Bookkeeping Outsourcing Services for Small and Mid-sized Businesses
Datastub provides outsourced bookkeeping services for SMBs. We handle reconciliations, month-end close, AR/AP tracking, financial reporting, and bookkeeping cleanup through a structured monthly process backed by four-tier internal review.
Whether you need ongoing monthly bookkeeping or help fixing messy books, our outsourced bookkeeping solutions are built to give owners reliable financial visibility without building an internal accounting department.
What usually goes wrong
Most businesses don't outsource bookkeeping until the existing process stops working. By the time owners reach Datastub, one of these is usually already in motion.
Books behind
It's the middle of April and last month's numbers still aren't done. You don't know what you earned, what you spent, or what's actually in the bank. You're running the business on guesses.
Numbers that don't add up
The reports look polished. But the numbers don't match your bank account. Expenses are in the wrong places. Income looks higher than it should — or lower. You can't tell whether the business made money last month.
QuickBooks turned into a mess
Duplicate entries. Mis-categorized expenses. Accounts that haven't been reconciled in months. The file works, but it doesn't tell you anything anymore.
You're the bookkeeping department now
You started doing the books “just for now.” That was eighteen months ago. The business needs your attention, and you're spending evenings reconciling bank statements.
How Our Outsourced Bookkeeping Service Works
From Discovery to Monthly Close, here's exactly what happens — and when.
Discovery Call
A 30-minute call with Nimesh or a senior to understand your business and where your books stand. No commitment.
Scope & Books Review
We review your books — Reconciliations, Transactions, Chart of Accounts — and find the gaps. You get a written scope with pricing and timeline.
Onboarding
We get access to your software and tools, set up how we'll communicate, and lock in your monthly financial review slot.
Ongoing Bookkeeping
Weekly reconciliations, month-end close, AR/AP tracking, and management reports on a published calendar. Every output passes a through review before it reaches you.
Monthly Financial Review
A 30 to 45-minute walkthrough of your numbers with your account manager. What changed, what to watch, and what the data supports.
What's Included in Our Outsourced Bookkeeping Solutions
Datastub's outsourced bookkeeping services covers everything from initial cleanup through ongoing monthly close. Pick what you need, or take the full operational stack.
Books cleanup
Catch-up bookkeeping for businesses with backlogs, broken reconciliations, or historical issues. Months or years of disorganized books rebuilt, transactions re-categorized, chart of accounts restructured if needed. Scoped after the books review; pricing fixed before work begins.
Monthly bookkeeping
Ongoing transaction work on a published cadence. Bank, credit card, and merchant account reconciliations weekly as standard, daily for high-volume operations. Transactions coded, reconciled, and ready for month-end close.
Expense allocation
Categorization, cost-center coding, and allocation across locations, departments, projects, or product lines — whatever maps to how you actually run the business. Built so your reports tell you where the money went, not just how much.
Accounts receivable & accounts payable
Customer invoicing, payment tracking, and aging follow-up on the AR side. Vendor bill entry, payment scheduling, and approvals workflow on the AP side. Both run on a defined weekly rhythm with your team's approvals built in.
Month-end close
The discipline of locking the books. Accruals, deferrals, intercompany eliminations, and supporting schedules completed on a published monthly calendar. Standard turnaround is 5–10 business days after month-end; faster on tighter calendars by arrangement.
Financial reporting
Monthly P&L, balance sheet, and cash flow statement — plus custom management reports built around how your business actually operates. By location, by product, by project, by entity, whatever the decisions need.
Accounting software setup
QuickBooks Online, QuickBooks Desktop, or Xero implementations. Migrations from spreadsheets, legacy platforms, or older versions of QuickBooks. Your file rebuilt in the new system without losing history or breaking historical reporting.
Multi-entity bookkeeping
For businesses operating across multiple entities, locations, or states. Intercompany transactions, eliminations, consolidated reporting, and entity-level financials. Common for growing eCommerce, real estate, and contractor businesses with multiple LLCs or DBAs.
Why Businesses Choose Datastub for Outsourced Bookkeeping
Outsourcing your books 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 output passes through 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?
- US-hosted Microsoft security stack, encrypted at every level.
- Role-based, office-only access — and covered by E&O and cyber insurance.
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 meeting to walk through your numbers — not just send them.
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 bookkeeper 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 Bookkeeping Outsourcing Engagements.
Three Real Bookkeeping Engagements — What We Found, What We Did, and What It Meant For The Client.
Vendor Payments Reconciled - $900,000 Recovered
A US wholesale importer paying suppliers in China daily.
Matching payments against vendor confirmations, we found three payments of $300,000 each that the vendor had never applied — an identical earlier payment had masked them.
We raised it, the vendor confirmed the error, and $900,000 came back.
$900,000 Recovered.
Rebuilt: Seven Months of Books
A fashion eCommerce brand came to us for sales tax.
Reviewing the file, we found every deposit booked as income and every payment as an expense — sales tax included, no accruals, no working chart of accounts. We built a proper chart of accounts and rebuilt seven months from source records.
Seven Months Rebuilt
A Full Year Rebuilt in 30 Days
A painting contractor brought us in to take over from their previous bookkeeper.
The handover surfaced a year of miscategorized expenses and income that was never tracked by job. We rebuilt the full year in 30 days and set up job costing and project-level allocation.
Full Year Rebuilt In 30 Days
Industries we know deeply
We work with businesses in every industry. These are some we know inside out.
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 ->Adult 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
The things people want to know before they pick up the phone. Still unsure?
Can you help if our books are behind? +
Yes — it’s one of the most common reasons businesses come to us. Whether you’re a few months or a few years behind, we rebuild from wherever your books are. Cleanup is scoped after a books review, with fixed pricing before any work starts.
What does outsourced bookkeeping with Datastub cost? +
Pricing depends on transaction volume, number of accounts, and which services you need. After the books review you get a written scope with fixed pricing — no hourly surprises. Most ongoing engagements run on a flat monthly fee.
Is outsourced bookkeeping more affordable than hiring internally? +
Usually, yes. A full-time in-house bookkeeper carries a salary plus benefits, payroll taxes, software, and training. With Datastub you get a full team — accountants, reviewers, an account manager — for less than the cost of one in-house hire, and no hiring or coverage risk.
Will I still have visibility into my own finances? +
Completely. Your books stay in your accounting software, under your ownership — you can log in any time. On top of that, you get monthly reports and a monthly review call. Outsourcing the work doesn’t mean handing over access.
How often are financial reports delivered? +
Monthly, on a published calendar — P&L, balance sheet, and cash flow statement, plus any custom reports your business needs. Month-end close completes within 5–10 business days, and your monthly review call walks you through what the numbers mean.
What accounting software do you work in? +
QuickBooks Online, QuickBooks Desktop, and Xero, primarily. If your books are on another platform or in spreadsheets, we’ll either work in it or migrate you — and tell you which makes more sense before any work begins.
Can you collaborate with my CPA or tax preparer? +
Yes. Many clients keep their existing tax CPA. We keep your books clean and current year-round, then hand your tax preparer a clean year-end package — coordinating directly with them so nothing falls between the two.
How is this different from hiring a local bookkeeper or a freelancer? +
A freelancer is one person — if they’re sick, on vacation, or stop responding, your books stop. Datastub is a team with a four-tier review, a named account manager, and documented process. You get continuity and oversight a single bookkeeper can’t offer.
Research us the way you research now.
Get straight answers about how our bookkeeping services works — without browsing the whole website.
What's included in Datastub's outsourced bookkeeping?
My books are way behind. Can Datastub clean them up?
Should I outsource bookkeeping to Datastub or hire in-house?
Does Datastub know 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 books clean — and keep them that way.
Book a free consultation. We'll look at where your books are, what they need, and whether Datastub is the right fit. No commitment, no obligation.