FAQs | Outsourced Accounting Explained

Controller Works FAQs

Controller Works – FAQ Guide

Clear, accurate financials that drive smarter decisions and business growth.

GENERAL INFORMATION

What services does Controller Works offer?

We provide high-touch, monthly financial support for small business owners through services including:

Bookkeeping & Bank Reconciliations
Financial Statement Preparation
Accounts Payable & Receivable Management
Payroll Support (via Gusto or other platforms)
Sales Tax Filings
Fractional Controller
Financial Analysis & KPI Tracking
Monthly or Quarterly Check-Ins with Your Accountant

Our service packages are structured around your revenue level and operational
complexity, with additional options for custom support.

HOW OUR PROCESS WORKS

How does your monthly process work?

We follow a structured timeline every month:

By the 10th: Bookkeeping is completed
By the 15th: An accountant reviews and finalizes your books
By the 20th: Financial reports are securely uploaded in Financial Cents

If we’re missing anything (like bank statements), we’ll still provide a summary and list what we need.

How do I receive my reports?

You’ll receive a notification from Financial Cents when your reports are uploaded. These reports are never sent by email to protect your financial privacy. You’ll receive:

A Monthly Summary Email
PDF reports (P&L, Balance Sheet, and notes)
Any additional documents (like a General Ledger or transaction list) if needed or requested

What happens if I don’t upload documents on time?

If bank statements or other key documents aren’t received by the 20th:

We close out the workflow for the month
We’ll send you a summary of what was completed
Reports will not be issued until the missing information is received

We’ll continue the bookkeeping and services on our end but only issue reports once everything is received.

COMMUNICATION & SUPPORT

How do I talk to the Controller Works team?

We use Financial Cents as our main communication platform. You can:

Message your bookkeeper or accountant directly
Respond to tasks or questions
Upload and view documents
Track your tasks and documents requested by your accounting team

For detailed walkthroughs, we’re happy to hop on a call or send a quick Loom video.

Can I request a check-in meeting?

Yes. Monthly or quarterly check-ins are built into your plan. You can always schedule a call to:

Review your financials
Talk through concerns
Plan ahead with data-backed insights

SCOPE & RESPONSIBILITIES

What’s included in my monthly bookkeeping package?

Accurate categorization of transactions in QBO
Monthly reconciliations of bank, credit card, and liability accounts
Financial report generation (P&L and Balance Sheet)
Support with uncategorized transactions or anomalies
Monthly reporting and insights

Do you offer payroll, bill pay, or invoicing?

Yes! These services are available as add-ons or included in our Controllership Plan.

Payroll via Gusto (our platform of choice)
Bill payment support (Accounts Payable)
Customer invoicing and tracking (Accounts Receivable)
E-commerce and integration support

Why doesn’t Controller Works handle annual report renewals with the Secretary of State?

While we provide ongoing financial clarity and support, we do not handle administrative compliance tasks such as annual report renewals with the Secretary of State. These filings are legal in nature and vary widely by state and business type. We recommend working with your business attorney, registered agent service, or using platforms like LegalZoom, or your state’s official website to complete these renewals on time.

Do you offer tax preparation?

No, we do not provide tax prep services. However, we make sure your books are clean, organized, and 100% tax-ready so your CPA can file quickly and efficiently. We’re happy to collaborate with your tax professional.

Exception for tax preparation is only for the clients with grandfathered agreements from when tax preparation was a service we actively offered.

ACCOUNTING EDUCATION

Why choose an accountant?

An accountant helps you go beyond compliance:

Understand what your numbers mean
Catch financial issues early
Plan ahead with clarity
Make informed decisions with confidence

You don’t need to be a financial expert—but having one on your team changes everything.

Outsourcing vs. In-House Accounting

Outsourced accounting with Controller Works gives you:

A full team (bookkeepers + accountants)
Built-in systems and oversight
Scalability without overhead
More experience for a lower cost

Hiring in-house can be expensive, harder to manage, and limited by one person’s knowledge.

How do I choose the right accountant?

Look for a team that:

Has a structured, repeatable process
Works with businesses like yours
Uses modern tools (QBO, Gusto, etc.)
Communicates clearly and regularly
Offers insight—not just spreadsheets

Controller Works was built to do all of the above.

What’s the difference between the P&L and the Balance Sheet?

Profit & Loss (P&L)	Balance Sheet
Shows income & expenses over a period of time	Snapshot of what you own and owe at a moment in time
Helps answer: Are we profitable?	Helps answer: How strong is our financial position?
Includes sales, costs, operating expenses	Includes cash, assets, liabilities, and equity

We send both every month and walk you through the key takeaways.

What does “Undeposited Funds” mean?

It’s a holding account in QBO for money received but not yet deposited into your bank. Think of it as a temporary drawer for checks or customer payments. It must be cleared monthly to avoid duplicate income or errors in reporting.

Why do I need a W-9 before paying a vendor?

A W-9 gives us the legal info (name, tax ID) needed to issue a 1099 if required.
Without it:

We can’t properly record your vendor expenses
You may face IRS penalties
Your 1099s could be incorrect

Always request it before the first payment is made and share it promptly with our team using the FC portal.

Why resolve uncleared transactions during reconciliation?

Uncleared checks or deposits that linger in your books:

Create a false view of your cash flow
Indicate errors or duplicates
Confuse tax preparers or business owners

Cleaning them up monthly keeps your records clean and accurate.

CLIENT ONBOARDING – WHAT TO EXPECT

Step 1: Welcome & Intake

You’ll receive:

A welcome email
Secure portal access (Financial Cents)
A short intake form to help us understand your business
A kickoff call to align on goals, processes, and tools as well as to introduce you to your assigned accountant.

Step 2: Tech Access & File Setup

We’ll guide you through:

Adding us as an accountant user in QBO
Provide us with accountant/view only access to your financial institutions
Connecting Gusto or e-commerce platforms (if applicable)
Uploading prior year reports, bank statements, and W-9s

Step 3: File Review or Cleanup

If cleanup is needed, we’ll:

Conduct a diagnostic of your QBO file
Create a cleanup project plan
Communicate what we need from you. This may be billed separately if not included in your package.

Step 4: Begin Monthly Services

Once setup is complete, you’ll be rolled into our monthly accounting cycle:

Timely bookkeeping and reviews
Reports uploaded by the 20th each month
Ongoing communication through Financial Cents

Step 5: First Check-In

After your first quarter, we’ll review your experience, answer questions, and make any needed adjustments to the process.

What we need from you:

✔ Timely upload of bank statements (if only access is not provided)

✔ Access to systems and logins

✔ Quick responses to categorization questions

✔ Commitment to using Financial Cents (we do not email sensitive info)

WHY CHOOSE CONTROLLER WORKS?

At Controller Works, we’re not just here to “do your books.” We’re here to give youclarity, consistency, and confidence—so you can focus on running your business with peace of mind.

Here’s what sets us apart:

Unmatched Quality, Backed by SOPs

Every client file goes through a defined, documented, and quality checked workflow. Our internalStandard Operating Procedures (SOPs)ensure:

Transaction accuracy and proper classification
Timely reconciliations
Financial reports that actually make sense
A second set of expert eyes
This means no surprises, no messy books, and no falling behind.

Fast, Reliable Communication

We guarantee a response to your messages or questions within24 business hours —every time. Whether it’s via email or through our secure Financial Cents portal, your concerns are never ignored or left in limbo. We value clear communication just as much as clean books. communication just as much as clean books.

Security-First Approach

Your financial information stays protected:

No emailing reports—everything is uploaded securely in Financial Cents
Access is strictly managed by permissions
Files are named and stored using clean, auditable systems

Proactive, Not Reactive

We don’t wait until year-end to flag problems. We:

Spot red flags before they become issues
Provide insights on trends, not just totals
Offer guidance on improving processes, and strategy

Whether you're working with us monthly, quarterly, or annually you get the same proactive care and expert review.

Kind, Professional, People-First Culture

You’re never “just a client.” We build relationships with the business owners we serve. That means:

Kind and respectful communication
A judgment-free approach to catching up or cleaning up
Real humans who care about your success

Flexible, Customizable Services

Not every business needs monthly bookkeeping. We’ll meet you where you are— whether it’s:

Monthly
Quarterly
Annually
Or somewhere in between
You get only what you need, built around your business’s unique pace, priorities, and growth stage.

Tools That Work (So You Don’t Have To)

We use:

QuickBooks Online for real-time, cloud-based accounting
Financial Cents for secure communication and document storage
Gusto for payroll (when applicable) …and integrate with platforms like Shopify, Amazon, and more

We handle the backend setup, structure, and systemization—so your accounting is as streamlined as your business.

ACCOUNTING EDUCATION

Why choose an accountant?

An accountant helps you go beyond compliance:

Understand what your numbers mean
Catch financial issues early
Plan ahead with clarity
Make informed decisions with confidence

You don’t need to be a financial expert—but having one on your team changes everything.

Outsourcing vs. In-House Accounting

Outsourced accounting with Controller Works gives you:

A full team (bookkeepers + accountants)
Built-in systems and oversight
Scalability without overhead
More experience for a lower cost

Hiring in-house can be expensive, harder to manage, and limited by one person’s knowledge.

How do I choose the right accountant?

Look for a team that:

Has a structured, repeatable process
Works with businesses like yours
Uses modern tools (QBO, Gusto, etc.)
Communicates clearly and regularly
Offers insight—not just spreadsheets

Controller Works was built to do all of the above.

What’s the difference between the P&L and the Balance Sheet?

Profit & Loss (P&L)	Balance Sheet
Shows income & expenses over a period of time	Snapshot of what you own and owe at a moment in time
Helps answer: Are we profitable?	Helps answer: How strong is our financial position?
Includes sales, costs, operating expenses	Includes cash, assets, liabilities, and equity

We send both every month and walk you through the key takeaways.

What does “Undeposited Funds” mean?

Why do I need a W-9 before paying a vendor?

A W-9 gives us the legal info (name, tax ID) needed to issue a 1099 if required. Without it:

We can’t properly record your vendor expenses
You may face IRS penalties
Your 1099s could be incorrect

Always request it before the first payment is made and share it promptly with our team using the FC portal.

Why resolve uncleared transactions during reconciliation?

Uncleared checks or deposits that linger in your books:

Create a false view of your cash flow
Indicate errors or duplicates
Confuse tax preparers or business owners
Cleaning them up monthly keeps your records clean and accurate.

Controller Works FAQs

Controller Works – FAQ Guide

GENERAL INFORMATION

HOW OUR PROCESS WORKS

COMMUNICATION & SUPPORT

SCOPE & RESPONSIBILITIES

ACCOUNTING EDUCATION

CLIENT ONBOARDING – WHAT TO EXPECT

WHY CHOOSE CONTROLLER WORKS?

ACCOUNTING EDUCATION

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