QuickBooks Cleanup: The 12‑Step Checklist
Bad data in QuickBooks creates bad decisions. Use this 12‑step cleanup checklist to fix bank feeds, clear unreconciled transactions, and lock clean financials.
The 12 Steps
- Back up file; turn on closing date
- Audit list (Chart of Accounts, vendors, items)
- Merge duplicate vendors/items
- Standardize naming & bank‑rules
- Reconnect/rebuild bank feeds
- Clear uncategorized income/expense
- Investigate negative/old balances (AR/AP/Inventory)
- Reconcile bank/credit cards oldest→newest
- Tie loans to amortization schedules
- Review sales tax settings & returns
- Run trial balance variance scan
- Lock books and export reports
Common Pitfalls to Avoid
- Deleting transactions to “force” a reconciliation
- Posting owner draws to expense categories
- Ignoring undeposited funds
When to Start Fresh vs. Fix
- Start fresh if: file corruption, years of gaps, no audit trail
- Fix if: <12 months messy, bank feed errors, duplicates
FAQs
How long does a QuickBooks cleanup take?
It depends on scope, but a 12-step cleanup for the last 6-12 months typically completes in 2-4 weeks once statements are available.
Can you fix class/location tracking?
Yes. We normalize the chart of accounts, apply classes/locations consistently, and update historical transactions where appropriate.
What if my bank feeds don’t match statements?
We rebuild bank feeds, remove duplicates, and reconcile against official statements month-by-month to a zero difference.
Do you provide a fixed quote?
Yes. After a quick inventory of accounts and months, we provide a flat quote with no hourly surprises.
