Frequently asked questions
About the Service
How is CoCountant different from other accounting and bookkeeping services?
CoCountant delivers a controller-led accounting model, giving you more than just bookkeeping. Every client works with a dedicated controller and accounting pod (no rotating staff or chat-bots) that knows your business inside and out. Each month you work with the same experienced team, with controller oversight for accuracy, compliance, and audit readiness.
Whether you are a startup, a growing company needing GAAP compliance with integrated payroll and AP, or a multi-entity business needing Ops-Finance and FP&A, CoCountant is built to scale with you while delivering attentive, high-touch service.
What is the value of using CoCountant?
CoCountant gives you decision-ready numbers run by a dedicated Controller, not just a bookkeeper. You get a reliable monthly close, clear variance and KPI insight, and real support with answers within 2 to 4 hours, all for a flat monthly fee. We work inside the tools you already use, so your data stays yours, and you can add payroll and payables, FP&A, e-commerce, tax, or fractional and full-time finance seats as you grow.
Can I use CoCountant if I'm not based in the US?
CoCountant currently provides services exclusively to businesses located in the United States. We have a deep understanding of the financial systems, regulations, and laws of the US. However, we are actively expanding our knowledge and capabilities to serve businesses in the United Kingdom. If you are located outside the US, particularly in the UK, we would love to hear from you. Your interest will help us shape our expansion and service offerings.
Is CoCountant suitable for startups or small businesses?
Absolutely. Our Launch plan is ideal for early-stage businesses needing daily bookkeeping, monthly reporting, and controller oversight. As you grow, you can upgrade to Scale for faster closes, payroll/AP, and monthly reviews, or Command for unlimited operations support and advanced financial planning.
What industries does CoCountant specialize in?
CoCountant offers specialized expertise in a variety of industries, including digital and technology businesses, professional and personal services, nonprofits, hospitality, trade and manual services, healthcare, and wellness, among others. Our diverse clientele allows us to have a better understanding of the specific financial challenges faced by each industry. To learn more about the industries we serve, please visit our industries page.
What services does CoCountant offer?
CoCountant delivers controller-led accounting that covers your entire finance function, daily bookkeeping, reconciliations, payroll, accounts payable/receivable, month-end close, and detailed financial reporting. Every account is managed by a dedicated controller and accounting team to ensure accuracy, compliance, and timely insights.
Our service can be customized with add-ons such as catch-up bookkeeping, expanded Ops-Finance, FP&A, eCommerce accounting, and tax support, giving you a flexible solution that grows with your business.
If you’d like to learn more about our services, please visit our services page.
Are my services outsourced to another country?
We’re a global company with remote team members, but everyone who works on your account is a full-time CoCountant employee, not a third-party outsourcer. A dedicated Controller leads your engagement. Our staff are English-fluent QuickBooks ProAdvisors and we hold Intuit QuickBooks ProAdvisor Elite status. We work inside the tools you already own, keep overlap with U.S. time zones, and follow strict security controls so your data stays in your accounts.
Will I interact with the same professional every month?
With CoCountant, you work with a dedicated controller and accounting team assigned to your account from day one. They learn the details of your business, manage your books each month, and ensure consistency in communication, accuracy, and service so you’re never starting over with someone new.
Pricing and Plans
How is CoCountant's pricing structured?
We use clear, fixed pricing based on your average monthly operating expenses. You can pay annually or monthly, whichever fits your cash flow. Every plan includes a dedicated, controller-led team and core services, with optional add-ons like catch-up bookkeeping, expanded Ops-Finance, FP&A, e-commerce, and tax.
Are there any setup or onboarding fees?
Yes. We charge a one-time onboarding fee that covers account setup, system connections, and historical data review. The fee depends on complexity and is quoted upfront – no surprises.
Can I change my plan at any time?
Yes. You can switch plans whenever you need. Upgrades take effect right away with a prorated invoice; downgrades apply at your next renewal. Your controller-led team stays the same, while scope, close cadence, and response time adjust to the new plan Add-ons can be turned on or off monthly.
How do prices change as my monthly expenses go up?
We review your account quarterly based on the expenses that require hands-on accounting work by our team, including cost of goods–related expenses where manual review, categorization, reconciliation, or judgment is required.
This excludes transactions that are fully automated, such as payroll processing or e-commerce activity that syncs automatically without manual handling.
We calculate the average of the last three months of these expenses.
If your sustained average moves into a higher pricing band, we’ll notify you and apply the updated price in the next billing cycle.
If your average drops into a lower band, we’ll adjust pricing at renewal.
What is your cancellation policy? What if I prepaid for the year?
We work on 12-month agreements. You can pay monthly or annually, but either way the full year is committed. You may stop service early, however prepaid amounts are non-refundable and any remaining balance for the term is due. At the end of your term, just let us know if you do not want to renew. When service ends, we deliver a final controller-signed close and a clean handoff package, and your data remains in your own accounts. The one-time onboarding fee is not refundable once work has begun.
Do you offer customized plans based on individual business needs?
Yes. Start with Launch or Scale and add what you need: Ops-Finance, FP&A (Pulse, Insight, Complete), ecommerce workflows, tax, or fractional or full-time seats for a Bookkeeper, Accountant, or Controller. Your controller-led team can tailor workflows, reports, and tools to fit your business. We scope the mix on a short discovery call and price it as a simple monthly subscription.
Do you offer fractional or full-time dedicated staff augmentation?
Indeed, we do. Through our Finance Team Extension add-on you can hire a fractional or full-time Bookkeeper, Accountant, Controller, or FP&A analyst who works inside your tools and timezone. We handle recruiting, onboarding, and a controller sets the standards. You can scale seats up or down as needs change—all for a simple monthly price.
Are there any transaction volume limits?
Unlike many other providers, CoCountant does not limit the number of transactions you can make. Instead, we determine your pricing based on your expenses. In rare cases where the number of transactions does not match your monthly expenses, we will have a discussion with you to ensure that our services align with your needs.
How does CoCountant handle multiple currencies?
We set up multi-currency in your accounting system, keep a single reporting currency for management reports, and record invoices, bills, and bank activity in their native currencies. At month-end your Controller revalues open AR, AP, and cash, posts realized and unrealized FX gains and losses, and signs the close. This service is available under Controller Command or through tailored add-ons.
Services
Can CoCountant help with prior-year clean-up?
Yes. Our Catch-up Bookkeeping add-on fixes past months or years so you can start fresh. We review your books, rebuild the chart of accounts if needed, reconcile banks, cards, and payment gateways, and correct opening balances.
I work with contractors/freelancers. Does CoCountant help with 1099s?
Yes. We can handle 1099s as part of our Ops-Finance bundle that can be purchased as an add-on for Launch plans. We collect W-9s, set up vendors correctly, track reportable payments.
With our tax add-on we prepare and e-file Forms 1099-NEC/MISC (including state copies where required).
Does CoCountant offer tax filing services?
Yes. Add our Tax module for business and owner filings, quarterly estimates, and extensions. We prepare and e-file federal and state returns, handle 1099s, and can support sales tax and R&D credit studies when needed. Your Controller keeps the books tax-ready and coordinates with our tax specialists or your existing CPA. Pricing is scoped to your entity count and states.
Working with CoCountant
How does the onboarding process work?
We keep it simple in three steps with no downtime:
- Diagnose: We review your books, learn your business, and run a 30-minute call to spot gaps and map the fix. You get a clear action plan and quote for the one-time onboarding.
- Connect and clean: We connect QuickBooks, banks, payroll, and payment tools you already use, then your Controller rebuilds the chart if needed and reconciles opening balances so the numbers tie out.
- First close: Within 30 days you receive a Controller-signed P&L, Balance Sheet, and Cash Flow plus short variance notes. After that, we run your monthly close on your plan’s cadence with responses within 2 or 4 hours depending on plan.
How Will CoCountant access my financial data?
We work inside the tools you already own, with secure, role-based access that you control. You keep all data and can revoke our access at any time.
- Accounting (QuickBooks Online): You invite us as an admin to your QBO company so we can configure the chart, post entries, and close. You retain ownership of the account.
- Banking: We use view-only access to your bank and credit card portals or secure feeds. We can see transactions but cannot move money.
- Payables (Bill / Bill.com): We prepare bills, manage vendors, and route approvals. You or your authorized signer releases payments.
- Expenses (Expensify): We set up policies, manage approvals, and post reimbursable expenses to QBO.
- Payroll (Intuit QuickBooks Payroll or Gusto): We help configure and run payroll with your approval, using appropriate role permissions.
- Commerce and payments (as needed): Read-only connections to Stripe, Shopify, PayPal, Amazon, and similar systems for clean reconciliations.
- Documents and coordination (ClientHub): A secure portal for tasks, file exchange, and status updates.
- Security and control: We use MFA, least-privilege roles, and audit trails. All access is granted by you, data stays in your accounts, and we remove our access during offboarding.
How do I communicate with my assigned controller?
We use ClientHub for day-to-day communication on web and mobile. Use the app for quick chat messages, task comments, file sharing, and approvals. Your small, dedicated pod sees everything in one place, so nothing gets lost.
For scheduled calls we use Microsoft Teams. Responses follow your plan SLA: within 4 hours on Launch and Scale and within 2 hours for Command.
What's the turnaround time for any questions?
We reply within 4 hours on Launch and Scale and within 2 hours on Command during U.S. business hours (Mon–Fri 8am-4pm EST). Messages sent after hours are answered next business day. We respond in ClientHub and can jump to a Teams call if needed.
Can I speak to my controller at nights or weekends?
Our standard business operating hours are from 8am to 4pm ET. We are happy to assist you during these times. For urgent issues over night or weekends, you can reach out to our Customer Success team and they will find a way to help you out.
Can we have monthly calls to go over financials?
Yes. On the Scale and Command plan you get a monthly Controller huddle to review your P&L, Balance Sheet, Cash Flow, variances, and KPIs right after close. On Launch, we have quarterly review calls.
When do you deliver monthly reports?
We deliver your reports right after we close your books as per your plan’s cadence. Typically all books are delivered within 15 working days after month-end.
If I leave CoCountant, can I keep my Quickbooks online account?
Yes. Your QuickBooks Online company belongs to you. We work inside the account you own, so you keep full access and all historical data. When you end service, we remove our user access and provide a clean handoff package (trial balance, schedules, reconciliations).
If we originally set up the subscription for you under our billing, we transfer billing and primary admin to you so the same QuickBooks company continues without interruption.
How can I reach CoCountant's customer service?
Your main contact for any service or contract related questions is your dedicated Customer Success Manager. Whether you need assistance with your plan, your team, or anything else, you can always reach out to them via email or phone at any time. Our commitment is to always be available for you when you need us.
Bookkeeping & Accounting
What is cash basis accounting?
Cash basis accounting is a method in which income and expenses are recorded in the books at the time actual cash is received or paid, rather than when the income is earned or the expense is incurred.
What’s the difference between accrual and cash bookkeeping?
In bookkeeping, there are two methods of recording transactions: cash method and accrual method. Under the cash method, transactions are recorded when cash is physically received or paid out. In contrast, under the accrual method, transactions are recorded when they occur, regardless of whether cash has been exchanged or not.
For instance, if you sell a product on credit, under the accrual method, the sale is recorded immediately, while under the cash method, it’s recorded only when you receive the payment.
How do I know I need cash bookkeeping or accrual bookkeeping?
The decision to use either cash or accrual bookkeeping depends on your business’s size and nature. For small businesses with simple transactions, cash bookkeeping might be more appropriate. However, if your business involves contracts, credit transactions, inventory, and you’re required to provide financial statements to external parties such as investors, it’s recommended to use the accrual method. It’s crucial to talk to an accountant about your business’s specific requirements to make an informed decision.
Is AP included in CoCountant Bookkeeping?
Managed AP is available through our Ops-Finance add-on (or included with Scale and Command subject to plan caps). That covers vendor onboarding, bill entry, approval workflows, payment scheduling, and year-end 1099 prep.
What’s the difference between bookkeeping and accounting?
Bookkeeping records the day-to-day activity: coding transactions, matching bank feeds, keeping AR and AP lists, and maintaining organized ledgers.
Accounting applies the rules and closes the month: accruals and deferrals, revenue recognition, depreciation, reconciliations, and preparing GAAP financial statements you can rely on.
At CoCountant you get both, with a Controller reviewing the work and signing the close so the numbers are accurate, timely, and ready for decisions.
What value does a controller provide?
A Controller turns bookkeeping into a reliable finance function. They own accuracy and the monthly close, apply GAAP so the numbers tie out, catch errors early, and explain what changed and why. They set simple controls for payables and payroll, prepare audit-ready statements that banks and CPAs trust, and keep a dependable close cadence so you get timely reports every month. In short, a Controller gives you clear, decision-ready numbers and fast answers you can run the business on.
Technology & Systems
What accounting systems does CoCountant use?
CoCountant primarily uses QuickBooks for accounting due to its reliability and comprehensive features.
Why use Quickbooks?
QuickBooks is a premier accounting software known for its adaptability, wide range of features, and seamless integrations, designed to enhance financial management, especially for small businesses.
I'm using Xero or another accounting platform. Can I still work with CoCountant?
Absolutely. While we primarily use QuickBooks but we can assist you in migrating your data from platforms like Xero to QuickBooks. Our team will make sure the transition is smooth and efficient.
What do you use for payroll?
For payroll operations, we trust and utilize both Gusto and Intuit, given their robustness and efficiency in payroll processing.
What do you use for bill payments?
For efficient invoicing, bill payments, and receivables management, we use and recommend Bill.com, a leading financial solution.
What do you use for employee expenses?
Our go-to solution for managing employee expenses is Expensify. However, we’re flexible and can accommodate other systems based on your preference.
What sales platforms do your eCommerce customers utilize?
Our clients in the eCommerce industry operate across various platforms, including Amazon, Shopify, eBay, WooCommerce, Magento, and others tailored to specific needs.
Policies and Assurances
What's your data privacy policy?
At CoCountant, we prioritize the confidentiality and security of your data. We comply with global data protection standards and never share or sell your information to third parties.
How CoCountant Safeguards Your Personal Information
At CoCountant, we place the utmost importance on protecting your personal and financial data. We use various measures to ensure the safety of your information, including:
Encrypted Password Vault: We use a state-of-the-art encrypted password vault called 1Password to securely store and manage all of our team’s usernames and passwords. This ensures that unauthorized entities cannot access them.
Secure Data Transmission: We store all sensitive data on our Clienthub portal and encrypt all communication to and from the portal.
Secure Documents: All secure documents, from bank statements to tax statements, are stored on our secure client hub portal. This allows us to set up access controls so that only authorized personnel can view and manage these documents.
Continual Monitoring: We regularly review and audit our systems for security. This constant vigilance ensures that we always use best practices to keep your data safe.
We understand that trust is the foundation of our relationship with you, and we are committed to maintaining that trust by safeguarding your data at every step.
Is there a contract or commitment period?
Yes. We work on 12-month agreements. You can pay monthly or annually, but the full year is committed. You may cancel early, however the remaining balance for the term is still due and the onboarding fee is not refundable once work begins. You can upgrade plans anytime (prorated) and downgrade at renewal. Add-ons can be turned on or off monthly. At term end, you can choose not to renew.
What is your refund or cancellation policy?
We use 12-month agreements. You can pay monthly or annually, but the full year is committed. If you cancel early, service ends at the close of your current billing month, amounts paid are not refunded, and the remaining balance for the term is due. The one-time onboarding fee is not refundable once work starts. Add-ons can be turned off at the end of any month, your base plan term stays in place. At the end of your term you can choose not to renew, we remove our access, deliver a final controller-signed close, and hand off your files.