Signs Your Bookkeeping Is Behind (and How to Catch Up)
Most business owners don't realize their books are behind until they need them — for a loan application, a tax return, or a sale. By then it's expensive. Here's how to catch it early.
The warning signs
You can't tell someone your revenue or profit for last month within a day of them asking.
Your accountant asks you for the same document more than once.
You're guessing on quarterly estimated taxes because you don't know what you've earned.
Bank feeds in QuickBooks show hundreds of 'Uncategorized' transactions.
You haven't reconciled a bank account in three or more months.
Your balance sheet has weird numbers — negative bank balances, huge 'Ask My Accountant' amounts, unreconciled loans.
What cleanup usually costs in Montana
Simple cleanup (1–2 accounts, 3–6 months behind, service business): $800–$2,000 one-time.
Medium cleanup (3–5 accounts, 6–12 months behind, some payroll): $2,000–$4,500.
Full-year rebuild or multi-year: $4,500–$10,000+.
Rates vary with how organized your source documents are, not just how many months are behind.
How to catch up efficiently
Gather every bank and credit card statement from your last reconciled month forward. PDFs, not screenshots.
Pull loan statements showing interest vs principal splits.
Compile a list of unusual transactions (owner draws, capital contributions, asset purchases, sale of equipment).
Get prior-year tax return handy — beginning balances have to tie to it.
What to expect during cleanup
Any legitimate bookkeeping firm will scope the work first, quote a fixed fee, and start with the oldest unreconciled month. They shouldn't start with the current month and work backward — that leaves the mess in the middle.
Once caught up, you switch to a monthly maintenance fee so it doesn't happen again. That's the whole point.
A quick disclaimer
This article is general information for Montana small business owners, not tax, legal, or accounting advice for your specific situation. Rules change, and how they apply depends on facts we don't know about you. Before acting on anything you read here, talk to a qualified professional. If you're a Montana business owner and want a real conversation about your books, payroll, or tax, that's what Marlow Accounting is here for — call 406-290-1214 or schedule a discovery call.