CoCountant

BACKGROUND

Please describe your company and position.

I am the Operations Manager of D.C. Policy Center

Describe what your company does in a single sentence.

Through objective and rigorous research and collaboration, the D.C. Policy Center develops and tests policy ideas, disseminates its findings, actively promotes policy solutions, and engages in constructive dialogue and debate.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire CoCountant to accomplish?

• Operational Efficiency & Time Recovery
• Data Integrity & Compliance
• Financial Visibility & Growth Setup

SOLUTION

How did you find CoCountant?

Clutch Site

Why did you select CoCountant over others?

• Pricing fit our budget
• Good value for cost
• Clear pricing structure

How many teammates from CoCountant were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Phase 1:  Align & Access

Services Needed:

• Monthly bookkeeping • Bank, credit card, and payment platform reconciliations 
• Monthly financial statements 
• Basic AP categorization support 
• Support for year-end tax preparation 
• Standard monthly close process 
• Dedicated controller and senior accountant team 
• Board-ready financial statements 
• Tax-ready year-end financial package 
• Full Accounts Payable and 1099 handling:

• Migrate accounting software from Xero to QuickBooks

• Migrate Bill.com to sync to QuickBooks 

• Close out the prior FY

Phase 2:  System Calibration:

• Audit and refine the Chart of Accounts and invoice settings

• Establish accounting system tags

• Set clear month-close dates

• Set regular monthly meetings and review process

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Successfully executing these goals has transformed our financial operations from a reactive, complicated system into a strategic, board-ready asset. By migrating to QuickBooks and eliminating Bill.com, we have established a single source of truth that ensures compliance, speeds up decision-making, and eliminates year-end close stress.

Phase 1 Outcomes: Align & Access:

• Clean Financial Baseline - Prior fiscal year is officially locked and closed, with zero historical errors rolling into the new system.

• Unified Technology - QuickBooks Online ecosystem replacing Xero and eliminating Bill.com syncs, eliminating double entry of data.

• Organizational Reporting - Accurate, monthly board-ready financial statements and on target for a tax-ready year-end ledger package to prepare for the annual audit.

• Operational Efficiency - Full automation of AP workflows and 1099 compliance, due to a regular, predictable monthly close process handled by experts. 

Phase 2 Outcomes: System Calibration:

• Granular Financial Visibility - Refined Chart of Accounts tailored to your exact business model, and class and tracking tags established for deep profitability analysis.

• Operational Discipline - Hard, predictable monthly close dates for timely data, enabling structured monthly executive reviews to monitor variance. 

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Despite occasional data migration challenges, the team remained resilient and diligent throughout the migration process and our annual financial audit. They consistently met deadlines, maintained clear communication, and proactively addressed all feedback and issues.

What was your primary form of communication with CoCountant?

Email or Messaging App

What did you find most impressive or unique about this company?

The Cocountant team demonstrated outstanding operational resilience and execution precision during this review period. Faced with complex backend data migration challenges, they successfully insulated the business from operational risk. Throughout the high-pressure annual audit, Adam and Jack maintained an uncompromised compliance posture—consistently helping us meet critical deadlines, facilitating flawless cross-functional communication, and systematically resolving technical feedback. Their ability to deliver absolute stability under pressure represents a major asset to our standard of professional services

Are there any areas for improvement or something CoCountant could have done differently?

One area for improvement is shifting from a reactive stance; the Team has already begun implementing processes to improve this.

While the team defended the firm's operational integrity under pressure, friction from the legacy data migration highlighted an opportunity to shift from a reactive stance to a predictive model. They are providing alternative approaches to eliminate historical processing bottlenecks. These processes will drastically reduce manual workflows, mitigate systemic risk, and establish a scalable, friction-free framework for all upcoming fiscal periods. 

BACKGROUND

Introduce your business and what you do there.

I’m the business manager of Dar-us-Sakina, a Houston-based nonprofit organization. We provide educational programs, support services, and community awareness initiatives for individuals with disabilities and their caregivers in the Muslim community.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire CoCountant to accomplish for Dar-us-Sakina?

We engaged CoCountant to ensure the delivery of accurate and timely monthly financial reporting for Dar-us-Sakina.

SOLUTION

What was the scope of their involvement?

The scope of CoCountant’s involvement includes providing monthly bookkeeping services, managing payroll processing, handling IRS payroll tax filings, preparing and issuing W-2 and 1099 forms, and conducting budget analysis to support financial oversight.

What is the team composition?

We work with 2 teammates from CoCountant.

How did you come to work with CoCountant?

We were introduced to CoCountant through a referral. After evaluating our options, we selected them based on their competitive pricing and the strong value of services offered within our budget.

What is the status of this engagement?

We started working together in June 2025, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

During the initial phase of the engagement, there was some back-and-forth to align on reporting expectations and the format of our monthly financials. Once the scope of work was clearly defined and mutually understood, the engagement has progressed smoothly. CoCountant has been responsive to our requests, consistently delivering reports tailored to our needs in a timely manner, which has improved the reliability and usefulness of our financial reporting.

How did CoCountant perform from a project management standpoint?

Jack (Accounting Manager) & Emma (Accounting Manger) has been very responsive and delivers on time. We communicate via virtual meetings, emails, and messaging apps.

What did you find most impressive about them?

One of the most impressive aspects of CoCountant is their responsiveness. Despite being based outside of the United States, their team consistently communicates in a timely manner and remains readily available to address questions and requests.

Are there any areas they could improve?

One area for improvement would be providing a direct phone contact for immediate assistance. Having the ability to speak with an accountant in real time would enhance communication, particularly in situations that require urgent support.

BACKGROUND

Please describe your company and position.

I am the VP of a VoIP services company.

Describe what your company does in a single sentence.

VoIP services for small businesses 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire CoCountant to accomplish?

• Monthly Bookkeeping
• Dedicated Controller Consultations

SOLUTION

How did you find CoCountant?

Referral

Why did you select CoCountant over others?

• High ratings
• Pricing fit our budget
• Good value for cost

How many teammates from CoCountant were assigned to this project?

6-10 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Daily Bookkeeping Every transaction, every day, diligently recorded.

Cash Accounting Track cash flow in real-time, understanding the heartbeats of your business. Reconciliation Ensure your records match bank statements, eliminating discrepancies.

Monthly Financial Statements Get a comprehensive monthly view of your financial health. 

Designated Shared Bookkeeper Work with an assigned dedicated professional, who is familiar with your business.

Direct Bookkeeper Access Reach out to your bookkeeper directly, ensuring continuous and efficient communication.

Unlimited Communication Questions, clarifications, or insights? Engage with your bookkeeper anytime, as often as needed.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Consistently meets all monthly objectives

Provides consistent, high-quality consultation related to our bookkeeping needs

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The team consistently checks in and looks for areas to improve services. They are reliable and respond quickly to any inquiries. The work itself is organized and deliverables are met in a timely fashion.

What was your primary form of communication with CoCountant?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

The CoCountant team consistently produces a high quality of work for us. The team is reliable and has a great attention to detail. The senior team responds to feedback and the service continuously improves as a result. 

Are there any areas for improvement or something CoCountant could have done differently?

We have been very happy with our bookkeeping services and any time we've given them constructive feedback they consider it and integrate the feedback as appropriate. We don't have any area of improvement at this time. 

BACKGROUND

Please describe your company and position.

I am the CFO of Backpack Group, LLC

Describe what your company does in a single sentence.

SaaS data company providing information platform for commercial real estate building operations.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire CoCountant to accomplish?

• General accounting and financial reporting
• A/R management

SOLUTION

How did you find CoCountant?

Received Email from CoCountant

Why did you select CoCountant over others?

• High ratings
• Pricing fit our budget
• Referred to me

How many teammates from CoCountant were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

End to end financial accounting, monthly closing and preparing financial statements.  Key deliverable was completing monthly close process and preparing individual company and consolidated financial statement within 10 workdays after month-end.   

Management of A/R and collections.  Design collections follow-up process 

Management of sales tax registrations and filings.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

1)  On time monthly closing and producing financial statements

2) Reduce A/R days receivable.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Assigned CoCountant staff was very knowledgable and understood expectations.  He met and exceeded KPI set at beginning of project.

Staff also suggested and implemented key process improvements to improve workflow.

Staff also worked well with company team members across departments and provided excellent service to all team members he come into contact with.

What was your primary form of communication with CoCountant?

Virtual Meeting

What did you find most impressive or unique about this company?

CoCountant's responsiveness to my needs is impressive.  Openness to adjust to my unique request and setting mutually agreed upon expectations.

Are there any areas for improvement or something CoCountant could have done differently?

None that I have identified so far.

BACKGROUND

Introduce your business and what you do there.

I'm the director of marketing at a healthtech company. We provide technology-enabled solutions that help healthcare organizations streamline clinical workflows, boost revenue, modernize patient experiences, and reduce operational costs.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with CoCountant?

We brought CoCountant on board primarily to bring structure, clarity, and control to our department-level bookkeeping, with a specific focus on marketing expenses.

SOLUTION

What was the scope of their involvement?

CoCountant was engaged to manage department-level bookkeeping for us, with a primary focus on marketing expenses. Their scope included tracking and categorizing spend by campaign, vendor, and channel in QuickBooks Online; managing vendor invoices, ad spend, and recurring software costs; monitoring budgets against actuals; and delivering monthly reconciled reports for leadership. With controller-level oversight, they ensured financial accuracy, compliance, and audit readiness. Key deliverables included a detailed marketing expense ledger, budget vs. actual reports, reconciled statements, and an audit-ready QuickBooks file.

What is the team composition?

We worked with two teammates from CoCountant.

How did you come to work with CoCountant?

We found CoCountant through Clutch. We chose them over other options because of their reliability and affordability.

What is the status of this engagement?

We worked with CoCountant from October 2023–May 2024.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

The measurable outcomes from our project with CoCountant included the following:

• 100% on-time monthly closes for the marketing department’s financials
• A fully categorized and audit-ready QuickBooks Online file, tailored to departmental reporting
• Clear budget vs. actual reports, enabling better spend control and forecasting
• A 30–40% reduction in time spent by our internal team on managing marketing expenses
• Improved financial visibility that supported more informed decision-making at the leadership level

Before CoCountant, our team spent approximately 10–12 hours per week on the following tasks:

• Collecting and organizing receipts and invoices
• Manually categorizing transactions in QuickBooks
• Following up on vendor payments
• Reconciling ad spend across platforms (Google, Meta, LinkedIn)
• Creating budget tracking spreadsheets
• Preparing monthly reports for leadership

After CoCountant, these tasks were either fully offloaded or streamlined. Our team now spends only 6–7 hours per week (mostly for approvals and high-level review) thanks to the following:

• CoCountant’s automated categorization and reconciliations
• Proactive reporting and dashboards
• Direct vendor and expense management by their team
• Controller-level oversight reducing internal double-checking

The result was a consistent 30–40% drop in manual workload, freeing up our team to focus more on strategic marketing activities.

With clean, categorized books and timely reporting, we had a clearer view of our marketing ROI and spending patterns, enabling smarter budget allocation. Access to accurate, real-time financial data allowed our leadership team to make quicker, more confident decisions around campaign scaling, vendor negotiations, and budget reforecasting. Reducing the internal workload around expense tracking freed up our marketing and finance teams to focus on higher-value strategic tasks rather than day-to-day bookkeeping. The budget vs. actuals reporting and controller oversight helped us stay within planned budgets and proactively identify overspending before it became an issue.

How did CoCountant perform from a project management standpoint?

CoCountant’s project management was highly reliable and responsive. They consistently delivered reports and reconciliations on time, maintained clear communication channels, and adapted quickly to our evolving needs. Their team was proactive in flagging issues, following up on missing information, and ensuring deadlines were met without compromising on accuracy. We appreciated their structured approach—especially the monthly close process and regular check-ins—which kept everything on track and gave us confidence in the financial data.

What did you find most impressive about them?

What stood out most about working with CoCountant was their ability to combine hands-on bookkeeping with controller-level oversight—something rare in outsourced finance teams. They weren’t just data entry partners; they truly understood our business context and helped us build department-level financial discipline. Their responsiveness, attention to detail, and ability to deliver clean, audit-ready books consistently made them feel like an extension of our in-house team. The fact that they could handle complex marketing spend tracking across multiple platforms with minimal back-and-forth was particularly impressive.

Are there any areas they could improve?

One area where CoCountant could have improved was more proactive data visualization and dashboarding. While their reports were accurate and timely, having more real-time, visual insights—especially for non-finance stakeholders—would have made it easier for our marketing team to track spend and performance at a glance. Additionally, a more formal onboarding or documentation process in the early phase would have helped us ramp up faster and reduce initial back-and-forth. That said, their team was quick to adapt once aligned and remained responsive throughout.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO of Astory, a cross-border marketing agency that helps hospitality and lifestyle brands grow through strategy, storytelling, partnerships, social media, sales, and experiential campaigns that drive engagement and measurable results.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire CoCountant to accomplish for Astory?

We needed help with accounting and bookkeeping.

SOLUTION

What was the scope of their involvement?

CoCountant provides bookkeeping services, including payroll and financial reporting.

What is the team composition?

We work with 2–5 teammates from CoCountant.

How did you come to work with CoCountant?

They were referred to us, and we chose them because of their high ratings.

What is the status of this engagement?

We started working with them in January 2026, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Everything has been great.

How did CoCountant perform from a project management standpoint?

CoCountant's project management is perfect; they deliver work on time.

What did you find most impressive about them?

CoCountant is attentive to details.

Are there any areas they could improve?

I don't think there's anything they can improve on.

BACKGROUND

Introduce your business and what you do there.

I'm the president of Betz Heating & Air, an HVAC company. We provide light commercial and residential HVAC services, including maintenance, repairs, and installations in North Texas.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire CoCountant to accomplish for your HVAC business?

We wanted to focus more time on running the business and less time on bookkeeping and recurring accounting tasks.

SOLUTION

What was the scope of their involvement?

CoCountant provides bookkeeping services for us. Their main deliverables include preparing monthly financial statements, reconciling accounts, and performing standard bookkeeping tasks.

What is the team composition?

We work with 2–5 teammates from CoCountant.

How did you come to work with CoCountant?

We found them through an online search. We chose them because they had high ratings, their pricing fit our budget, and they offered good value for the cost.

What is the status of this engagement?

We started working with them in July 2026, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

CoCountant has given back valuable time to our operating team. We've saved 4–6 hours per month.

How did CoCountant perform from a project management standpoint?

CoCountant delivers on time. On most items, they can move as fast as we're willing to be responsive. We communicate via email and messaging apps.

What did you find most impressive about them?

CoCountant's clear communication is impressive. They're also quick to pick up on nuanced concepts.

BACKGROUND

I am the President & CEO of LogicTree, Inc.

We design and build SaaS web applications. 

OPPORTUNITY / CHALLENGE

• Accounting
• bookkeeping
• payroll

SOLUTION

Clutch Site

• High ratings
• Close to my geographic location
• Pricing fit our budget
• Good value for cost

2-5 Employees

Ongoing help with accounting, bookkeeping, payroll, and consulting. 

RESULTS & FEEDBACK

Smooth handling of all financial tasks, freeing me to do other work as CEO.

Yes, so far, so good.

• Virtual Meeting
• Email or Messaging App

Nice people, quick to respond to inquiries, decent pricing. 

Nothing yet. 

BACKGROUND

Introduce your business and what you do there.

I'm the COO of Big Star Power, an IT company. We develop and deliver power-ready sites and modular data centers for AI and high-density computing. We handle everything from utility connection to live deployment, focusing on rapid, scalable solutions in the Southeast US.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with CoCountant?

We needed help with bookkeeping at a high level since we prepare audited financials.

SOLUTION

What was the scope of their involvement?

CoCountant provides bookkeeping and fractional controller services. They do everything except high-level MD&A.

What is the team composition?

We work with 2–5 teammates from CoCountant.

How did you come to work with CoCountant?

We found them through an online search. We chose them over other options because they offered good value for the cost.

How much have you invested with them?

We've spent less than $10,000.

What is the status of this engagement?

We started working with them in August 2026, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

CoCountant has accurate entries for accrual accounting.

How did CoCountant perform from a project management standpoint?

We communicate via virtual meetings, emails, and messaging apps.

What did you find most impressive about them?

Their quality is impressive.

Are there any areas they could improve?

There's nothing they need to improve.