QuickBooks Cleanup and Seamless QBO Migration for a U.S. Landscaping Firm

INTRODUCTION

In 2020, a U.S.-based landscaping and hardscaping company partnered with Mercurius to maintain accurate books of accounts. The client was seeking a reliable accounting partner to manage their finances using QuickBooks Desktop. Given our proven track record in delivering customized solutions and industry-specific skills, our team stepped in to handle their end-to-end bookkeeping.

DISCUSSION

The client offers a wide range of landscaping services, including landscape modeling, flower bed cleanup, sod installation, seasonal planting, irrigation services, and hardscaping solutions like paver stone walkways and retaining walls. As their operations scaled, the complexity of managing invoices and payments within QuickBooks Desktop became a challenge, prompting the need for expert assistance.

REQUIREMENTS

The client needed:

• Accurate setup and maintenance of books in QuickBooks Desktop
• Recording and reconciliation of invoices and payments
• Smooth handling of data from external applications like Service Autopilot and Authorize.net
• Migration from QuickBooks Desktop (QBD) to QuickBooks Online (QBO) in 2022

SOLUTION

Mercurius deployed an in-house team of experts to deliver a structured and reliable solution. 

1.  Custom Setup in QuickBooks Desktop
We began by setting up a tailored chart of accounts based on the client’s business structure and posted opening balances for the year 2020. This foundational step ensured that all future transactions aligned with their service model.

2. Streamlined Data Integration
Our team integrated data from Service Autopilot and Authorize.net, converting invoice reports into the correct format for seamless import into QuickBooks Desktop. This helped reduce manual entry and improved invoice accuracy.

3. Accurate Recording and Reconciliation
We used QuickBooks’ invoice import feature to record invoices and match them with payments. Merchant account deposits were reconciled against bank statements to ensure financial consistency.

4. Resolution of Ledger Discrepancies
Un-deposited fund balances were reviewed and rectified to clean up the balance sheet. All bank and credit card transactions were categorized and reconciled to reflect accurate financial health.

5. Migration to QuickBooks Online
In 2022, the client opted to switch to QuickBooks Online. Our team completed a smooth and timely migration in April 2022, ensuring no data loss and minimal disruption to daily operations.

6. Ongoing Support and Reporting
Throughout the engagement, we maintained responsive communication and shared monthly financial reports, including profit & loss, balance sheet, general ledger, and transaction listings. This provided the client with full visibility into their finances.

Thanks to our dedicated POCs, quick turnaround, and great communication, the client remained confident in our services throughout the engagement.

CONCLUSION

Mercurius successfully managed the client’s bookkeeping from 2020 through 2022, ensuring compliance, clarity, and efficiency in their financial operations. We streamlined their invoicing and payment processes, handled software migration with zero disruption, and provided ongoing support with a 100% client satisfaction score.