Business Processes & Strategies
Accounting System and QuickBooks Setup for Georgia Businesses
A poorly set up accounting system creates problems every single month. We help you set up QuickBooks and the routines around it, so your records stay organized, your staff knows the steps, and your accountant can get in.
An accounting system is more than software. It includes how transactions get recorded, who can do what, where supporting records are kept, and what happens at month end. We set up accounting systems and QuickBooks to fit your company, with a chart of accounts that matches how you operate, connected bank feeds where they make sense, and user access suited to each person's job.
Part of that setup is adding your accountant as a user, so the person who reviews your books or prepares your filings can see what they need without you exporting files back and forth. We also establish a record retention routine, covering what to keep, where to keep it and for how long. Federal guidelines generally call for keeping tax records at least three years, and longer in some situations, including employment records.
Then we make it stick. We provide written operating procedures covering everyday tasks such as entering bills, sending invoices, recording deposits and closing the month, and we train your staff on them directly. That way the system keeps working when someone is on vacation or leaves the company. If you are moving from spreadsheets or from an older file, we plan the switch carefully so your history stays usable.
Who this is for
- New companies setting up QuickBooks for the first time
- Businesses moving away from spreadsheets or paper records
- Companies with a confusing QuickBooks file nobody trusts
- Owners whose accountant keeps requesting exports and backups
- Teams without written accounting procedures or backup coverage
How Proactive Strategies helps
Understand your operation
We learn how you sell, buy and pay, along with who handles each task.
Build the structure
We set up QuickBooks, your chart of accounts, bank connections and user permissions.
Add your accountant
Your accountant receives their own user access, so sharing no longer depends on exports.
Set retention rules
We define what records to keep, where they live and when they can be discarded.
Write and train
We provide written procedures and train your staff until the routine runs smoothly.
In Georgia
A Georgia accounting setup often needs a few state-specific pieces, such as separate accounts for sales tax collected, Georgia withholding and state unemployment contributions. If you sell in several counties, your sales records should support local reporting as well. We build these into your chart of accounts from the start, so they do not need untangling later.
How we work
What working together looks like
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Initial Consultation
A conversation about where you are, what is on your mind and what you would like to accomplish.
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Needs Assessment
We review the details, documents and priorities that matter to your situation.
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Strategic Recommendations
You receive clear, practical recommendations and a sensible order for acting on them.
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Implementation Support
We help put the plan in motion, organizing the work and coordinating with the people involved.
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Ongoing Guidance
As your business and life change, we stay available to revisit decisions and keep things on track.
Questions
Frequently asked questions
Have a question that is not answered here? Book a consultation and ask us directly.
How do I add my accountant to QuickBooks?
QuickBooks lets you invite an accountant as a separate user with their own login, rather than sharing your password. We set that up as part of the system, confirm that they have the access needed, and show you how to manage users when people change.
How long should a small business keep its financial records?
Federal guidance generally points to at least three years for tax records, with longer periods in certain situations, and at least four years for employment tax records. Some items, like formation documents, are worth keeping permanently. We build a written schedule, and your tax professional can confirm special cases.
Should I fix my old QuickBooks file or start over?
It depends on how deep the problems run and how much history you need. A messy file can often be cleaned up with some corrections. Sometimes a fresh start is simpler, with balances brought over carefully. We review the file first and explain the tradeoffs.
What accounting procedures should a small company write down?
Begin with the routines that repeat, such as entering bills, approving payments, sending invoices, depositing receipts, reconciling accounts and closing the month. Add who does each task and who covers when that person is away. We write these with you using your actual software screens and terms.
Do you train employees on the new accounting system?
Yes. We train your staff on the tasks they will actually do, using your own company file and procedures. Training is usually more useful in small sessions than one long meeting, and people keep the written steps afterward so they can refer back to them.