How we work
Our process
Working together has three stages: the first meeting, handing over documents and a routine that repeats every month. At each stage, what happens and when is shared in writing.
01
First meeting
We set a time by phone or WhatsApp. In the meeting we talk about what your business does, its entity type, how many employees you have and how the books are kept today.
At this stage
- What the business does and its entity type
- Current accounting software and invoicing
- Number of employees and payroll needs
- The returns you are likely to need
02
Handing over documents
After the engagement letter is signed, we collect prior records and current documents. Gaps are listed and the delivery method (paper, email or a secure shared folder) is agreed.
At this stage
- Prior federal and state tax returns
- Latest financial statements
- Bank account details and statements
- Employee list and payroll account details
03
Monthly routine
Every month follows the same order: documents, bookkeeping, reconciliation, filings and a summary of amounts due. Dates are agreed in writing in advance to lower the risk of missing a deadline.
At this stage
- The document delivery date is agreed in writing
- Your approval is requested before each filing
- Amounts due and due dates are sent in writing
- A summary report is sent at the end of each period
Every month
The monthly routine in five steps
01Month end
Documents come in
Invoices, bank statements and receipts are sent to us. If anything is missing, you get a list the same day.
02Early month
Transactions are recorded
Documents are recorded to the chart of accounts, bank and card activity is matched, and customer and vendor balances are checked.
03Review
Reconciliation
Every account is reconciled and unexpected balances are investigated. Errors are caught before anything is filed.
04File
Returns and deposits
Sales tax returns and payroll tax deposits are prepared, sent for your approval and filed on time.
05Report
Amounts due and summary
Amounts due and their due dates are sent in writing, along with a monthly summary of your numbers.
Example deadline calendar
The dates below are 2026 examples for calendar-year filers. Your list of filings depends on your business; deadlines move when they fall on a weekend or legal holiday.
October15
Extended individual returns
Form 1040 filed on extension
Tomorrow
October31
Form 941 payroll return
For the previous calendar quarter
In 17 days
January15
Estimated tax payment
Form 1040-ES quarterly installment
In 93 days
January31
Forms W-2 and 1099-NEC
Due to recipients and to the SSA or IRS
In 109 days
March15
S corporation and partnership returns
Forms 1120-S and 1065, calendar-year entities
In 152 days
2026 examples. Figures, rates and dates on this page change by year; check current IRS and state guidance before you rely on them.
Meeting
If you would like to talk about how this routine would work for your business, call to set up a meeting.