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  • Writer's pictureTitus Kuepfer

Establish Your Bookkeeping FLOW


Business owner in bookkeeping flow
AI prompt: business owner in a bookkeeping FLOW

Chaos can be beautiful.


Without chaos, life stagnates into predictability and monotony. Creativity thrives amidst chaos, and it is often the fuel that propels entrepreneurs forward.


Achieving success hinges on striking a delicate balance between chaos and order, fostering both creativity and dependability, navigating the realms of risk and reward, and harmonizing spontaneity with discipline.


Yet, many business owners struggle to discern which aspects of their enterprise demand creative innovation and which necessitate structured frameworks. This often leads to inhibited growth, as innovation wanes, and inefficiency prevails due to a lack of organizational order.


Bookkeeping is all about organization. Organization requires clearly defined and well established systems. Out of these systems emerges a bookkeeping flow that minimizes errors and saves valuable time.


Best Practices for Your Bookkeeping Flow


QuickBooks Online contains many helpful automations to assist business owners and bookkeeping firms with their bookkeeping flow.


Expenses: Implementing an efficient process for expense categorization and receipt capture will streamline your accounting workflow. Here's a structured approach.


  1. Set up an orderly Chart of Accounts.

  2. Connect your bank, credit card, and loan accounts to QBO to automatically import transactions.

  3. Forward email receipts and bills to your QuickBooks email address.

  4. Capture physical receipts with the QBO mobile app.

  5. Match these receipts with the transactions imported from the bank.

  6. Categorize the matched transactions into the appropriate COGs or expense account.


Income: Using the Invoicing feature in QBO will help you monitor your Accounts Receivables and keep good records of all money entering your company.


  1. Set up your Client list & Products & Services list.

  2. Customize your invoice template.

  3. Create and send invoices directly from your QBO file.

  4. Record payments on invoices.

  5. Match payments to bank deposits that are imported from your bank feed.

Reconciling Accounts: Even with the best bookkeeping flow in place, you are bound to make mistakes. That's why it's so important to reconcile your bank, credit card, and loan accounts to your statements on a monthly basis to identify and resolve errors.


  1. Navigate to the Reconcile tool in QBO.

  2. Select the account you wish to reconcile.

  3. Enter the reconciliation date.

  4. Verify the beginning balance.

  5. Match transactions from your statement to the QBO file.

  6. Review and resolve discrepancies.

  7. Finish, save, and close the reconciliation.


How Prosynergy Creates a Bookkeeping Flow


We have identified several ways to help create a synergistic flow between business owners and their dedicated bookkeepers here at Prosynergy Bookkeeping.


  • Recat: Our clients generally do a great job at capturing receipts for us. Yet occasionally amidst the hustle of daily business operations, some slip through the cracks. That's why we utilize a software called Recat that sends any unidentifiable transactions directly to your inbox. From there, you have the opportunity to provide clarifying comments, ensuring every transaction is accurately accounted for.

  • Statement Retrieval: We need your bank, credit card, and loan statements every month so that we can reconcile the accounts. We use a secure, encrypted portal to store your account login information so you don't need to worry about sending us this information on time. Your client partner will retrieve this data and send it along to your dedicated bookkeeper who will then complete the monthly tasks.

  • Regular Bookkeeping: Many small and medium sized business owners struggle to find a consistent time to execute the weekly and monthly bookkeeping tasks for their companies. That's why we make sure to get your project on our calendar to ensure that the work gets done regularly and on time. This mitigates the all-too-common bookkeeping pileup and ensures that you get your reports every month.


Establishing a streamlined Bookkeeping FLOW requires a notable initial investment of time and effort. Yet, the dividends it yields are invaluable. By achieving impeccably organized books and precise reports, you pave the way for your business's expansion and success, making every ounce of effort well worth the investment.




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