationships with vendors, managing cash flow, and ensuring timely payments.

Accounts payable includes all unpaid invoices and short-term debts your business needs to settle. This could include:
 Supplier invoices for products or services
 Utility bills
 Loan repayments

Proper accounts payable management ensures that your business doesn’t miss payment deadlines, avoid late fees, and maintains healthy vendor relationships.

Why Managing Accounts Payable is Important
1. Cash Flow Management: Properly tracking accounts payable helps you manage
cash flow by knowing exactly when payments are due.
2. Avoid Late Fees: Timely payments prevent unnecessary late fees, interest
charges, and damage to your credit reputation.
3. Vendor Relationships: Paying on time builds trust with suppliers, which could
lead to better terms and discounts.
4. Financial Accuracy: Accurate accounts payable records ensure your financial statements reflect the true financial health of your business.

Efficient accounts payable management is vital for smooth business operations. By staying on top of your obligations, you’ll avoid penalties, improve cash flow, and maintain strong vendor relationships—key to long-term business success.

Billing/Invoicing

Our Billing & Invoicing Processing Services simplify the management of customer payments, ensuring timely, accurate, and professional invoicing. From creating and sending invoices to tracking payments and handling follow-ups, we provide end-to-end support to keep your cash flow steady and your clients satisfied.

Key Features:

  • Custom Invoice Creation: Design and send branded, professional invoices tailored to your business needs.
  • Automated Billing & Recurring Invoices: Schedule recurring invoices for subscription-based services or repeat clients.
  • Payment Tracking & Reconciliation: Monitor incoming payments, match them to invoices, and maintain accurate financial records.
  • Follow-Up & Collections: Automate reminders for overdue payments and support collection efforts when needed.
  • Client Payment Options: Offer clients multiple payment methods, including ACH, credit cards, and online payments.
  • Integration with Accounting Software: Sync billing and invoicing data with QuickBooks, Xero, or other accounting platforms.

Benefits:

  • Get Paid Faster: Send invoices promptly, automate follow-ups, and offer convenient payment options.
  • Improve Cash Flow: Reduce outstanding receivables with timely billing and payment tracking.
  • Save Time & Effort: Automate routine invoicing tasks, reducing manual work for your team.
  • Ensure Accuracy: Eliminate errors in invoices and payment tracking with proper reconciliation.
  • Enhance Professionalism: Present polished, branded invoices that reflect your company’s professionalism.

This service is ideal for service-based businesses, freelancers, and small to mid-sized companies that want to streamline their billing process, reduce payment delays, and maintain consistent cash flow. Let our billing and invoicing experts help you get paid faster and with less effort.

Vendor Management

Our Vendor Management Processing Services streamline the way you manage supplier relationships, payments, and contracts. We ensure timely payments, accurate record-keeping, and effective communication with your vendors. By optimizing your vendor processes, you can reduce costs, strengthen supplier relationships, and maintain smooth business operations.

Key Features:

  • Vendor Onboarding & Data Management: Set up and maintain accurate vendor profiles, contracts, and payment details.
  • Invoice Processing & Approval: Review, validate, and process vendor invoices to ensure accuracy and prevent overpayments.
  • Payment Scheduling & Processing: Ensure timely payments to vendors via ACH, checks, or wire transfers.
  • Dispute Resolution & Communication: Act as a liaison to resolve discrepancies and maintain positive vendor relationships.
  • Compliance & Documentation: Ensure vendor contracts, tax forms (like W-9s), and payment records are compliant and up-to-date.
  • Integration with Accounting Software: Sync vendor data and payment history with QuickBooks, Xero, or other accounting platforms.

Benefits:

  • Streamline Operations: Automate routine vendor tasks and reduce manual errors.
  • Enhance Vendor Relationships: Pay vendors on time, resolve issues quickly, and foster trust.
  • Gain Cost Control: Track and control vendor spending to identify opportunities for savings.
  • Maintain Compliance: Ensure proper documentation and tax reporting to avoid regulatory issues.
  • Improve Visibility: Access vendor payment history and reports to support strategic decision-making.

This service is ideal for businesses of all sizes that work with multiple vendors and want to improve efficiency, accuracy, and vendor satisfaction. Let our vendor management experts optimize your processes so you can focus on core business growth.

Fluent in Spanish

Additional Services

  • Track & Pay Sales Tax
  • Bank & Credit Card Reconciliations
  • Online Banking
  • Transaction Entry & Coding
  • W’2
  • Clean Up Work

Specialized Packages

Clients are our top priority! Each client receives a tailored package, specific to their needs and size of their business. These are our packages:

Personal*

Starting at
$500+

Single/Married Filing
Without Itemized Deductions
Prior Year Tax Return Required
EFiling Only
​Retainer Required
*For Personal Tax Prep Only

Standard

Starting at
$600/month

25-50 Transactions
Up to 2 Employees
2 Bank/Credit Accounts
Retainer Required

Premium

Starting at
$1200/month

50-100 Transactions
Up to 5 Employees
2 Bank/Credit Accounts
Retainer Required

Elite

Starting at
$2400/month

100-200 Transactions
Up to 10 Employees
4 Bank/Credit Accounts
Retainer Required

SCHEDULE YOUR CALL

Three Steps To Easy Tax Prep

1. Schedule A Consultation

2. Gather Your Documents

3. Experience Peace of Mind

TECHNOLOGY

​Trying to figure out how all the numbers tie together, without the knowledge of the basic principles can be a nightmare. Often, the systems created and the tools used by a well meaning business owner or their employees,  can be labor intensive, costly and timely. ​

Today’s technology offers an easier, less expensive, full proof option. Off-site bookkeeping will save the business owner hundreds of dollars a year, save in production time, office space and data loss. We take great strides to configure the right systems for you and your specific business. 

Exact Calculations will implement the perfect accounting processes to create a better internal control, streamline the paper flow and keep you up up to date on the latest technology.