What We Deliver
The outcomes from businesses we have worked with.
SaaS Company That Needed GAAP-Compliant Books Before a Series A
The Situation
A B2B SaaS company with 18 months of subscription revenue had been tracking everything in spreadsheets. Their mix of annual and monthly contracts meant revenue needed to be recognized under ASC 606, but they were booking cash as it came in with no deferred revenue accounting at all.
They were about six months out from a Series A raise and their potential lead investor had asked for GAAP-compliant financials. What they had would not survive due diligence.
What We Did
We rebuilt their books in QuickBooks Online from scratch, implementing proper revenue recognition for every subscription contract. We set up deferred revenue schedules, created a chart of accounts that reflected how a SaaS business actually operates, and reconciled 18 months of transactions.
We also built a monthly financial reporting package that included MRR, ARR, churn rate, and customer acquisition cost alongside the standard P&L, balance sheet, and cash flow statement.
The Outcome
When due diligence started, their financials held up. The investor's accounting team had minimal follow-up questions because the revenue recognition was already clean and documented. They closed a $2.1M Series A.
We continue to handle their monthly books and provide fractional CFO support as they scale toward their next milestone. Every board meeting now starts with financials that actually tell the story of the business.
Dental Practice That Had No Idea If Its Expansion Was Paying Off
The Situation
A growing dental practice in Franklin had added two associate dentists and expanded to 15 employees over two years. The office manager was still handling bookkeeping in a spreadsheet, and payroll was processed through a basic online tool that did not connect to anything else.
The owner had no visibility into profitability per provider. Revenue was up, but so were expenses, and there was no way to tell whether the expansion was actually generating more profit or just more work.
What We Did
We migrated everything to QuickBooks Online, connected bank and credit card feeds, and set up proper payroll with tax filings and direct deposit. We categorized eight months of backlogged transactions to bring the books current.
We built monthly reporting that broke out revenue and direct costs by provider so the owner could see margins for each dentist individually.
The Outcome
The owner discovered that one associate was generating significantly less revenue per patient visit due to a scheduling gap that was limiting their chair time. A simple scheduling adjustment led to a 20% increase in that provider's monthly production.
The office manager got her evenings back instead of wrestling with spreadsheets. Tax season was straightforward because the books were clean and organized well before the deadline.
Real Estate Investor With 14 Properties and No Way to Track Them
The Situation
A real estate investor had accumulated 14 rental properties over five years. Each property had its own mortgage, insurance, and maintenance costs, but everything was flowing through two personal bank accounts. There was no way to tell which properties were profitable and which were dragging down the portfolio.
Tax time was expensive. His CPA was billing him thousands extra every year just to untangle the records and prepare the Schedule E forms.
What We Did
We set up QuickBooks Online with a class for each property so every dollar of income and expense could be tracked at the property level. We reconciled two years of transactions across both bank accounts and multiple credit cards.
We built a monthly property profitability report and established a system for tracking capital improvements versus repairs for proper tax treatment.
The Outcome
Two properties turned out to be net negative after accounting for maintenance, vacancy, and management fees. He sold one and restructured the lease on the other. Portfolio cash flow improved by over $2,800 per month.
His CPA's preparation fees dropped by more than half because everything arrived organized with clean property-level detail. Tax conversations shifted from cleanup to actual strategy around depreciation and future acquisitions.
Restaurant Owner Flying Blind on Food Costs
The Situation
A restaurant owner with a popular spot had strong top-line revenue but could never figure out where the money was going. Food costs felt too high but there was no tracking in place to confirm it. The books were months behind and every decision was based on gut feeling and whatever the bank balance said that morning.
They also had a mix of W-2 employees and 1099 contractors and were not confident the worker classifications were correct.
What We Did
We caught up six months of bookkeeping and organized expenses into categories that actually mattered for a restaurant, including food costs, beverage costs, labor, and overhead. We set up inventory tracking so the owner could monitor cost of goods sold as a percentage of revenue each month.
We reviewed their worker classifications and identified two workers who should have been on payroll. We set them up correctly and prepared the necessary filings to fix the situation.
The Outcome
Food cost turned out to be running at 38% of revenue, well above the 28-30% target. Once the owner could see the numbers clearly, they renegotiated terms with two suppliers and adjusted portion sizes on their least profitable menu items. Within three months, food cost dropped to 31%.
The worker classification correction prevented what could have been a painful IRS audit. The owner now reviews a simple dashboard each month and actually understands where the money goes before it is gone.
Nonprofit That Almost Lost Its Tax-Exempt Status
The Situation
A Nashville-based nonprofit had been operating for four years without filing its Form 990. The board assumed their previous accountant had been handling it, but no one had actually been engaged to do the work. They were at risk of automatic revocation of their 501(c)(3) status by the IRS.
Their financial records were scattered across personal bank accounts, Venmo transfers, and a partially completed spreadsheet that no one on the board fully understood.
What We Did
We reconstructed three years of financial records from bank statements, donor records, and available receipts. We set up a proper chart of accounts designed for nonprofit fund accounting with restricted and unrestricted fund tracking.
We prepared and filed the overdue Form 990s and included a reasonable cause statement explaining the oversight. We also established a system and calendar to keep them on track going forward.
The Outcome
They preserved their tax-exempt status. The IRS accepted the late filings without penalties after reviewing the reasonable cause documentation and seeing that the organization had taken real steps to prevent it from happening again.
The board now receives quarterly financial reports and can present clear financials to donors and grant-making organizations. Two major grant applications that had been stalled due to missing financial documentation were submitted and funded within six months.
HVAC Company That Was Afraid to Grow
The Situation
An HVAC company with eight service technicians was regularly turning down bigger commercial jobs because the owner did not have a clear picture of cash flow. He wanted to add trucks and hire more technicians but was terrified of overextending the business without knowing the real numbers.
The books were a quarter behind, invoicing was inconsistent with payments falling through the cracks, and the owner was tracking most of the finances in his head.
What We Did
We brought the books current, set up a proper invoicing workflow so nothing slipped through the cracks, and built a 12-month cash flow forecast. We also reviewed his pricing structure and compared it against actual job costs going back six months.
We provided ongoing fractional CFO support to model the financial impact of adding two technicians and a service truck, including the break-even timeline.
The Outcome
The forecast showed he had more room than he thought. He was sitting on enough working capital to fund the expansion without taking on debt. The problem had never been money. It was visibility.
He hired two technicians and landed three commercial maintenance contracts within the first quarter. Revenue grew by 35% over the following year and margins held steady because the pricing was right from the start.
Client Reviews
Here is what business owners have to say about working with us.
"The systems James Implemented for us have completely transformed our finance function. Years long objectives were solved within a few months of working with us."
Elysia DelVecchi
CPA and COO of City Relief
Greater Nashville's Trusted Financial Partner
The Next Step:
A Quick Conversation
Tell us about your business and where you need support. We'll listen, figure out what makes sense for your situation, and give you a straightforward quote.
