Consultants & Coaches: Clean Up Your QuickBooks in 5 Simple Steps

You advise others for a living—make sure your books reflect the same level of clarity and professionalism.

If your QuickBooks file feels cluttered, incomplete, or just plain wrong, you’re not alone. Many consultants and professional service providers push bookkeeping to the back burner... until tax season hits or a CPA says, “Fix this.”

The good news? Cleaning up your QuickBooks Online (QBO) doesn’t have to be overwhelming. These 5 simple steps will help you get your books in order—so you can focus on serving clients and growing your business.

Step 1: Categorize Transactions Accurately

Dumping everything into “Uncategorized” isn’t a system—it’s a liability.

🧠 What to do:
Go to your Banking tab. Assign correct categories to recurring expenses (Zoom, Canva, Stripe fees, office supplies). Set up bank rules to save time moving forward.

✅ Why it matters:
Clean categories = accurate reports and no missed deductions.

Step 2: Fix Open Invoices & Unapplied Payments

Are your reports showing unpaid invoices even after clients paid? You’ve got unmatched transactions.

🧠 What to do:
Run your Accounts Receivable Aging Report. Match any unapplied payments to the correct invoices. Remove duplicates or errors.

✅ Why it matters:
You’ll avoid chasing clients unnecessarily—and keep your revenue reports accurate.

Step 3: Review Payroll and Contractor Payments

Whether you pay yourself, a VA, or subcontractors, accuracy is key.

🧠 What to do:
Double-check that your payroll records match filings. Make sure contractor payments are correctly categorized and 1099-ready.

✅ Why it matters:
Prevents IRS issues, ensures compliance, and saves time come January.

Step 4: Reconcile Your Bank & Credit Card Accounts

If your QBO balance doesn’t match your actual bank, it’s time to reconcile.

🧠 What to do:
Use the Reconcile tool in QBO. Compare transactions to your bank and credit card statements. Flag anything that looks off.

✅ Why it matters:
Clean reconciliation builds trust in your reports—and helps you plan with confidence.

Step 5: Run Financial Reports & Spot Red Flags

Data is only valuable if it’s accurate.

🧠 What to do:
Run your Profit & Loss and Balance Sheet. Look for odd entries—like negative balances or high expenses that don’t align with your business model.

✅ Why it matters:
Clear reports = smarter decisions and fewer surprises at tax time.

FAQ for Coaches & Consultants

Q: What if my income is inconsistent month to month?
Accurate categorization and reporting can help you identify patterns and plan better—even with variable income.

Q: Do I need to track every small expense (like software or subscriptions)?
Yes—those add up and are often deductible.

Q: Can I use QBO to track income by client or program?
Absolutely. Use classes or tags in QBO to separate income sources for better analysis.

Q: What if this feels overwhelming?
That’s what we’re here for. DBR specializes in QuickBooks cleanup for consultants and service providers.

Conclusion

Your clients trust you to help them succeed—now it’s time to do the same for your own business.

📅 Need expert help cleaning up your QuickBooks before tax season?
Book a free call with Dr. Bryan Raya today.
👉 https://calendly.com/dbr_bookkeeping/book-a-free-call-with-dbr

Let’s start Doing Business Right.
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