A bookkeeper records what happened; an accountant tells you what it means and files it with the IRS. Most small businesses in Miami need both jobs done, and the practical question is whether one firm can do them together. Here is how to decide, and what to do if the books are already months behind.
What a bookkeeper does
Enters and categorizes every transaction, reconciles the bank and credit card statements each month, records invoices and bills, runs payroll if asked, and keeps QuickBooks (or whatever system you use) current. The result is a set of books that match the bank to the cent.
What an accountant does
Takes those books and produces financial statements, plans and prepares the tax returns, advises on entity structure, deductions and estimated payments, and answers IRS letters. An accountant working from clean books is faster and cheaper than one who has to rebuild them first.
Which one should you hire?
If you are a one-person business with a few transactions a month, an accountant who also keeps your books is usually enough. Once you have employees, inventory or more than a hundred transactions a month, you need a monthly bookkeeping routine, and it makes sense to have it done by the same firm that will prepare the return. Two separate providers work too, as long as the bookkeeper’s file is handed to the accountant before year-end, not after.
Can an accountant manage QuickBooks?
Yes, and many do. Ask specifically: can they set up QuickBooks Online or Desktop for your business, clean up a file that has gone wrong, train you or your staff, and work inside your file every month? At MO Accounting Services we do all four, and we keep the file in your name so you own your data.
How to catch up on overdue bookkeeping
- Gather the statements: every bank and credit card statement for the missing months, plus loan statements and merchant (card processor) reports. Statements, not receipts, are the backbone.
- Pick a system and a start date. Usually that is January 1 of the earliest year with an unfiled return, in QuickBooks Online.
- Enter and reconcile month by month, oldest first. Categorize in bulk by vendor, then review the exceptions. Reconciling each month proves nothing was missed.
- Review with the accountant before filing: owner draws, loans, asset purchases and anything that looks personal get sorted out here, then the returns are prepared from the finished books.
How long does catch-up take?
A year of records for a small business with one account can be done in one to three weeks once the statements are in hand. Several years, several accounts or missing statements take longer, so start with the statements request to the bank today.
Statements first, receipts second. If you can download twelve months of bank statements today, the catch-up has already started.
Frequently asked questions
Should I hire a bookkeeper or an accountant?
Both jobs need doing. A small business with light activity is fine with an accountant who also keeps the books. With employees, inventory or more than about a hundred transactions a month, set up monthly bookkeeping and have the same firm prepare the return.
Can an accountant manage QuickBooks?
Yes. Ask whether they set up, clean up and work inside QuickBooks Online or Desktop every month and whether they train your staff. The file should be in your name.
How do I catch up on overdue bookkeeping?
Collect all bank, card, loan and merchant statements for the missing months, choose a start date, enter and reconcile month by month from the oldest, then review owner draws and asset purchases with the accountant before the returns are prepared.
What happens if I file taxes without doing the books?
Estimates from bank balances usually overstate income or miss deductions, and they cannot be reconciled if the IRS asks. Catching up first costs less than amending later.
General information, not advice for your situation. Rules change; talk to us before acting.
Bring us the statements and we will tell you how many months of work it is and what it costs, before we begin.
By Martha Otalora · Founder & CEO, MO Accounting Services. Last reviewed October 2026.
