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Digital Services
Bookkeeping

Scope of Work & Integrations. Tailored financial management for digital agencies, SaaS, and online service providers.

Part 1 — Scope of Work

Comprehensive bookkeeping tasks designed specifically for your digital service business.

A. Standard Bookkeeping

Categorization

Bank, PayPal, Stripe income and SaaS/software expenses sorted into correct accounts.

Reconciliation

Bank and payment gateway (Stripe/PayPal/Wise) balance reconciliation.

A/R & A/P

Invoicing, payment matching, vendor bills, aging reports.

Payroll & Contractor Payments

Employee payroll bookkeeping plus 1099 contractor payment tracking.

Financial Statements

P&L, Balance Sheet, Cash Flow Statement.

Month/Year-End Close

Journal entries, cleanup/catch-up, CPA-ready books.

B. Digital-Services-Specific Scope

Client/Project Revenue Tracking

Revenue tracked by client, project, and service line using Class/Customer/Sub-customer structure.

Retainer Revenue Tracking

Monthly recurring retainers, retainer invoices, outstanding retainers, billing schedules.

Project Profitability

Project Revenue - Contractor Cost - Software/Other Direct Cost = Project Gross Profit.

Contractor/Freelancer Tracking

Vendor setup, contractor bills/payments, 1099 tracking, cost by project/client.

Labor Cost Allocation

Employee time mapped to specific client projects for true profitability.

Time & Billable Hours

Billable vs. non-billable hours, utilization rate, revenue per billable hour.

SaaS/Software Expense Mgt.

Track Adobe, Canva, hosting, AI tools, CRM, etc.; flag duplicate subscriptions & cost creep.

Ad Spend vs. Client Billing

Separate agency's own ad spend from client-funded/reimbursable ad spend.

Client Reimbursable Expenses

Track pass-through costs (ads, stock images, hosting) without double-counting revenue.

Payment Processor Rec.

Gross Revenue - Processing Fee - Refunds = Net Payout, matched to bank deposit.

Multi-Currency Bookkeeping

Foreign invoices/payments, FX gain/loss, multi-currency reconciliation for global clients.

Deferred/Unearned Revenue

Recognize upfront/advance payments over the service period per accounting policy.

Client Concentration Analysis

% of total revenue from each client — flags over-reliance risk.

Service-Line Profitability

Profit comparison across SEO, PPC, Web Dev, Design, Consulting, etc.

KPI/Management Reporting

Recurring revenue, gross margin, contractor cost, payroll %, billable hours, A/R outstanding.

Service Package Flow

The step-by-step lifecycle of managing your digital service financials securely and accurately.

Setup/Cleanup
Chart of Accounts & Client/Project Structure
Monthly Bookkeeping
Retainer & Contractor Cost Tracking
Payment Processor Reconciliation
Client/Project Profitability Reporting
SaaS Expense & Multi-Currency Management
Financial Statements
KPI Dashboard

Part 2 — Software Integrations

Connecting the best tools to streamline your digital business operations.

Tier 1 — Highly Useful
Stripe
Online payments, subscriptions & payouts ➔ syncs sales, refunds, payouts, and adjustments to QBO.
Gusto
Payroll and contractor cost ➔ syncs detailed payroll journal entries mapped to QBO accounts/classes.
Harvest
Time tracking, billable hours & project billing ➔ invoices (and optionally payments) copy to QBO.
HubSpot
CRM ➔ syncs contacts/customers, products, invoices, and payments to QBO.
Tier 2 — Useful
PayPal
Online client payments — gross payment, fees, refunds, and currency conversion sync to QBO.
Wise
International payments & FX — foreign balances, transfers, exchange gain/loss for global clients.
Dext
AI-based receipt/bill capture for high-volume SaaS and vendor subscriptions.

Integration Flow by Business Size

Business Size Recommended Integration Flow
Small
Stripe or PayPal (Client Payments) ➔ QuickBooks Online
Medium
HubSpot (CRM) ➔ Harvest (Time & Project Billing) ➔ Stripe (Payments) ➔ QuickBooks Online
Large
HubSpot (CRM) ➔ Harvest/QuickBooks Time ➔ Gusto (Payroll) ➔ Stripe/PayPal ➔ Wise (Multi-Currency) ➔ QuickBooks Online