One of the first questions we ask every new client is: what software are you running? It's not small talk. The platforms you use to manage sales, pay vendors, run payroll, and track your books directly affect what we can do for you — and how efficiently we can do it.
This post covers the platforms we require, the ones we support, and what happens if you're running something that's not on the list.
What Every Client Is Required to Use
Regardless of which services you've engaged us for, these platforms are standard:
QuickBooks Online — Your general ledger. Everything runs through it.
Hubdoc — How we collect your vendor documents and receipts.
BILL — For bill payment and remittance.
Gusto — Our standard payroll platform for tax filing, benefits administration, and payroll processing.
An approved point-of-sale system — More on that below.
You'll also need to maintain three separate bank accounts — Operating, Payroll, and Taxes — at an institution that supports a QuickBooks Online feed. If your current bank doesn't support that connection, we'll need to address it before we can begin.
Approved Point-of-Sale Systems
Your POS is how we get your daily sales data into QuickBooks. We currently support the following systems:
Lightspeed
Revel
SpotOn
Square
Toast (point-of-sale only — see note below on Toast Payroll)
If you're on a POS that isn't on this list, it doesn't automatically mean we can't work together — but it does mean we'll need to have a conversation before we start. Manual entry of daily sales data is out-of-scope work and is billed at $150/hour under your engagement letter. We'll always notify you and get your written approval before that work begins.
Lodging Clients
For clients with hotel, inn, or short-term lodging operations, we work with the following property management systems:
Cloudbeds
Mews
StayNTouch
Event & Catering Management
If you manage private events or catering separately from your POS, the following platforms are supported:
TripleSeat
HoneyBook
A Note on Payroll
Gusto is our standard payroll platform, and it's what our workflow is built around. We can work with Toast Payroll and ADP under documented exceptions — typically for clients who came to us already running these systems — but they require additional handling and aren't our default.
What We Can't Work With
Two things are prohibited under our engagement terms, with no exceptions:
PayPal and Venmo for business transactions, including business activity run through a personal account
Banks without a QuickBooks Online feed
These aren't preferences — they're conditions of the reconciliation services we provide.
Questions?
If you're unsure whether a platform you're using or considering is on our approved list, just ask before you commit to anything. The right time to have that conversation is before your proposal is signed, not after your first month closes.
Reach us at hello@prixfixe.accountants.