Monthly Bookkeeping Services for Small Businesses in Canada and the USA
Running a small business means wearing a dozen hats, and bookkeeping is usually the one that gets pushed to the bottom of the pile. Receipts pile up in a shoebox, bank feeds go unreconciled for months, and by the time tax season arrives, nobody can remember what a particular charge was for. Monthly bookkeeping services exist to solve exactly this problem, giving business owners a clear, current, and accurate picture of their finances every single month rather than a frantic scramble once a year.
At Majoka Accounting Ltd., we provide ongoing monthly bookkeeping to small businesses, startups, contractors, and professional service firms across Canada and the United States. Our team works entirely in the cloud, using platforms like QuickBooks Online and Xero, so you always have real-time visibility into your numbers no matter where you or your business are located.
Whether you're a contractor in Surrey juggling job-costing across multiple sites, a Shopify seller shipping to customers in both Vancouver and Seattle, or a consultant billing clients on both sides of the border, monthly bookkeeping keeps your books audit-ready, your taxes simpler, and your decision-making backed by real numbers instead of guesswork.
What Is Monthly Bookkeeping?
Monthly bookkeeping is the recurring process of recording, categorizing, and reconciling every financial transaction your business makes, on a fixed monthly schedule rather than sporadically or once a year. It includes matching your bank and credit card feeds to your accounting software, categorizing income and expenses correctly, reconciling accounts, and producing financial statements that reflect where your business actually stands.
Unlike a one-time cleanup or annual filing, monthly bookkeeping is a continuous cycle. Each month builds on the last, so errors get caught early, cash flow patterns become visible, and your accountant has clean numbers to work with at tax time instead of twelve months of unsorted transactions.
For businesses operating in Canada, monthly bookkeeping typically also tracks GST/HST collected and paid, ready for filing with the Canada Revenue Agency. For businesses in the United States, it tracks sales tax obligations and keeps records organized for IRS reporting. Because Majoka Accounting supports clients in both countries, our monthly bookkeeping process is built to satisfy both CRA and IRS recordkeeping expectations.
Why Businesses Need This Service
Business owners often ask why they can't just do their books once a year before filing taxes. The honest answer is that waiting creates risk. Transactions get forgotten, receipts get lost, and by the time you reconstruct twelve months of activity, you're relying on memory instead of records. Monthly bookkeeping removes that risk entirely.
It also directly affects how well you can run your business day to day. Without current numbers, you can't confidently answer basic questions like whether you can afford to hire, whether a certain client is actually profitable, or whether you have enough cash to cover payroll next month.
What's Included
Bank and Credit Card Reconciliation
Every transaction that moves through your business bank accounts and credit cards is matched against your accounting software each month. This confirms that what your bank says happened actually matches what's recorded in your books, and it's usually where hidden errors, duplicate payments, or fraudulent charges first come to light.
Transaction Categorization
Every expense and every deposit gets assigned to the correct category, whether that's office supplies, subcontractor payments, advertising, or owner draws. Correct categorization matters enormously at tax time, since misclassified expenses can mean missed deductions or, worse, incorrectly claimed ones.
Accounts Payable and Receivable Tracking
We keep track of what your business owes suppliers and what clients owe you, so nothing falls through the cracks. This gives you a running picture of upcoming obligations and outstanding invoices without having to dig through email threads.
Monthly Financial Statements
Each month, you receive a Profit and Loss statement and Balance Sheet that reflect your actual financial position. These aren't generic templates; they're built from your reconciled, categorized data and reviewed for accuracy before they reach you.
GST/HST and Sales Tax Tracking
For Canadian clients, we track GST/HST collected and paid so filings with the CRA are accurate and on time. For US clients, we track applicable sales tax obligations by state so nothing is missed when it comes time to remit.
Our Process
1. Consultation
We start with a conversation about your business, your current bookkeeping situation, and the software you're using or want to use. This helps us understand exactly what your monthly bookkeeping needs to cover.
2. Assessment
We review your existing books, if any exist, to understand what state they're in. If there's a backlog, we'll flag it and discuss whether a catch-up bookkeeping project needs to happen before monthly service begins.
3. Setup
We connect your bank feeds, set up or clean up your chart of accounts, and configure your accounting software so it's ready for accurate, repeatable monthly work.
4. Implementation
Your dedicated bookkeeper begins the monthly cycle: recording transactions, categorizing them correctly, and flagging anything unusual or unclear that needs your input.
5. Monthly Workflow
Every month follows the same reliable rhythm: reconciliation, categorization, accounts payable and receivable review, and preparation of your financial statements.
6. Review
Before anything is finalized, we review the month's books for accuracy, checking for miscategorized transactions, unreconciled items, or anything that looks off.
7. Reporting
You receive clear, easy-to-read monthly reports, along with a summary of anything noteworthy, such as a spike in expenses or a client payment that's overdue.
8. Ongoing Support
Your bookkeeper is reachable for questions throughout the month, not just when reports go out. Bookkeeping should never feel like a black box.
Industries We Serve
Monthly bookkeeping isn't one-size-fits-all. The categories, workflows, and reporting priorities shift depending on the type of business we're working with.
job costing by project, subcontractor payment tracking, and progress billing so profitability per job is always visible.
high-volume daily transactions, tip tracking, and vendor payment cycles that need daily-level attention rolled into clean monthly reporting.
insurance receivables, equipment financing, and payroll for clinical and administrative staff handled with strict confidentiality.
project-based invoicing, retainer tracking, and expense categorization that separates billable from non-billable costs.
inventory-related cost of goods sold, point-of-sale reconciliation, and multi-location reporting where relevant.
platform fee tracking, multi-currency sales, refunds, and cost of goods sold calculated across high transaction volumes.
commission tracking, trust account awareness, and property-related expense categorization for agents and small brokerages.
runway tracking, investor-ready reporting, and clean books from day one that make future fundraising or due diligence far less painful.
simplified categorization, quarterly tax estimate support, and separation of personal and business expenses.
raw material costs, work-in-progress tracking, and vendor payment terms managed alongside production cycles.
fuel and maintenance expense tracking, per-vehicle profitability, and driver settlement reconciliation.
Software We Support
We work inside the accounting platforms our clients already use, or help them choose one that fits their business.
our most commonly used platform for Canadian and US clients, offering strong reporting and wide accountant familiarity.
a clean, cloud-native option popular with startups and service businesses that want simple multi-user collaboration.
a lightweight option that works well for very small businesses and freelancers with straightforward bookkeeping needs.
often used by construction and manufacturing businesses that need more detailed job costing or inventory tracking.
a strong fit for service-based freelancers and consultants who invoice clients directly through the platform.
a good match for businesses already using other Zoho tools for CRM, invoicing, or operations.
Benefits of Choosing Majoka Accounting Ltd.
Choosing a bookkeeping partner is about more than just data entry. Here's what working with Majoka Accounting actually looks like.
Why Choose Us Instead of DIY?
Many business owners start out doing their own books. Here's how that compares to working with a dedicated monthly bookkeeping service.
Common Mistakes Businesses Make
Mixing Personal and Business Expenses
This is one of the most common issues we see, especially with freelancers and new business owners. It complicates tax filing and can create real problems if the CRA or IRS ever asks questions.
Waiting Until Tax Season to Organize Records
By the time a full year of transactions has piled up, details get lost. Monthly bookkeeping prevents this entirely by handling the work in small, manageable pieces.
Ignoring Bank Reconciliation
Skipping reconciliation means errors, duplicate charges, and even fraud can go unnoticed for months at a time.
Misclassifying Owner Draws as Expenses
This distorts your Profit and Loss statement and can lead to inaccurate tax reporting if not corrected.
Not Tracking GST/HST or Sales Tax Separately
Businesses that don't track these obligations throughout the year often face unpleasant surprises when filing deadlines arrive.
Frequently Asked Questions
Get Started Today
If your books are behind, disorganized, or simply taking up time you don't have, monthly bookkeeping with Majoka Accounting Ltd. gives you back that time and the confidence that comes with accurate numbers. Book a free consultation today and we'll walk you through exactly how our process would work for your business, whether you're in Surrey, across Canada, or anywhere in the United States.
Call us, send an email, or fill out our online contact form to get started. There's no obligation, and no pressure. Just a clear conversation about what your business actually needs.
Other Services We Offer
Most clients combine two or three of these into one fixed monthly package.
Book a Free Consultation
Tell us where your books stand and we'll show you exactly how we can help, with a fixed monthly price and no obligation.