How it works

How it works, from intake to every week

Short answer: You connect your bank to QuickBooks, upload your statements and settlement sheets, and take a 15-minute call. After that we split each weekly settlement, match it to your deposit, reconcile every account monthly, and send your numbers report by the 10th. You never send a bank password.

1. Free books check

Tell us in two lines how you keep your books now. On a 15-minute call we tell you what shape they are in and quote a fixed price. Start here.

2. What you send us

1. Connect your business bank and cards to QuickBooks bank feeds yourself (we walk you through it on a screen share if you like)
2. Bank and card statements as PDFs, every month we're covering
3. Every weekly settlement sheet in that period, as a PDF or a clear photo
4. Your carrier's year-to-date summary or last year's 1099
5. Your monthly miles, from your ELD, trip records or IFTA report, so we can show your cost per mile
6. Loan statements or payoff letters for your truck and any business loans
7. Your escrow balance statement, if your carrier holds escrow
8. The first page and pay terms of your lease agreement with the carrier
9. For a lender package: the business pages of your last two tax returns, your EIN letter or LLC papers, and your insurance certificate

Everything goes into a private upload folder that only you and we can see. Please don't text or email documents.

3. A 15-minute call

We set your rules once: which accounts are business, which spending is personal, how nights away work on your runs, and what deductions your carrier takes. Those rules are written down and applied the same way every month.

4. Every week

When your settlement sheet comes in, we read it and check its math: gross pay plus reimbursements minus deductions must equal the net, and the deduction lines must add up to the deduction total. A sheet that doesn't add up is read again by a person before anything is recorded, and a person reviews every entry before it goes into your books. Then we record it at gross with each deduction in its own account, and match it to the deposit when your bank shows it.

5. Every month

Every account is reconciled to its statement. By the 10th you get your monthly numbers report: what you made and kept, cost per mile, your biggest costs and what moved since last month, and your escrow balance, plus your profit and loss and balance sheet. We add a short note: anything we need from you, and the next question for your tax preparer.

6. Every quarter and at year-end

A year-to-date report each quarter, so you and your preparer can adjust your estimated payments to what you actually earned. At year-end, your income is tied to your carrier's 1099 and your preparer gets a clean packet.

7. If you leave

You get your QuickBooks file or a full export, plus every document, within five business days. No exit fee, and nothing held back.