Professional Accounting System Setup
Starting a new business or migrating from another accounting system? Our Account Setup & Consulting services ensure your financial foundation is built correctly from day one. We design industry-specific chart of accounts, establish accurate opening balances, and create documented procedures that your team can follow consistently.
The Challenge
Most businesses struggle with accounting setup because:
- Generic templates don't fit their specific industry or business model
- Opening balances are incorrect leading to ongoing reconciliation issues
- No documented procedures result in inconsistent data entry
- Poor initial structure creates problems that compound over time
Our Systematic Approach
Discovery & Planning
Business Analysis
- Review your business model and revenue streams
- Understand your reporting needs and stakeholder requirements
- Assess current systems and data migration requirements
- Identify industry-specific accounting considerations
Timeline & Scope
- Develop implementation timeline with key milestones
- Define roles and responsibilities for your team
- Establish testing and validation procedures
- Plan team training and knowledge transfer
Chart of Accounts Design
Industry-Specific Structure
- Custom account categories based on your business type
- Proper classification for revenue, expenses, assets, and liabilities
- Sub-account organization for detailed reporting
- Future-proofing for business growth and changes
Best Practices Implementation
- GAAP-compliant account numbering system
- Logical account groupings for financial statements
- Integration planning for other business systems
- Audit trail and reporting optimization
Opening Balance Setup
Data Migration
- Extract and validate data from existing systems
- Reconcile all account balances to source documents
- Adjust for timing differences and outstanding items
- Verify accuracy through multiple validation checks
Clean Cutover
- Establish official start date for new system
- Document all adjustments and migration entries
- Create reconciliation reports for verification
- Backup and archive legacy system data
Documentation & Procedures
Standard Operating Procedures
- Step-by-step transaction processing workflows
- Month-end close procedures and checklists
- Bank reconciliation and approval processes
- Financial reporting and analysis procedures
Training Materials
- User guides specific to your business processes
- Quick reference cards for common transactions
- Video tutorials for complex procedures
- Contact information for ongoing support
What’s Included
Complete Setup Package
- Custom Chart of Accounts - Designed specifically for your industry and business model
- Opening Balance Reconciliation - Accurate starting balances with full documentation
- System Configuration - Optimize settings for your workflows and reporting needs
- User Setup & Permissions - Role-based access aligned with your organizational structure
Documentation & Training
- Standard Operating Procedures - Written workflows for all accounting processes
- Training Sessions - Hands-on instruction for your team members
- Reference Materials - Quick guides and troubleshooting resources
- Knowledge Transfer - Ensure your team can maintain the system independently
Quality Assurance
- Testing & Validation - Comprehensive checks before go-live
- Reconciliation Reports - Verify accuracy of all opening balances
- Backup Procedures - Secure your data and enable recovery
- Ongoing Support - 30-day post-implementation support included
Timeline & Process
Discovery & Planning
- Business analysis and requirements gathering
- System access setup and data export
- Chart of accounts design and approval
- Implementation timeline finalization
Implementation
- Chart of accounts setup in new system
- Opening balance entry and reconciliation
- System configuration and testing
- User account creation and permissions
Training & Go-Live
- Team training sessions
- SOP documentation delivery
- Final testing and validation
- System go-live and support transition
Success Story
Manufacturing Company Migration
A growing manufacturing company was struggling with a generic accounting setup that didn’t track job costs or inventory properly. Our setup service:
- Redesigned their chart of accounts for job costing and inventory tracking
- Migrated 3 years of historical data with 100% accuracy
- Created SOPs for their manufacturing workflows
- Trained their team on the new system
Results:
- Monthly close time reduced from 10 days to 3 days
- Job profitability reporting now available in real-time
- Inventory tracking accuracy improved from 75% to 98%
- Team confidence in financial data increased significantly
Frequently Asked Questions
How long does the setup process take? Most setups are completed within 2-4 weeks, depending on complexity and data migration requirements.
Can you migrate data from any accounting system? Yes, we have experience with QuickBooks Desktop, Xero, FreshBooks, Sage, and many industry-specific systems.
What if we need changes after go-live? The first 30 days include adjustment support. After that, we offer ongoing support packages or hourly consulting.
Do you provide training for our entire team? Yes, training is included and can be customized for different roles (data entry, management, etc.).
What happens to our old accounting data? We help you archive legacy data securely and can assist with historical reporting needs.
How much does account setup cost? Pricing varies based on your specific needs and complexity. See our pricing page for package details, or contact us for a custom quote based on your situation.