QuickBooks Setup & Optimization (QBO)

Sunstone Ledger helps you set up and optimize QuickBooks Online so your bookkeeping stays consistent and reporting is reliable.
The goal is simple: a clean structure, controlled workflows, and reconciliations that match statements—so reports reflect reality.

This service works best when you are starting fresh, migrating, or your current QuickBooks file “works” but the reports don’t make sense.

Who this is for

  1. New businesses setting up QuickBooks correctly from day one
  2. Existing QBO files with confusing categories or unreliable reports
  3. Businesses migrating from spreadsheets or another system
  4. Owners who want a clean monthly workflow and predictable reporting

What’s included

  1. Review of your current QBO file (or a clean starting structure)
  2. Chart of accounts and categories aligned to your business model
  3. Bank feed connection review and cleanup (to reduce duplicates and miscoding)
  4. Controlled rules/workflows for consistent posting (without over-automation)
  5. Basic settings review (tax settings, products/services structure if applicable)
  6. Reconciliation readiness (so bank/credit accounts can be reconciled cleanly)
  7. Reporting structure (P&L, Balance Sheet) for month-to-month comparability
  8. Simple “how to maintain” checklist for ongoing monthly work

What’s not included (typical)

  1. Tax filing and IRS representation (separate service)
  2. Formal financial audits or assurance engagements
  3. Legal services or contract review
  4. Full catch-up for multiple prior periods (handled as Cleanup & Catch-Up)

How it works

  1. Access & intake: you share QBO access and basic info about revenue and expenses
  2. Structure: we build/refine accounts, categories, and reporting logic
  3. Feeds & rules: connect/review bank feeds and create controlled workflows
  4. Validation: test posting and confirm reports behave correctly
  5. Handoff: deliver checklist and recommendations for monthly maintenance

What you get at the end

  1. A clean QuickBooks structure designed for your business
  2. Reduced miscoding and fewer duplicates from bank feeds/rules
  3. Reconciliation-ready accounts (so balances can match statements)
  4. Reports that are easier to interpret and track month to month

What we need from you

  1. QuickBooks Online admin access
  2. List of bank/credit accounts + statements (at least the most recent month)
  3. Revenue streams (how you get paid) and key expense categories
  4. Payment processors / platforms (Stripe, Shopify, Amazon, etc.) if used

FAQ

Can you set up QuickBooks from scratch?
Yes. We can build a clean structure (accounts, categories, workflows) so you start with reliable reporting and an easy monthly process.
Will you automate everything with rules?
We use rules carefully. The goal is consistency and control—over-automation often creates miscoding and duplicates.
Can you fix an existing messy QuickBooks file?
Yes. We optimize the structure and recommend cleanup/catch-up if prior periods need to be corrected for reliable reporting.
Do you use bank feeds or statements?
Either approach works. Bank feeds help with workflow, and statements remain the source of truth for reconciliations.
Do you provide monthly bookkeeping after setup?
Yes—many clients start with setup/optimization and then move into monthly bookkeeping and reporting.

Email us: your business type, how many bank/credit card accounts you have, and your approximate monthly transaction volume — and we’ll recommend the best place to start.