F.A.Q.

QuickBooks Setup and Navigation

Q: I'm new to QuickBooks - where do I even start? A: Great question! As QuickBooks Pro Certified professionals, we recommend starting with your chart of accounts setup first. This is like creating the filing system for your business finances. We can handle the initial setup for you and provide training so you're comfortable with basic navigation. Many of our clients find it less overwhelming when we set up the foundation and then show them the day-to-day basics they need to know.

Q: Should I use QuickBooks Online or Desktop? A: For most of our small business clients, we typically recommend the version that best fits your specific business model and workflow. During our consultation, we'll assess your needs - things like how many people need access, whether you travel frequently, and what integrations you need. Since we work virtually with many clients, we can support you with either platform.

Tax Preparation and Document Organization

Q: Do you prepare taxes? A: We don't prepare tax returns, but we do something equally valuable - we prepare comprehensive year-end reports for your CPA that make tax filing much smoother and often less expensive. Think of us as organizing everything perfectly so your tax preparer can work efficiently. This often saves our clients money on CPA fees because everything is properly categorized and documented.

Q: What documents do I need to keep for taxes? A: You'll want to keep all receipts, invoices, bank statements, and expense records. Through our secure client portal, you can upload documents throughout the year, and we'll organize everything properly. We also provide reminders so you don't miss important deadlines or forget to save crucial paperwork.

Q: When should I start organizing for tax season? A: Honestly, the best time is right now - regardless of when you're reading this! One of the biggest issues we see is clients rushing at tax time and missing deductions. We work with clients on weekly, monthly, or quarterly schedules to keep everything current, so tax season becomes stress-free instead of chaotic.

Business vs Personal Expense Separation

Q: I sometimes use my personal card for business expenses - is that okay? A: While it happens, mixing personal and business expenses creates headaches later and can cause issues with the IRS. We help clients set up systems to minimize this, and when it does happen, we know how to properly categorize and document everything. The key is having a clear process, which we can help you establish.

Q: What counts as a business expense? A: Business expenses are costs that are ordinary and necessary for running your business. This varies by industry - what's normal for a restaurant differs from a construction company. With our experience across different industries (especially restaurants, import/export, and various small businesses), we can guide you on what's appropriate for your specific situation.

Bookkeeping Catch-up Process

Q: I'm behind on my bookkeeping - how long does catch-up take? A: Catch-up timelines depend on how far behind you are and how organized your records are. We've helped clients catch up from several months to even years of backlogged bookkeeping. We'll assess your situation and give you a realistic timeline. Most clients are surprised how quickly we can get them current once we have all the necessary documents.

Q: How much does bookkeeping catch-up cost? A: We use project-based pricing, so the cost depends on the scope of work needed. After reviewing your situation, we'll provide a clear quote with no surprises. Many clients find that getting caught up actually saves them money in the long run by avoiding penalties and maximizing deductions.

Small Biz Books Services

Q: Can you work with me if I'm not local to Central Illinois? A: Absolutely! All our bookkeeping services can be handled virtually. We use secure online portals for document sharing, video calls for meetings, and can provide the same level of service whether you're down the street or across the country. Many of our clients prefer the convenience of virtual service.

Q: What makes Small Biz Books different from other bookkeeping services? A: We're a women-owned and operated company with 30 years of experience, and we specialize in industries that can be challenging to bookkeep - like restaurants and import/export businesses. We focus on being easy to work with, prompt, and helping you understand your finances rather than just managing them. Plus, we prefer working with small business owners who want to focus on growing their business instead of wrestling with bookkeeping.

Q: How often will we communicate about my books? A: That depends on your needs and preferences. We can provide updates weekly, monthly, or quarterly. Through our client portal, you'll have access to customizable reports whenever you need them. We're always available by phone or email when questions come up.

Q: Do you only work with restaurants? A: Not at all! While we have extensive restaurant experience (including franchises like Dairy Queen, Jimmy John's, and others), we work with all types of small businesses - cafes, gift shops, landscaping, construction, welding, car shops, law offices, chiropractors, salons, and more. Our restaurant expertise just means we're comfortable with complex bookkeeping that other services might find challenging.

Client Portal FAQ

Portal Safety and Security

Your data is protected by FinancialCents’ industry-standard encryption and cloud security.
Only authorized Small Biz Books staff and you can access your documents.
We never share your information without your consent.
Regular backups ensure your files are safe even if something goes wrong.

Login and Account Setup

We’ll send you your secure login details by email.
The first time you log in, you’ll set your own password.
If you forget your password, use the “Forgot Password?” link or contact us for help.
For extra security, always log out when done, especially on shared computers.

Document Upload and Sharing

Upload receipts, tax notices, and other documents directly in your portal—no need to email sensitive info.
Click “Upload” and choose your file; you’ll see a confirmation when it’s received.
You can view, download, or delete your own uploads anytime.
If you have trouble, make sure your file is under 25MB and in a common format (PDF, JPG, PNG, DOCX, XLSX).

Report Access and Notifications

We’ll notify you by email when new reports or documents are ready.
Access all your reports in the “Documents” or “Reports” section of the portal.
Reports are double-checked by our team for accuracy before posting.
If you need historical reports, you can request them anytime.

General Troubleshooting

If you can’t log in, double-check your email and password (case sensitive).
Try refreshing your browser or clearing your cache if the portal isn’t loading.
For urgent issues, contact us by phone or email and we’ll help ASAP.
For step-by-step help, see our “Getting Started” guide in the portal.