Daily Real-Time Bookkeeping: Stay on Top of Your Numbers Every Single Day

Transactions and receipts are posted DAILY and matched to bank feeds using both automation and human review. AR and AP transactions as well as Class tracking and Job Costing are also entered at this time, so weekly reporting stays current and month-end reports are completed by the 10th

Overview

Daily Real-Time Bookkeeping is the foundational operational workflow of the Platinum Program. This service ensures that your accounting records are continuously maintained during business days using available bank feed data, uploaded documentation, and system integrations.

The goal is to maintain current, decision-ready books that support accurate cash visibility, weekly reporting, and an efficient month-end close.

What “Daily” Means

“Daily” refers to bookkeeping activity performed on each business day (Monday–Friday, excluding holidays) as part of ABBL’s structured workflow cadence.

This does not mean real-time or same-minute posting of every transaction, and it does not include weekends or holidays.

What Drives Daily Posting Activity

Daily bookkeeping is performed based on information actually available to ABBL, including:

• Bank and credit card feed activity visible in QuickBooks 

• Documents and receipts received via HubDoc or the client portal 

• Notifications of invoices, bills, or financial activity provided by the client 

ABBL can only post and process transactions that are visible, received, or communicated. Transactions that have not yet cleared the bank, have not synced to the feed, or lack documentation may be delayed until sufficient information is available.

What ABBL Does Daily

As part of this feature, ABBL performs ongoing bookkeeping activities during business days, including:

• Posting and categorizing bank and credit card transactions 

• Matching deposits, transfers, loan payments, and credit card payments 

• Recording bill payments and customer payments as activity appears 

• Applying Accounts Receivable (AR) and Accounts Payable (AP) activity as it enters the system 

• Applying class tracking and job costing to transactions where applicable 

• Attaching source documents and receipts received to transactions 

• Monitoring bank feed rules and automation performance 

• Identifying missing information or unclear transactions and issuing To-Do requests 

Because AR, AP, class tracking, and job costing are embedded into the accounting workflow, they are inherently part of daily bookkeeping activity when applicable.

Daily Quality Control (Informal Reconciliation Check)

As part of daily bookkeeping, ABBL performs an informal “eyeball” verification by comparing QuickBooks account balances to live bank feed balances (when feeds are active).

This helps identify:

• Missing transactions 

• Duplicate entries 

• Obvious discrepancies 

However, this is not a formal reconciliation.

Important Distinction: Daily Bookkeeping vs. Formal Reconciliation

Daily Real-Time Bookkeeping does NOT include formal account reconciliation.

• Daily work = posting, categorizing, and reviewing transactions 

• Formal reconciliation = completed monthly using official bank and credit card statements 

Pending transactions that have not yet cleared the bank are typically not visible in QuickBooks and therefore are not included in daily verification. These may be considered separately in cash flow discussions when relevant.

Capacity & Transaction Baseline (Critical Scope Boundary)

Daily Real-Time Bookkeeping operates within the Platinum Program’s defined capacity model, including:

• ~200 total financial transactions per month(measured as an average over approximately 90 days) 

Transactions include:

• Expenses 

• Deposits 

• Transfers 

• Bills 

• Invoices 

• Journal entries 

• Payment applications 

This transaction volume—not the number of bank accounts—is the primary driver of workload and scope.

Example Clarification

• 20 bank accounts with minimal activity (2–3 transactions each) = typically within scope 

• 5 accounts with 201+ total transactions per month = may exceed scope 

Volume Evaluation & Trend Review

ABBL evaluates transaction volume based on a rolling ~90-day average to determine whether increases in activity are:

• A temporary or one-time fluctuation, or 

• A sustained increase in operational volume and accounting complexity 

Operational Reality of Transaction Growth

Transaction volume typically increases due to:

• Business growth (higher sales, expenses, or operational activity), and/or 

• Increased need for financial detail, tracking, or reporting visibility 

Higher transaction detail often reflects a business’s need for:

• More granular reporting 

• Improved KPI tracking 

• Expanded financial visibility across operations 

Additional transaction capacity is priced based on volume and complexity, not solely count. Example:

• 210 simple transactions vs 

• 210 highly complex, split-heavy transactions (many line items per invoice/bill)

Scope Adjustment Trigger

If transaction volume or complexity increases beyond the defined baseline on a sustained basis, ABBL may:

• Recommend an add-on for additional transaction capacity 

• Issue a change order 

• Recommend a restructuring of the engagement 

This ensures continued service quality, reporting accuracy, and team capacity alignment.

What Is Included (Standard)

Within the defined capacity model, this feature includes:

• Daily transaction posting during business days 

• Categorization using rules + accountant review 

• AR/AP-related posting as activity occurs 

• Class tracking and job costing (standard application) 

• Document attachment from HubDoc and portal uploads 

• Identification of missing or unclear items via To-Dos 

• Preparation of books for weekly reporting and month-end close 

• Escalation to Accountant Review Manager as needed 

What Is NOT Included

Unless separately scoped or included elsewhere, Daily Real-Time Bookkeeping does NOT include:

• Historical clean-up or catch-up bookkeeping 

• Formal monthly reconciliation (covered under Month-End Close) 

• Investigation of fraud or disputed transactions 

• Complex forensic accounting or audit-level work 

• Reclassification of previously closed periods 

• Unlimited transaction volume 

• Custom revenue recognition beyond standard hybrid/accrual workflows 

• Full AP/AR management beyond what is defined in those separate features 

When Additional Fees or Scope Adjustments Apply

A change order, add-on, or engagement adjustment may be required if:

• Monthly transaction volume materially exceeds ~200 transactions over 90 day average

• Significant delays in document submission create backlog work 

• Large volumes of uncategorized or unclear transactions require additional research 

• Operational complexity increases (multi-entity, heavy integrations, many line items on invoices and bills, etc.) 

• Systems or workflows create manual work beyond standard automation capability 

Internal Team Standard (How ABBL Should Execute This)

Internally, this feature means:

• Books should be maintained in a continuously usable state, not just cleaned up at month-end 

• Automation should be used, but never without human review 

• Exceptions and missing information must be surfaced quickly via To-Dos 

• AR/AP, class tracking, and job costing must be applied consistently during posting 

• The file should always be moving toward a clean, fast month-end close 

Client Training Explanation / Key Takeaway

Daily Real-Time Bookkeeping is what transforms your accounting from a historical record into a live operational system.

Instead of waiting until month-end to understand your numbers, your books are continuously updated based on available activity. This allows:

• Faster decision-making 

• More accurate cash visibility 

• Cleaner financial reporting 

• Less stress at month-end 

It is one of the primary reasons Platinum clients experience greater clarity, control, and confidence in their financial operations.