Accounting Outsourcing Services for Small and Mid-Sized Businesses
Datastub runs the full accounting function for businesses that have outgrown basic transaction processing — month-end close, reconciliations, financial statements, and monthly reporting you can run the business on. Every deliverable passes a four-tier internal review before it reaches you.
Whether you’re growing, preparing for financing, managing multiple entities, or want complete confidence in your numbers every month, Datastub gives you a reliable accounting function — without the cost and overhead of hiring in-house.
What Usually Goes Wrong
You don’t go looking for an accounting team because you need help recording transactions. You need accounting that gives you the clarity and confidence to make your next business move.
Profit on paper, but the cash isn’t there
Your books show $250K in profit, but your bank balance says $120K. Both can be true — but no one can tell you where the other $130K went. Tied up in receivables? Inventory? Until someone explains the gap, that profit is just a number.
You get the financials too late
By the time the numbers are ready, half of next month is already gone. The financials might be accurate, but they’re old — and you can’t make decisions on numbers that old.
Accounting only happens when taxes are due
You start fixing the numbers in January because they’re due to your tax preparer by the end of February. The rest of the year, you run the business on instinct and cash — purely guessing.
Your business has outgrown its accounting
More revenue. More accounts. Maybe a second entity or a new state to deal with. The setup that ran fine when you were smaller can’t keep up now — and you feel it at every close. Growth should feel better than this.
How Our Outsourced Accounting Service Works
From the first call through your monthly review, here’s exactly what happens — and when.
Discovery Call
A 30-minute call with Nimesh or a senior. We learn how your business runs, what reporting you need, how your accounting works today, and where it’s letting you down. No obligation.
Accounting Records Review
We go through your books — financial statements, chart of accounts, reconciliations, how your reporting is set up. We find the gaps, the inconsistencies, and anything that needs fixing before we take over. You get a straight answer on where your books actually stand.
Cleanup, If Your Books Need It
If the review turns up historical issues like missed reconciliations, a chart of accounts that doesn’t follow industry standards, entries in the wrong place — we fix those first. Cleanup is scoped and priced as its own engagement, so you see exactly what it covers and what it costs before any work starts.
Onboarding & Ongoing Accounting
Once you sign, we move fast — onboarding begins within 48 hours. We get access to your software and tools, set up how we’ll communicate, and lock in a monthly slot for your financials review, so you always know when your numbers are coming.
Monthly Financials Review
We walk you through the financials — what changed, what needs your attention, what the trends are doing, and what it means for your next move. You get insight, not just a P&L and a balance sheet.
What’s Included in Our Outsourced Accounting Services
Datastub runs your full monthly accounting — from month-end close to the reports you make decisions from. Take only what you need, or hand us the whole function.
Month-End Close
Every month, we close your books on a set schedule — every account reconciled, every adjustment made, all backed by supporting documents. You get accurate numbers, every month. Most closes are done within 5 to 10 business days of month-end.
Financial Statement Preparation
You get your P&L and balance sheet every month. Prepared, reviewed, and sent on an exact schedule. Every statement passes our four-tier review before it reaches you, so you can completely trust the numbers.
General Ledger Management
Your general ledger is the master record everything else is built on. Every transaction is recorded accurately and put into exactly the right category, based on an industry-standard chart of accounts. When the ledger is right, every report you get is right too.
Account Reconciliations
We match every account — bank, credit card, merchant payout — against the actual statements, every month. Every number confirmed exact and backed by supporting documents.
Accruals & Adjusting Entries
These are the behind-the-scenes entries that make your financials accurate — booking income in the month you earned it, spreading large expenses over time, and accounting for depreciation. Skip them and your books look fine but quietly mislead you. We make sure they’re done right, every month.
Management Reporting
Basic reports just show you the past. Our management reports show you what’s working. We organize your numbers the way your business runs — by location, product, or project — and add the performance metrics, budget comparisons, and trends that show you exactly what needs your attention.
Year-End Close Package
At year-end, we finalize your books and build a perfectly organized package — trial balance, financial statements, schedules, and reconciliation backup — ready to file your taxes. Because everything is kept clean and tax-ready all year, you never have to deal with a stressful rush in January.
Multi-Entity Accounting
Running more than one business, location, or state? We handle the transactions between your entities, the consolidated reports up top, and clean financials for each one. Common for growing eCommerce, real estate, and contractor owners juggling multiple LLCs or DBAs.
Why Businesses Choose Datastub for Outsourced Accounting
Outsourcing your accounting raises real questions. Here’s where we stand on the six that matter most.
Quality Control
Will I be able to control quality across an outsourced team?
- Every reconciliation, statement, and close package passes a four-tier review: accountant → senior → lead → manager.
- One assigned account manager who owns your engagement end to end.
Data Security
Will my data be safe?
- Microsoft 365 environment, encrypted in transit and at rest.
- Role-based, office-only access — NDAs and audit trails on every file.
Point of Contact
Who’s my point of contact?
- One named account manager assigned to your engagement.
- Every question answered within 24 business hours.
- A monthly call to walk through your numbers — not just a report in your inbox.
Industry Knowledge
Have you worked with my industry?
- We work across almost every industry.
- Seven we know deeply: eCommerce, wireless repair, contractors & construction, real estate, adult home care, retail, and franchisee.
- We serve others too — and we’ll be upfront if yours is new to us.
Transition
How will the transition work?
- We review your records within 5 days; once you sign, onboarding starts within 48 hours.
- Whatever your previous accountant left behind, we’ll sort it out — that’s our job, not yours.
Flexibility
What if it doesn’t work out?
- 60 days’ notice — no long-term contracts.
- A clean handover — records, reconciliations, and history packaged for your next firm.
- You leave with everything you need. No clawbacks, no holds.
Real Problems We’ve Solved
We don’t claim to be good at this. We’d rather show you.
A $900,000 Discrepancy Nobody Else Caught $900,000 Discrepancy
A US wholesale importer paid suppliers in China every day. Reconciling their AP against the bank, we found three payments of $300,000 each — $900,000 in total — that the vendor had never confirmed or applied to the balance. An identical earlier payment had hidden them in the ledger. We flagged it, the vendor confirmed the error, and the client got $900,000 back.
$900,000 recovered · AP reconciliation · Wholesale import
Multiple Entities, One Clear Report Clear Report
A Texas real estate group hit $4.5M in revenue — but a separate company for every property had spawned more than 15 bank accounts. Contractor bills slipped through the cracks, rent went uncollected, and the owner was running everything off a tangle of spreadsheets. In 30 days we rebuilt it: months of bank records reconstructed to find every missing dollar, payables and receivables sorted into who owes what, and the whole thing mapped into one clean structure. Then we threw out their 20-page report and replaced it with a single weekly page — cash on hand, bills due, rent to collect. Now the owner checks one page a week and knows exactly where things stand.
30-day cleanup · Multi-entity accounting · Real estate
Missing Profit at a $3.5M Cosmetics Brand $3.5M Cosmetics Brand
A California cosmetics brand with $3.5M revenue was moving 8,000+ orders a month across Amazon, Shopify, and Walmart — but hidden marketplace fees and unverified warehouse records left the owners with no real idea what they were making. We connected every sales channel straight into QuickBooks Online, broke out platform fees, returns, and ad spend, and cleared a backlog of unpaid supplier bills. Now, instead of guessing, they get a clear profit report within 5 days of month-end — the exact numbers they need to scale with confidence.
5-day close · Profit reporting · eCommerce
Industries We Know Inside Out
Every industry has its own accounting quirks — the software, the tax rules, the numbers that actually matter. These are the seven we work in every day.
eCommerce
Marketplace fees, multi-channel sales, inventory, and sales tax across states, reconciled and reported clean.
Read More ->Wireless Repair
POS data, parts inventory, and sales tax handled so the store’s numbers add up.
Read More ->Contractors & Construction
Job costing, progress billing, and payroll by project — so you know which jobs make money.
Read More ->Real Estate
Multi-entity books and property-level reporting, with clean cash tracking across every LLC.
Read More ->Adult Home Care
Payroll-heavy operations, multiple pay rates, and compliance-ready books.
Read More ->Retail
Inventory, daily sales, and margin reporting that shows what’s really selling.
Read More ->Franchisee
Multi-unit reporting and franchisor-compliant books, consolidated across locations.
Read More ->We Also Serve Industries
Don't see yours here? We've handled plenty that aren't on this list.
Get in TouchQuestions Owners ask First
The things people want to know before they pick up the phone. Still unsure?
What’s the difference between bookkeeping and accounting? which do I need? +
Bookkeeping records and categorizes your transactions — reconciliations, coding, AR/AP. Accounting takes that foundation and adds the layer that makes it usable: adjusting entries, accruals, financial statements, general ledger management, and a month-end close that produces numbers you can actually decide from. You’ve outgrown bookkeeping alone when you’re making real decisions off your financials, reporting to a lender or investor, running multiple entities, or closing the books each month and still not trusting what they say. Most growing businesses need both — and Datastub provides both, separately or combined.
How much does outsourced accounting cost? +
It depends on scope — transaction volume, number of entities, the states you operate in, and how much of the accounting function you hand us. Pricing starts at $250/month and is quoted as a fixed monthly retainer, so you know your exact cost up front with no hourly surprises. We scope it precisely during the records review and give you one clear number before any work begins.
What exactly is included, and what costs extra? +
Your monthly retainer covers the ongoing accounting function — month-end close, reconciliations, financial statements, general ledger management, accruals and adjusting entries, and your monthly review. A few things are scoped and priced separately: cleanup of historical books (if your records need correcting before we take over), tax preparation, CFO and advisory services, and one-time software setup or migration. We tell you exactly what’s in your retainer and what isn’t before you sign — nothing buried.
What if our books have backlogs right now? +
Most clients come to us after something’s already broken. We start with an accounting records review, identify what needs correcting, and scope that cleanup as its own fixed-price engagement before any ongoing work begins. You’ll see exactly what it covers and what it costs first — we never fold a backlog into your monthly fee quietly.
Is my data safe? and will I still have control of my books? +
Yes, on both. Your books stay in your accounting software, under your ownership — you can log in any time, and you get monthly reports and a review call on top. Outsourcing the work never means handing over access or control. On security, everything runs in a Microsoft 365 environment, encrypted in transit and at rest, with role-based, office-only access and audit trails on every file; sensitive documents move through a secure portal, never email. Outsourcing also adds separation of duties — a safeguard most small in-house teams don’t have.
What accounting software do you work in? +
QuickBooks Online, QuickBooks Desktop, and Xero, primarily. If your books are on another platform or sitting in spreadsheets, we’ll either work in it or migrate you — and tell you which makes more sense before any work starts. Software setup and migration is quoted separately, one time, so you see the cost before we begin.
How often are financial reports delivered? +
Monthly, on a published calendar — your P&L and balance sheet, plus any management reports your business needs. Month-end close finishes within 5–10 business days, and your monthly review call walks you through what the numbers actually mean for your next move.
Can you work with my existing CPA or tax preparer? +
Yes. Many clients keep their tax CPA for returns. We keep the books clean and current all year, then hand your CPA a complete year-end package — coordinating directly so nothing falls between the two of us.
Research Us the Way You Research Now
Have questions about our accounting service? Ask an AI. These prompts open ChatGPT, Claude, or Perplexity with a question already loaded — each one points the AI to this page, so the answer reflects what we do.
How much will it cost to outsource my bookkeeping?
My books are 2 years behind. Can Datastub fix it?
How is Datastub different from QuickBooks Live or Bench?
I already have a bookkeeper. What's switching like?
Logos open the respective AI tool in a new tab with the question prefilled. Answers come from the AI tool, not Datastub.
Let’s Get Your Accounting Right — and Keep It That Way
Book a free consultation. We’ll look at where your books are, what your accounting function needs, and whether Datastub is the right fit. No obligation.