Financial administration is easy to fall behind on when you’re focused on running the business itself. Vandulo’s bookkeeping, payroll, and secretarial support keeps these recurring tasks on a consistent schedule, so nothing gets missed at month-end or during tax season.
What’s Included:
Most business owners didn’t start their company to reconcile bank statements or chase receipts. So bookkeeping becomes the task that gets pushed to the weekend, then to the end of the month, then to the week before taxes are due. By then, transactions are uncategorized, receipts are missing, and the accountant’s bill goes up because they’re cleaning up a year of records instead of reviewing organized books.
Falling behind costs more than time. Without current financial records, it’s hard to know which services are profitable, how much cash you’ll have next month, or whether a client is overdue on an invoice. Late payroll or missed filings can bring penalties and damage employee trust. Consistent bookkeeping and payroll support keeps your numbers current, so decisions are based on facts rather than guesses.
Payroll has to be right every time. We help you run it on schedule by collecting hours and changes, entering payroll in your payroll platform, reviewing it for errors before submission, tracking paid time off, and organizing payroll records and reports. We also help onboard new employees and contractors by gathering required forms and setting them up in your payroll system. Final approval of every payroll run stays with you, and tax filing responsibilities are handled through your payroll provider and accountant.
Beyond the numbers, every business has records that need to be organized and maintained: contracts, licenses, insurance certificates, vendor agreements, meeting notes, and corporate documents. We keep these organized in secure cloud storage with clear naming and folder structures, track renewal dates for licenses and insurance, and maintain logs and records so you can find what you need quickly. This pairs well with our administrative and email support service.
We work in the platforms small businesses already use, such as QuickBooks Online, Xero, FreshBooks, and Wave for accounting, and Gusto, ADP, and QuickBooks Payroll for payroll, along with receipt-capture tools and cloud storage like Google Drive, Dropbox, and OneDrive. If you’re still using spreadsheets, we can help you move to an accounting platform that fits your business.
Modern accounting tools increasingly use automation and AI to suggest categories for transactions, read receipts and invoices, and match payments to invoices. We put those features to work and set up rules that handle routine transactions automatically, then review the results so accuracy stays high. For businesses with high transaction volume, our custom AI business automation service can go further, such as automatically processing invoices from email or syncing data between your store, payment processor, and accounting software.
Financial information is sensitive, and we treat it that way. We use access you grant through your software’s user permissions rather than shared passwords, so access can be limited and revoked at any time. Documents are stored in secure, access-controlled cloud folders. We never move money without your approval, and we follow confidentiality practices for all client data.
Bookkeeping support is not a substitute for a licensed CPA or tax professional, and we don’t provide tax or legal advice. Our role is to keep your books accurate, organized, and current so your accountant can focus on tax planning, filings, and advice. Many accountants appreciate working with clients whose records arrive clean and complete, and it often reduces the time, and cost, of their work.
1. Review. We look at your current accounting setup, how far behind the books are, and what you need help with. 2. Catch-up. If records are behind, we bring them up to date first. 3. Routine. We set a recurring schedule, such as weekly categorization and monthly reconciliation and reporting. 4. Communication. You’ll know what we need from you, such as receipts or approvals, and when you’ll receive reports. 5. Ongoing improvement. As we learn your business, we add automation and rules to make the process faster.
Accurate, current bookkeeping isn’t just about compliance. It gives you a clear view of the business that makes better decisions possible:
Our bookkeeping and payroll support is a strong fit for small businesses without a full-time bookkeeper, owners who currently do their own books at night or on weekends, growing companies whose transaction volume has outpaced a part-time setup, real estate professionals and investors tracking income and expenses across properties, service businesses with many small invoices, and eCommerce stores reconciling payments from several platforms. Whether you need a few hours a month or ongoing weekly support, we’ll set up a schedule that fits your volume. It works hand in hand with our broader virtual assistant services and data entry and database management.
Hiring an in-house bookkeeper means salary, benefits, training, and coverage for vacations and sick days. Outsourced support gives you consistent, scheduled help without those overhead costs, and it can scale up or down as your business changes, such as adding payroll support when you hire your first employees or increasing hours during busy seasons.
Weekly: categorize new transactions, upload and match receipts, enter vendor bills, and send invoices for completed work. Before each payroll: collect hours and changes, prepare the payroll run, and send it to you for approval. Monthly: reconcile every bank and credit card account, follow up on overdue invoices, and deliver a profit and loss statement, balance sheet, and short summary of anything that needs your attention. Quarterly and yearly: organize records and reports for estimated taxes, year-end filings, and your accountant’s review. Every step is documented, so you always know what was done and what’s coming next.
FAQ
Do you replace our accountant, or work alongside them?
We work alongside your accountant, handling the ongoing data entry and organization that makes their work (and tax time) easier.
Is this available as a recurring monthly service?
Yes, bookkeeping and payroll support is typically structured as an ongoing monthly service.
Can you catch up books that are months behind?
Yes. Catch-up bookkeeping is a common starting point, after which we move to a regular monthly schedule.
Do you need our banking passwords?
No. We work through user access that you grant in your accounting software and bank feeds, never shared passwords.
Will you make payments on our behalf?
We prepare bills and payments for your review, and payments are only sent with your approval.
Related: Virtual Assistant Services · Data Entry & Database Management
Call or text (347) 470-7724 to discuss bookkeeping and payroll support.