Catch-up bookkeeping: how to reconcile a client who's months behind
A new client hasn't reconciled since spring, or a long-time client fell behind. Catching up isn't hard; it's a lot of the same work in the right order. Here's the plan.
1. Scope it: find the last good reconciliation
For every bank, credit card and loan account, find the last statement that was reconciled correctly, meaning the difference was $0.00 and no adjustment entry was created. The reconciliation history for each account shows the last statement date. Check the report: if the last one was forced, go back to the one before it.
The months after that date, for every account, are the job. Write them down as a list: Checking ••4417: May–September · Card ••1009: March–September. That list is your scope, your statement request, and your quote.
2. Get every missing statement in one request
Send the client one list with every account and month you need, not a vague "send everything". Many banks let customers download 12–24 months of statements online. Give them a single place to upload, and tick off what arrives. The statement collection guide has email templates you can adapt for a catch-up.
Start before everything arrives. Reconcile each account as soon as its oldest missing month is in. You don't need every statement for every account to begin.
3. Reconcile in date order, one account at a time
- Work oldest month first: each period's beginning balance is the previous period's ending balance.
- Clear the bank feed's review list for that period first, matching before adding, so you don't create duplicates.
- Record what's on the statement but missing from the books: fees, interest, transfers, card payments.
- Reconcile to a difference of $0.00 before moving to the next month (step by step).
- Do transfers between the client's own accounts together, so both sides reconcile.
4. Clean up as you go, not at the end
Categorize as you reconcile: clear Uncategorized and Ask My Accountant month by month, and collect the questions for the client in one running list. Asking 30 questions once is faster for everyone than 30 emails.
5. Price and schedule it
- Price by account-month, not by hour: the scope list from step 1 makes the quote obvious, and the client sees exactly what they're paying for.
- Weight high-volume accounts: a restaurant's card-deposit account takes far longer per month than a quiet savings account.
- Make the deadline depend on the statements: "two weeks after the last statement arrives" protects your schedule.
- Move straight into monthly service once caught up, so the client never falls behind again.
6. Finish with a review and a closing date
When every account is current, compare each month's P&L with the months around it to catch anything odd, then set a closing date in QuickBooks Online so the corrected periods can't change silently. From here, the month-end close checklist keeps it current.
Frequently asked questions
How far back should catch-up bookkeeping go?
To the last month that was reconciled correctly for each account, meaning a $0.00 difference with no adjustment entry. Everything after that needs to be reconciled against statements.
Can I reconcile months out of order?
No. Each month's beginning balance is the previous month's ending balance, so reconcile each account oldest month first.
How should I price catch-up work?
Many firms price per account per month, weighted for transaction volume, with the deadline tied to when the last statement arrives.
What if the client can't get old statements?
Most banks offer 12–24 months of statements online, and older ones on request from a branch. Ask early, because older statements can take time.