Secure access
Confirm owner-level access to QuickBooks, banks, payroll, payment processors, and document storage. Export current reports before edits.
Bookkeeping recovery plan
Your bookkeeper left and the books are behind. Here’s the recovery plan.
Quick answer
First preserve access and exports, then identify the last month you trust. Inventory missing statements, unreconciled accounts, uncategorized activity, payroll or sales-tax deadlines, and open questions before hiring help or changing old entries.
Signs to look for
- No one can say which month was last reconciled
- Statements or receipts are missing
- Uncategorized and Ask My Accountant balances are growing
- Reports change dramatically when the date range moves
What to do next
Set the cutoff
Find the last month whose bank and card accounts reconcile and whose reports were actually reviewed.
Scope the backlog
Count months, accounts, transaction volume, missing documents, and deadline-sensitive items before accepting a cleanup quote.
Where TrainedBooks fits
TrainedBooks gives you a free software diagnostic before you pay for cleanup. It surfaces likely categorization gaps, duplicate activity, and reconciliation questions so the backlog is easier to scope.
The current QuickBooks Online integration imports Purchases and Deposits for analysis. It does not write transactions back, move money, file taxes, or replace a licensed professional.
Frequently asked questions
Should I start over in a new QuickBooks company?
Usually not before an experienced professional evaluates the file. Starting over can break history, reporting continuity, payroll links, and prior-year comparisons.
How much history should be cleaned up?
Start with the earliest unreliable month and consider tax filings, lender reporting, payroll, and sales-tax periods. Complex or already-filed periods may require an accountant.
Is TrainedBooks a replacement bookkeeper?
For catch-up work, a person really does do it: software does the first pass and a human reviews and signs off. TrainedBooks is not a CPA firm or a tax preparer, does not file returns, and does not give tax, audit, or legal advice.