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.
99%
Accuracy Rate
6+
Years in Business
250K+
Billable Hours
28+
Years of Combined Leadership
7+
Industries Served
All 50
States
What Usually Goes Wrong Without Outsourced Accounting
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 Without the Cash
Your books show $250K in profit, but the bank says $120K. Both can be true — no one can tell you where the other $130K sits. 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 at Tax Time
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
More revenue. More accounts. Maybe a second entity or a new state to deal with. The setup that worked 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 review your financial statements, chart of accounts, and reconciliations — then tell you where your books stand and what needs fixing.
Cleanup, If Your Books Need It
Missed reconciliations, a chart of accounts off industry standard, entries in the wrong place. Fixed first. Cleanup is scoped and priced as its own engagement.
Onboarding & Ongoing Accounting
We get access to your software and tools, set up how we'll communicate, and lock in your monthly financial review slot.
Monthly Financials Review
We close your books on schedule, prepare your P&L and balance sheet, then walk you through what changed and what it means.
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.
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?
- You get a dedicated account manager assigned to your engagement — and a 24-business-hour response on every question.
- A monthly call to walk through your numbers — not just a report in your inbox.
Industry Knowledge
Have you worked with my industry?
- Deep expertise across 7 industries: contractors, repair, eCommerce, home care, real estate, retail, and franchisee.
- We serve others too — and we’ll be upfront if yours is new to us.
Transition
How will the transition work?
- Onboarding starts within 48 hours of signing.
- 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 with all your documents, ready for your next firm.
Real Results From Our Accounting Outsourcing Engagements
Three Real Accounting Engagements - What We Found, What We Did, and What It Meant For The Client.
Food Delivery App Payouts, $12,000 Recovered
A 15-location sandwich franchise was recording delivery app discounts as lost revenue, so their margins looked far worse than they were. We audited every merchant payout and remapped their accounting system to capture the platform-funded portion of each promotion. Daily sales came back accurate, and $12,000 in unrecorded payouts surfaced.
$12,000 Recovered · Merchant Payout Audit · Franchisee
Multiple Entities, One Clear Report
A $4.5M Texas real estate firm managed 15+ property accounts only in spreadsheets, with contractor unpaid bills and uncollected rent. In 30 days, we reconstructed months of bank records, organized their balances, and consolidated every entity into one clean accounting structure. We replaced a 20-page document with a single weekly report that tracks cash on hand, bills due, and rent owed.
30-Day Cleanup · Multi-entity Accounting · Real Estate
Profit by Channel. 8,000 Orders a Month
A $3.5M California cosmetics brand fulfilling 8,000 monthly orders couldn’t tell which of its channels — Amazon, Shopify, or Walmart — was making money. We connected every sales channel into QuickBooks Online, broke out platform fees, returns, and ad spend, and cleared a backlog of unpaid supplier bills. They now get a profit report within 5 days of month-end, by channel.
5-Day Month Close · Profit Reporting · e-Commerce
Industries We Know Deeply
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
Multi-channel sales, inventory by SKU, marketplace fees, returns, multi-state sales tax.
We reconcile Shopify, Amazon, eBay, and Etsy into clean books and handle the nexus filings.
Read More ->Wireless repair
Parts inventory across 30K+ SKUs, multi-location, repair vs. resale sales tax rules.
This is the industry we started with in 2019. We've handled the messiest cases.
Read More ->Contractors
Job costing, WIP, retainage, schedule-of-values, 1099 vs. W-2 classification.
We track every job to a real margin so you know which work is making money.
Read More ->Real estate
Per-property books, depreciation, 1031 exchanges, operator vs. investor entity structure.
One client. Multiple LLCs. Books that roll up cleanly at year-end.
Read More ->Home Care
Caregiver payroll, multi-state compliance, Medicaid billing reconciliation.
We handle the payroll mechanics and the S-Corp election questions that come with growth.
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 About Outsourced Accounting
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?
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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?
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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?
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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?
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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?
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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?
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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?
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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?
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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 Our Outsourced Accounting Services the Way You Research Now
Get straight answers about how our outsourced accounting works — without browsing the whole website
What's included in Datastub's accounting service?
Do I need bookkeeping or accounting?
How does month-end close and reporting work?
Is Datastub right for my industry?
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.