White-Label Security, Access & Audit Trail (Client-Safe by Design)

Name: RemoteBooksOnline
Address: US

Trusted, Scalable, and CPA-Reviewed White-Label Bookkeeping Services That Grow With Your Firm

Your firm’s brand is on the line-security can’t be an afterthought. Our white-label delivery is client-safe by design: we work inside your client’s QuickBooks or Xero with least-privilege roles, prefer read-only bank feeds, maintain SOPs and change-logs, and produce a CPA-reviewed, period-locked close every month. You keep admin ownership and approvals; we run the engine and document everything for traceability. Below is the exact control framework you can show clients and lenders-so you win the deal and sleep at night.

Access Control (Who sees what, when)

Client-owned tenants (QBO/Xero). Your firm remains admin; we are added with restricted roles.
Least-privilege roles only: bookkeeping access without admin rights.
Separation of duties: we prepare AR/AP; you/your client approve releases (maker/checker).
Offboarding ready: a single firm-level toggle removes our access across client files.

Bank & App Connectivity (Reduce risk at the source)

Read-only bank feeds whenever supported; uploads via secure channels if needed.
App mappings (Stripe/Shopify/PayPal/Gusto) documented and reviewed quarterly.
No shared credentials: users are invited by email; MFA enforced where available.

Audit Trail & Documentation (Prove every change)

Reconciliation reports saved monthly for all bank/credit/loan accounts.

Adjusting journal entries carry memos + links to schedules/workpapers.

Exceptions log tracks Undeposited Funds, suspense, aging outliers, and resolutions.

SOP change-log records any process edits with date/owner/reason.

CPA-Reviewed Close & Period Locks

CPA review of reconciliations, adjustments, and variance notes each month.
Period-lock recommendation issued after review; you control locking in QBO/Xero.
Benefits: prevents back-posting, preserves audit trails, stabilizes lender/board reporting.

Data Handling & Retention (Keep what matters)

Workpaper folders by month: /Statements, /Recons, /Entries, /Workpapers, /VarianceNote.
Retain reconciliations, statements, JE lists, and variance notes per your firm’s policy.
Provide export packs (PDF + CSV/XLS) on request for audits or lender packages.

Incident Prevention & Response

Prevention: role reviews quarterly; app audit; exception dashboards.
Response: contain (revoke access), diagnose (log review), correct (JE or reversal with proof), report (variance note), CPA re-review, re-lock period.

What Clients Care About

We work inside your QuickBooks/Xero; you retain ownership and approvals.
Every month ends with a CPA-reviewed packet and a period-lock to protect history.
All changes are traceable via recons, JEs with memos, and exception logs.
If you ever pause, you receive a clean handoff: reports, workpapers, SOPs.

Ready to Offer Secure, White-Label Delivery Under Your Brand?

Keep admin control while we enforce access discipline and audit trails-every month, CPA-reviewed and period-locked.

Become a Partner

Frequently Asked Questions

Do you need admin rights to my client’s file?

No. Your firm stays admin. We operate on least-privilege roles that allow bookkeeping, not user management.

How are payments protected if you run AP?

We prepare bills and schedules; you/your client approve releases. This maker/checker model preserves control and auditability.

Can you provide evidence of reconciliations and adjustments?

Yes. We save reconciliation PDFs, provide adjusting JE lists with memos, and keep a variance note every month.

Will locking periods break my integrations?

No. Period lock prevents back-dated edits; integrations continue to write in the current period unless you change settings.

What happens if we terminate?

We remove access and hand back a clean file, reports, workpapers, and SOPs-so you retain full continuity.

Want more details? View the full White-Label Bookkeeping FAQ →