The Back-Office Diagnostic · for bookkeeping firms with marketplace-seller clients
Marketplace payouts that never tie.
Hours a month, per client, at your firm.
A fixed-fee diagnostic of one client file and your firm's own back office. Delivered in 10 business days. $1,500, credited in full if you go ahead.
The problem
You already know these three.
One deposit, many things inside it
Amazon, Walmart and Shopify pay out sales net of fees and refunds. One bank deposit, and it never matches an invoice.
Duplicates from connectors
A connector posts the same sale, fee or refund twice. Nobody sees it until the numbers look wrong at month end.
Clearing accounts that never reach zero
The clearing account carries a balance month after month, and nobody can say what is in it.
Sample report
What your report looks like
A sample diagnostic for a fictional marketplace-seller client file: what the read found, then what to automate first, ranked by hours a month given back.
Sample report from a demo file. Illustrative, not a client's numbers.
What the read found
Before
- 41 marketplace payouts never matched to an invoice.
- 186 duplicate fee records posted twice by a connector.
- A clearing account carrying $8,400 that nobody could explain.
- Month end took a day of manual matching, every month.
Automate first
Ranked by hours a month given back
- 1. Match each payout to its invoices, fees and deposit: 9 hours a month.
- 2. Catch connector duplicates before they post: 5 hours a month.
- 3. Read the clearing account back to zero each month: 3 hours a month.
Sample report from a demo file. Illustrative, not a client's numbers.
What the diagnostic is
A fixed scope, a fixed fee, a report you keep
One client file, end to end
A client of your choice. We read every marketplace payout against the bank, find the duplicates, check every clearing balance, and list what a connector has broken.
Your firm's own back office
Intake, mail, the month-end close checklist, and where your team's hours actually go.
A written report you keep
What is wrong, in dollars and counts. The ranked list of what to automate first, and the hours it gives back.
The Back-Office Diagnostic
$1,500fixed fee
- Delivered in 10 business days
- Read-only access
- Nothing changed in any file without your word
What happens after
Three options. Your choice.
The $1,500 diagnostic is credited in full against the build or the monthly if you start within 30 days.
Option 1
Keep the report, do it yourself
Nothing more
- The report is yours
- Your team works the list at its own pace
Option 2
We build it, you own it
$2,500typical project
Optional care plan $225 per month: we watch it, fix it, tune it.
- Built on your own accounts
- Documented and handed over
Option 3
We run it for you
$750per month
- We run the automation for you, every month
- A person reviews what matters
Founding firms
Our first firms take 25% off the build or off the first three months, in exchange for a written case study.
Want to see exactly what we would install? West Grove for Firms lists every part, and whether it runs today or is still in build.
Fit
Who this is for, and who it is not
A fit
- A firm of 2 to 25 people
- Your clients' books are in QuickBooks Online
- At least a few clients sell on Amazon, Shopify, Walmart, Wayfair or similar channels
- A person at your firm who will own the result
Not a fit, today
- Xero-only or desktop files. Our engine runs on QuickBooks Online today.
- Firms that want software to buy and run alone
- Single-channel clients with a connector that already works
Not a fit yet? The free calculator on our home page shows how many hours your own back office is eating.
The line we hold
What we never automate
A person decides, always
- Moving money, any amount, any direction
- Tax judgments and financial decisions
- Sending anything external without your review
- Final calls on ambiguous items
The AI drafts. A person reviews. You decide.
Request the diagnostic
Tell us about your firm
We read every request and reply personally. No obligation.
Questions
Asked and answered straight
What access do you need?
Read-only access to the one client file you choose. We change nothing in any file without your word, and the access is revoked when the diagnostic is done.
What do you need from us?
A login invitation to one client file and one 30-minute call. That is all.
Is my clients' data safe?
The access is read-only. We read; we change nothing and share nothing. Nothing is sent to anyone outside your firm.
Do you replace my staff?
No. The point is to give hours back to the people you already have.
What if the diagnostic finds nothing worth automating?
You keep the report. The fee is the fee, and we would rather tell you that plainly up front.