Accounts Receivable & Accounts Payable Management
Know exactly what you're owed and what you owe — every month. We keep both sides of your ledger clean, current, and recorded correctly in QuickBooks Online.
Cash Flow Starts With Knowing What You're Owed and What You Owe
Cash flow is the number one challenge for small businesses — and the two biggest drivers of cash flow problems are money you're owed that isn't being tracked, and bills you owe that aren't being recorded correctly. When accounts receivable and accounts payable aren't managed accurately in QuickBooks, your financial reports are wrong, your cash position is a mystery, and you're making decisions based on numbers you can't trust.
At Perfect 10 Bookkeeping, we keep both sides of your ledger clean and current every month — recording what you're owed from every source (including your merchant service providers like Square, Stripe, and PayPal), tracking what you owe your vendors, and making sure everything is reconciled accurately in QuickBooks Online.
Accounts Receivable & Accounts Payable — What We Do
Accounts Receivable (AR) Management
Money your customers owe you — tracked, recorded, and reconciled
Accounts receivable represents every dollar your business is owed — customer invoices, pending payments, and income from your merchant service providers. When AR isn't tracked accurately in QuickBooks, you don't know who owes you what, your revenue is understated, and your cash flow reports are meaningless. We make sure every dollar owed to your business is recorded correctly and your AR balances always reflect reality.
For businesses using Square, Stripe, PayPal, or other merchant service providers, we pull your merchant reports every month and record your gross sales, processing fees, and net deposits correctly in QuickBooks — so your income is always accurate and your books reconcile with your bank account perfectly.
What We Record & Track
Merchant Services We Work With
Accounts Payable (AP) Management
Money you owe your vendors — recorded, tracked, and kept current
Accounts payable represents every bill your business owes — vendor invoices, supplier payments, subscription charges, and recurring expenses. When AP isn't tracked accurately in QuickBooks, you miss payments, carry incorrect liability balances on your Balance Sheet, and have no clear picture of what cash is going out and when. We make sure every bill your business owes is recorded correctly and your AP balances are always current.
What We Record & Track
Types of Payables We Manage
We Pull Reports From Your Merchant Providers & Record Everything Correctly
If your business accepts payments through a merchant service provider, those sales, fees, and deposits need to be recorded accurately in QuickBooks — not just as a lump sum hitting your bank account.
Most business owners using Square, Stripe, PayPal, or other processors make the same mistake: they only record the net deposit that hits their bank account and miss the gross sales and processing fees entirely. This understates your revenue, miscategorizes your expenses, and makes your financial reports inaccurate. We pull your merchant reports every month and record gross sales, processing fees, refunds, and net deposits in the correct accounts in QuickBooks — so your P&L is accurate and your books reconcile perfectly.
Why Accurate AR & AP Is the Key to Understanding Your Cash Flow
Cash flow problems don't usually happen because a business isn't profitable. They happen because money that should be coming in isn't being tracked, or money going out isn't being recorded — leaving the business owner flying blind about their actual cash position.
When AR is managed correctly, you know exactly who owes you money, how much, and how long it's been outstanding. When AP is managed correctly, you know exactly what's due, when it's due, and what your upcoming cash obligations look like. Together, these two pieces give you the cash flow visibility every small business needs to make smart decisions.
- Know exactly what's coming in and when — so you can plan ahead
- Know exactly what's going out and when — so you're never caught short
- Accurate AR means your revenue is never understated on your P&L
- Accurate AP means your liabilities are never missing from your Balance Sheet
- Merchant provider income recorded correctly — not just as net bank deposits
- Both sides reconcile to your bank account every month — no surprises
The Merchant Provider Problem We Fix
Which Businesses Need AR & AP Management
Any business that has customers who owe them money, or vendors they owe money to, benefits from accurate AR and AP management in QuickBooks.
Retail & E-Commerce Businesses
Square, Shopify, Stripe, and PayPal sales need to be recorded as gross sales with fees separated — not just as net bank deposits.
Restaurants & Food Service
Toast, Square, and Clover POS reports need to be reconciled against bank deposits with tips and fees recorded correctly every month.
Service Businesses & Contractors
Customer invoices tracked until paid, subcontractor bills recorded accurately, and cash flow managed around irregular payment cycles.
Professional Services
Client invoices in QuickBooks, payment applications tracked, and vendor bills recorded so your AP is always current and accurate.
Nonprofits
Donor payments, grant receivables, and vendor payables recorded accurately — essential for nonprofit financial reporting and audits.
Businesses With Multiple Income Sources
If your income comes from multiple channels — invoices, merchant providers, direct payments — we track and record all of it correctly.
What Accurate AR & AP Management Does for Your Business
Real Cash Flow Visibility
Know exactly what's coming in and what's going out — so cash flow surprises become a thing of the past.
Accurate Revenue Reporting
Gross sales from every source recorded correctly — so your P&L reflects your true revenue, not just what hit your bank.
Correct Balance Sheet
AR and AP balances on your Balance Sheet reflect reality — what you're owed and what you owe, accurately stated every month.
Clean Bank Reconciliations
Merchant deposits, customer payments, and vendor payments all reconcile to your bank account perfectly every month.
CPA-Ready Records
Your accountant gets accurate AR and AP records at year-end — reducing prep time and the cost of your tax preparation.
Better Business Decisions
When you know exactly what you're owed and what you owe, you make smarter decisions about spending, hiring, and growth.
Frequently Asked Questions
Every month we pull your Square sales report and record your transactions correctly in QuickBooks Online — gross sales to your sales income account, Square processing fees to a merchant fees expense account, and net deposits reconciled to your bank account. This gives you accurate revenue on your P&L, accurate expense tracking for processing fees, and a bank reconciliation that balances perfectly. Most businesses using Square only record the net deposit, which understates revenue and hides fees — we fix that every month.
Your bank balance only shows money that has already arrived. Accounts receivable tracks money that is owed to you but hasn't arrived yet — outstanding customer invoices, pending merchant settlements, and payments in transit. Without proper AR tracking, you have no visibility into future cash coming in, and your revenue is only recorded when cash is received rather than when it's earned. Proper AR management gives you a complete, accurate picture of your financial position at all times.
We are a bookkeeping firm — our role is to accurately record, categorize, and track your AR balances in QuickBooks. We make sure every outstanding invoice is recorded, properly aged, and visible in your AR aging report so you always know who owes you what and for how long. The actual collections communication (following up with customers) remains your responsibility, but we give you the accurate data you need to manage it effectively.
Your bank account only shows expenses that have already been paid. Accounts payable tracks bills you owe but haven't paid yet — vendor invoices, upcoming payments, and outstanding liabilities. Without proper AP tracking, you have no visibility into future cash going out, your Balance Sheet doesn't reflect what you owe, and you're at risk of missing payments. Proper AP management gives you a complete picture of your financial obligations at any point in time.
Yes — accounts receivable and accounts payable recording and reconciliation are included in our monthly bookkeeping and reconciliation service. This includes pulling and recording your merchant provider reports (Square, Stripe, PayPal, etc.), recording vendor bills, and keeping both AR and AP current and accurate in QuickBooks every single month.
Yes. If your business accepts payments through multiple platforms — for example, Square for in-person sales and Stripe for online sales — we pull reports from each one and record all of them correctly in QuickBooks. As long as a merchant provider generates a monthly report or statement showing sales, fees, and deposits, we can work with it. We currently work with Square, Stripe, PayPal, Shopify, Clover, Toast, Venmo, Zelle, and any other provider that generates a summary report.
Ready to Know Exactly What You're Owed and What You Owe?
Start with a free 30-minute consultation. We'll talk through your current AR and AP situation — including your merchant providers — and how we can get both sides of your ledger clean and current every month.