Catch Up Bookkeeping
This guide explains what is catch up bookkeeping, what causes it, and how to identify if you need it. It contains all the components of catch up bookkeeping along with a step-by-step process. It explains if business owners should clear their backlogs DIY or outsource the work to a bookkeeping firm, and if yes, what’s the criteria to find the right bookkeeping firm for catch up bookkeeping.
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Introduction
If your bookkeeping isn’t up to par, it feels everywhere. Cash feels tight, but revenue looks okay. When your CPA/bookkeeping partner asks for reports, you can’t give them solid data that aligns with your business. This leads to a cycle where you stop trusting your numbers yourself.
Catch up bookkeeping is your only solution. You start focusing on achieving accuracy so you can generate data that’s usable for your financial decisions. This guide is your one-stop read for everything about backlogs, how to fix them, what you need to gather, how long it takes, what drives the cost, and what you should expect at the end.
What is catch up bookkeeping?
Catch up bookkeeping is the process of bringing your financial records up to date after you have fallen behind. That includes completing missed months of bookkeeping work and reconciling accounts, so your reports reflect the financial reality of your business.
Catch up bookkeeping vs cleanup vs ongoing bookkeeping
Business owners often mix these terms up. Here is the difference:
Catch up bookkeeping
You are behind for multiple months. The goal is to bring every missed period together, so reports become accurate again.
Bookkeeping cleanup
Your books are recorded, but they’re wrong. Hence, they’re not really useful enough to back up your financial decisions. This happens because of unreconciled accounts, duplicated income, miscategorized expenses, or a messy chart of accounts.
Ongoing bookkeeping
Workflows that keep everything accurate going forward, including reconciliations, close, and reporting.
Most businesses that search for catch-up bookkeeping need catch-up + targeted cleanup. That is normal.
The biggest signs you need catch up bookkeeping
If you recognize any of these, you’re behind on books, and you need to take action immediately.
- Your bank balance does not match what your accounting software shows.
- Transactions are uncategorized and randomly come in.
- You have not reconciled bank or credit card accounts in months.
- Your profit and loss changes every time you open it.
- You do not know what you can safely pay yourself or buy a personal asset.
- You are mixing business and personal spending.
- Your CPA is asking for reports that you cannot produce quickly.
What catch up bookkeeping includes
If you’re struggling with a backlog and planning to outsource your bookkeeping to set up a catch up bookkeeping process. Here’s everything you need to know.
Month-by-month bank and credit card reconciliations
This is the foundation. If accounts are not reconciled, everything else can go wrong. Reconciliation is a process where you match two sets of records (bank statements with your personal records/invoices/receipts) with one another to ensure accuracy.
Income verification, especially if you use Stripe, PayPal, Shopify, Square, or marketplaces
Payouts are a set of all the expenses, fees, refunds, tips, and chargebacks. Proper catch-up bookkeeping tracks down all these different expenditures to find actual revenue.
Expense categorization with rules
Recurring spend should be standardized using clear rules so reports are consistent.
Loan and credit balance verification
Loans come with markups and fees. If loan balances are wrong, your balance sheet is wrong.
Chart of accounts cleanup
Many books are messy because the chart of accounts is not proper. You need a few categories to break down different types of expenses and transactions.
Monthly close and final reporting
At the end of each month, you should have financial statements you can trust and explain.
Your catch up bookkeeping checklist
Here is what to collect before your bookkeeper begins:
Item to Collect | Why You Need It | Where to Get It / Notes |
|---|---|---|
Bank statements (every month you’re behind) | Confirms beginning/ending balances and supports monthly reconciliations | Download PDFs from your bank portal |
Credit card statements (every month you’re behind) | Verifies spending, fees, payments, and ending balances for reconciliation | Card issuer portal |
Access to accounting software | Allows your bookkeeper to review, reconcile, and produce final reports | Add user access in your accounting software (admin or accountant role) |
Payroll reports (by month/quarter) | Ensures wages, taxes, and payroll liabilities are recorded correctly | Payroll provider |
Merchant processor reports (payouts + fees + refunds) | Prevents revenue errors caused by payout timing, fees, refunds, and chargebacks | Stripe/PayPal/Square/Shopify/Amazon dashboards (export payouts + monthly summaries) |
Loan statements | Confirms loan balances, interest, principal, and payment history | Lender portal (bank, SBA, equipment lender, etc.) |
Sales tax reports you filed (if applicable) | Helps validate taxable sales, filings, and payments, and avoid duplicate or missing entries | Sales tax portal or your sales tax tool |
Most recent filed business tax return | Provides a benchmark for totals and helps align year-end categories with your CPA | Your CPA/accountant or your tax filing software |
Bank feed notes (optional but helpful) | Helps identify missing months, disconnected feeds, or duplicate imports | Inside the accounting software bank feed screen, share screenshots if needed |
The step-by-step catch up bookkeeping process
This is the process we use on catch up projects because it minimizes rework and increases accuracy.
Step 1: Scope the backlog and define the goal
You cannot fix everything at once. First, define:
- How many months are behind
- Which accounts exist (banks, cards, loans, payment processors)
- What’s your goal? (tax filing, financing, or visibility)
- Whether you need cash basis or accrual reporting
Step 2: Lock down access and data integrity
A catch up project fails when access is incomplete. Your bookkeeper should request secure access to:
- Accounting platform
- Bank and credit card accounts
- Payroll system
- Merchant processors
- Bill pay tools
Step 3: Confirm starting balances
If starting balances are wrong, every reconciliation can go wrong. A pro will identify and correct issues around the first month being reconciled.
Step 4: Reconcile month by month without skipping
Reconciliation is comparing bank statement activity to what is recorded in your bookkeeping system. Don’t skip a single month.
Step 5: Categorize with rules, then review exceptions
Once reconciliations are done, it becomes easy to categorize. Once you do, your main focus should be exception handling. You can do it by looking at the following, in most cases:
- Unknown transactions become client questions
- Duplicates are removed
- Transfers are properly labeled
Step 6: Record income and major expenses
A good catch up includes a few checks to keep things tracked:
- Does total revenue match with sales reports?
- Are refunds and chargebacks recorded correctly?
- Are payroll and contractor costs correct?
- Do loan balances match statements?
Step 7: Close each month and generate final deliverables
A professional catch up ends with finalized months. That means:
- Reconciled accounts
- Locked periods (where possible)
- Monthly financial statements saved
- Notes on assumptions and special items
How long does catch up bookkeeping take?
Time can vary from one business to another, but the factors included in catch up bookkeeping are the same for every case.
If you provide statements and access quickly, have limited bank accounts and cards, and answer your bookkeeper’s query as quickly as possible, it can speed up the whole process.
How much catch up bookkeeping cost?
Bookkeepers charge for bookkeeping in different ways. Some charge per month of backlog, some charge hourly, and some charge a flat fee for the whole project.
If you’re paying per hour, factors like high volume of transactions with multiple bank accounts and credit cards can drastically increase the cost.
Analyze your business condition and the due months to find a bookkeeper who can fix your books within your desired budget.
What you should receive at the end of catch up bookkeeping
If you partner up with a bookkeeping firm to clear your backlogs, you must know the clear deliverables you should get once the work is done. These deliverables include the following:
Deliverable | Why It Matters |
|---|---|
Profit and Loss (P&L) for each month caught up | Shows true monthly profitability trends so you can spot seasonality |
Balance Sheet for each month caught up | Confirms what you own vs. owe each month |
Current year-to-date (YTD) Profit and Loss and Balance Sheet | Gives a clean big picture view for decision making |
Confirmation that bank and credit card accounts are reconciled | Proves the numbers match the statements |
List of open questions or items to discuss with your CPA | Prevents last-minute tax surprises by flagging grey areas |
Simple plan to keep books current going forward | Stops you from falling behind again by setting a weekly and monthly routine |
Monthly summary of “what changed” and “what to watch” (if provided) | Turns reports into insight by highlighting unusual transactions |
Should you catch up with backlogs DIY, or outsource bookkeeping?
Catch up bookkeeping can work in-house if you’re only a few months or weeks behind with low transactional volume. You can deal with payrolls, or you don’t run them and have simple income streams. Most importantly, you’ve a reliable guy, or you have enough time to do it without interrupting your business operations.
On the other hand, hiring a firm is usually smarter if you’re more than a quarter behind with high transaction volume with payroll, contractors, and multi-stream expenses. Large e-commerce businesses usually have detailed technicalities that become hard to manage DIY.
How to choose the right catch up bookkeeping service
A few simple questions could help you find the right bookkeeping service for catch ups.
Ask about the process
- Ask about the frequency and process of reconciliation for months of backlogs
- Ask about the step by step catch up workflow?
- Ask how they’d navigate through missing documentation?
Ask about deliverables
- What reports will you receive, and how often?
- Will you receive monthly financial reports for each caught-up month?
Ask about communication
- Ask them about the communication process for missing information requests.
- Ask them their expected response time from you for quick and smooth results.
Make sure you talk through every single detail before signing up with them. You should know what’s not included, what’s included, expected timelines, what factors can increase the costs, and how you will navigate through if things go up and down.
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Conclusion
Catch up bookkeeping helps clear backlogs to give you information that helps to achieve financial clarity that you can use immediately to make better business decisions. If catch up bookkeeping doesn’t help you put your money in the right place, then it’s of no use.
Whether you plan to DIY catch up bookkeeping or outsource to a firm, the primary goal is insight for better execution in the future.
