By Sagar Shankaran, Founder of CallSphere
A 14-month cleanup used to be quoted off a screen share and a hunch. Reading the entire ledger, statements and trial balance at once produces a real scope.
Key takeaways
Ask a bookkeeping firm owner what their worst-priced engagement type is and you will get the same answer in Boise and in Tampa: cleanups. The pattern is so consistent it barely counts as a war story. You quote a QuickBooks Online cleanup at 40 hours off a 20-minute screen share. It takes 71. The 31-hour gap comes out of your realization rate, your senior's weekend, and occasionally your relationship with the client, who cannot understand why the thing you priced in March is still open in June.
The gap is not a discipline problem. It is an information problem. At the moment you priced that job, nobody — not you, not the prospect, not the prior bookkeeper who ghosted them in October — had actually looked at the whole file. You looked at the balance sheet, saw undeposited funds at $84,000 and a negative liability, made a face, and named a number.
Here is the honest version of current practice. The prospect grants you accountant access to their QuickBooks Online file on a Tuesday. You spend 20 to 40 minutes clicking: reconciliation history to see when the bank last tied, the Ask My Accountant account, undeposited funds, the vendor list for duplicates, opening balance equity, and a quick scan of the profit and loss by month to see where things get weird. Then you extrapolate. Nine months unreconciled at a client this size, call it 40 hours, quote $3,200 flat.
What you did not look at, because no human bills for it: 26 months of bank and credit card statement PDFs, the payroll registers, the prior preparer's trial balance, the last filed Form 1120-S, the merchant processor deposit reports, and every one of the 9,400 transaction lines in the general ledger. Those documents contain the answer. They are simply too large for a person to hold in their head at the price you can charge for a scoping call.
What changed in 2026 is the size of the pile that fits in one question. Claude Opus 4.6 and the other million-word-class models will take the entire file — every statement, the full ledger export, the trial balance, the payroll registers — in a single sitting and answer questions across all of it at once. No splitting the year into chunks, no "which month do you mean," no losing the thread between the March statement and the September journal entry that was supposed to fix it.
The practical definition, phrased so you can repeat it to a partner: you can now hand a model the client's entire accounting history — every statement, the full general ledger, the payroll registers and the last filed return — and ask one question that spans all of it, instead of sampling and guessing.
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What comes back is not a fixed file. It is a defect inventory, which is the thing you actually needed to price the job: 14 months where the operating account was never reconciled; 61 transactions that appear twice because the bank feed was reconnected in April and re-imported history; $84,300 sitting in undeposited funds from Square batches that were also recorded as deposits; owner health insurance run through cost of goods sold; 23 vendors paid more than $600 with no W-9 on file and no 1099-NEC issued for either year; and a $6,140 opening balance equity balance that traces to the day the file was converted from QuickBooks Desktop.
flowchart TD
A["26 bank and credit card statement PDFs"] --> E["One scoping question across the whole file"]
B["14 months of QuickBooks Online general ledger"] --> E
C["Prior preparer trial balance and last filed 1120-S"] --> E
D["Gusto payroll registers and Square deposit reports"] --> E
E --> F["Defect list: duplicates, unreconciled months, draws in COGS, missing W-9s"]
F --> G["Hours estimated per defect type, not per hunch"]
G --> H["Fixed-fee quote with a scope exhibit the client signs"]
Each defect type has a known unit cost in your shop. You know that a duplicate-transaction sweep runs about four hours, that an unreconciled month on an account with under 200 lines runs 35 to 50 minutes, that chasing 23 W-9s is a client-communication project and not a bookkeeping project at all. Multiply defects by your own unit times and the quote stops being a hunch.
The prospect is a two-location taqueria doing about $3.1M, on QuickBooks Online Plus, with Toast at the front and a payroll service they switched mid-year. Their bookkeeper left in October. Their CPA wants a clean trial balance by September 15 because they extended the 1065.
Before the call, you export the general ledger for the period, pull the bank and card statements from the shared folder they already sent, add the payroll registers from both providers and the prior year return, and ask one question: list every place this file disagrees with the statements or with itself, with the transaction date and dollar amount, grouped by what would have to be done to fix it.
What lands in twenty minutes is a list with dates and dollars in it. Two things follow. First, your quote is defensible: you attach the defect list as a scope exhibit to the engagement letter, which means the July discovery of a third bank account nobody mentioned is a change order, not an argument. Second — and this is the part firm owners underrate — you can now decline the job intelligently. Some cleanups are 200 hours in a trench coat, and the version of you that quoted from a balance sheet took those jobs.
Assume a firm doing six cleanups a quarter. Illustrative assumptions: target realization $80 an hour, average quote today $3,200 on an estimated 40 hours, average actual 71 hours. Reading a file of this size costs a few dollars of software usage — less than the courier fee on the client's box of records — plus about 45 minutes of a senior's time to assemble the exports and read the output.
| Per cleanup | Quoted from a screen share | Quoted from a defect list |
|---|---|---|
| Fee quoted | $3,200 | $5,400 |
| Actual hours | 71 | 68 |
| Scoping cost (senior time + usage) | $45 | $55 |
| Realized rate | $44 / hr | $78 / hr |
| Margin swing | +$2,200 | |
| Six cleanups per quarter | +$13,200 |
The hours barely move — a defect list saves a little rework, not half the job. The money is entirely in pricing the work correctly the first time. Prove it in your own shop with the cheapest possible test: for the next four cleanups, produce the defect list, then quote the way you always have. Compare the estimate to the list before the job starts, and to the timesheet after.
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The defect list is a list of symptoms, not a diagnosis, and it will be confidently wrong in specific ways. It cannot know that the $12,000 "loan from shareholder" is actually a deposit the owner made from a personal account after selling a truck, or that two vendors with different names are the same landlord. It will flag intercompany transfers between the two locations as duplicates until you tell it there are two locations.
It also cannot make the calls that carry tax exposure. Whether an owner's payments are distributions or reasonable compensation, whether a worker is a 1099-NEC contractor or a W-2 employee, whether a sales tax obligation exists in a state where the client started delivering last year — those need a person with a PTIN or a CPA license and a conversation with the client's tax preparer.
And do not put a client's full ledger into a consumer chat account with training turned on. Use a business or enterprise plan with the data-retention settings your written information security plan already promises, and say so in your engagement letter. Your clients' bank statements are their data, not your training material.
No, and for scoping you shouldn't. Export what you need — general ledger, trial balance, reconciliation reports — and work from the exports. Live access is a separate decision with separate controls, and you do not need it to price a job.
Accurate enough to price with, not accurate enough to invoice from. Treat it the way you'd treat a thorough staff member's first pass: the categories will be right, the counts will be close, and one or two items will be nonsense that you delete in thirty seconds. The value is coverage — it looked at all 9,400 lines, and you were never going to.
It removes the main reason firms stay hourly, which is that nobody could scope the work. Most owners I talk to move to fixed fee with a written scope exhibit and a stated change-order rate for anything not on the list. That structure is worth more than the pricing lift by itself, because it ends the June argument.
Same approach, more assembly. Export the general ledger and trial balance to Excel and pull statements from the bank portals. The awkward part of a Desktop cleanup was never the reading, it was the conversion, and that is still a human project with a checklist.
Cleanup work arrives by phone, usually from someone panicked in the week before an extended deadline, and usually while your whole team is inside a month-end close. CallSphere builds AI voice and chat agents that answer the firm's line and website chat 24/7, ask the qualifying questions you would ask — what accounting software, how many months behind, who does the payroll, what deadline is driving this — and book the scoping call on the right person's calendar with the answers attached. The scoping itself is still your work; the difference is that the 7:50pm caller becomes a booked appointment instead of a voicemail.
Written by
Sagar Shankaran· Founder, CallSphere
LinkedInSagar Shankaran is the founder of CallSphere, where he builds production AI voice and chat agents deployed across healthcare, hospitality, real estate, and home services. He writes about agentic AI, LLM engineering, and shipping voice agents that handle real calls in production.
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