What We've Done for Our Clients
Every business owner faces different challenges. Here's how we've helped our clients solve theirs and get their time back.
Owner-Operator Running on Gut Feeling Instead of Numbers
The Problem
A truck driver who had been an owner-operator for four years had no real handle on his finances. Fuel, maintenance, insurance, and his truck payment all came out of the same account his family used for groceries and utilities.
He was accepting loads based on the posted rate without knowing what it actually cost him to haul them. His wife kept asking if they were making money and he couldn't give her a straight answer.
What We Did
We separated his business and personal finances completely. We set up QuickBooks Online with expense categories that match how trucking actually works, covering fuel, maintenance, permits, insurance, and loan payments.
We calculated his true cost per mile including deadhead miles and built a simple report showing his profit on each load.
The Result
His cost per mile was nearly twenty cents higher than he thought because he hadn't been factoring in the unpaid miles driving to pick up loads. He had been losing money on short-haul runs that looked good on paper.
He started being more selective about which loads he accepted and set a minimum rate based on real numbers instead of guessing. His annual net income improved even though he drove fewer total miles. He now checks his numbers monthly and adjusts his rates when diesel prices move.
Poultry Operation With No Separation Between Farm and Family
The Problem
A family poultry farm in Benton County had equipment loans, feed costs, and settlement checks all running through accounts that also paid for the kids' school expenses and the household electric bill. Nobody could tell what the farm actually earned.
Their lender wanted updated financials before discussing an expansion loan, and they had nothing clean to show.
What We Did
We separated the farm finances from the household completely. We set up a proper agricultural chart of accounts and went back eighteen months to categorize every transaction correctly.
We established a system where the family takes a consistent monthly draw rather than pulling money whenever they need it.
The Result
The lender approved the expansion financing within six weeks of receiving the organized financial statements. The family also discovered that one of their houses was consistently underperforming compared to the others, which led to a conversation with their integrator about flock placement.
For the first time, they can see the farm's actual profit separate from what they spend at home. The monthly draw ended the constant stress about whether there was money available for a repair or a family expense.
General Contractor Who Didn't Know Which Jobs Made Money
The Problem
A general contractor doing residential remodels and small commercial work was always busy but never seemed to have cash at the end of the month. He quoted jobs based on years of experience but had no system to check whether those quotes were actually accurate.
He suspected certain customers were costing him money but couldn't prove it.
What We Did
We set up job costing in QuickBooks so every material purchase, subcontractor invoice, and labor cost was assigned to a specific project. We trained his office manager to code expenses as they came in.
We built a monthly report comparing original quotes to actual costs on each completed job.
The Result
Two of his longest-standing customers turned out to be consistent money losers. Their projects always involved extra changes and rework that never made it onto an invoice. He raised prices for one and stopped bidding for the other.
His margins improved noticeably within a few months. More importantly, he now knows before accepting a job whether it fits his target profit range. The end-of-month cash crunch disappeared once he stopped accidentally subsidizing unprofitable work.
Food Truck Owner Too Busy Working to Do the Books
The Problem
A food truck owner was working six days a week serving customers and had let the bookkeeping slide for over a year. Receipts were stuffed in a folder, bank statements piled up unopened, and tax time was approaching fast.
Her CPA told her he couldn't file until the books were caught up. She didn't have time to do it herself and was losing sleep over it.
What We Did
We took the entire backlog off her plate. We reconciled every bank and credit card statement, categorized all transactions, and sorted out the sales tax she had collected but not tracked properly.
We separated food costs from labor and other overhead so she could actually see where her money was going.
The Result
Her CPA was able to file the return on time. She also discovered her food cost percentage had crept up because supplier prices had risen twice while her menu prices stayed the same. A small price increase on her most popular items improved her margins immediately.
We now close her books every month so she never falls behind again. She reviews a simple report showing her profit and her costs, and she actually understands what she's looking at. Tax season is no longer something she dreads.
Rental Owner Running Three Properties Through One Account
The Problem
An owner with three short-term rental properties was running everything through a single checking account. She had no idea which cabin was making money and which was bleeding cash on repairs and cleaning fees.
She was also collecting lodging taxes but wasn't confident she was calculating or remitting them correctly.
What We Did
We set up class tracking in QuickBooks so every expense and every booking payment was assigned to a specific property. We also configured sales tax tracking to handle the state and local lodging taxes automatically.
The Result
One property turned out to be barely breaking even once repairs and turnover costs were properly allocated. She decided to convert it to a long-term rental, which stabilized the income and reduced her workload.
The sales tax piece gave her peace of mind. We verify the calculations and file the returns so she knows exactly what she owes and when. She no longer worries about getting a surprise notice from the state.
Landscaping Company Guessing at Prices
The Problem
A landscaping crew was pricing jobs based on what competitors charged rather than what it actually cost them to do the work. They stayed busy from March through October but always seemed to run out of money by January.
The owner had no idea if his crews were profitable or if equipment costs were eating into his margins.
What We Did
We categorized his expenses to show the true cost of labor, materials, equipment, and fuel. We set up monthly financial reports showing his margins by service type.
We also helped him set up a reserve account and a plan for setting aside money during the busy season to cover the slow months.
The Result
He discovered his mowing contracts were barely profitable once he factored in fuel and equipment wear, while his hardscape installation work had much better margins. He raised mowing prices and shifted his focus toward the more profitable work.
The reserve account changed everything. For the first time, January and February weren't a scramble to cover payroll. He makes decisions based on actual numbers now instead of hoping the bank balance holds out.
Northwest Arkansas's Dedicated Bookkeeping Partner
The Next Step:
A Quick Conversation
Tell us about your business and where you need help. We'll listen, ask a few questions, and give you a clear plan and honest price.
