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ProAxis Tax & Accounting Services

Monthly Bookkeeping & Payroll Onboarding Intake

Monthly Bookkeeping • Payroll & Compliance

This is a scoping intake — tell us about your books, payroll, and the services you need before we build your engagement. We do not collect Social Security numbers, dates of birth, full EINs, or government ID through this form. Sensitive items are gathered through our secure client portal once we begin the engagement.

Before You Begin

Five quick steps: business profile, current books, payroll, services needed, and disclosures. Estimates are fine — your CPA confirms details during scoping. We never collect Social Security numbers, full EINs, dates of birth, or government ID through this form.

Current Books vs. Catch-Up: How We Scope

Current books move straight into a monthly cadence. Behind books start with a catch-up project, scoped by months behind, transaction volume, and account count. Once the gap is closed, service shifts to monthly. Step 2 captures what we need to scope both.

Taking Over Payroll Mid-Year

Payroll can move any time. The cleanest switch is at a quarter boundary, since Form 941 is filed quarterly. A mid-year takeover needs year-to-date pay records and prior quarterly filings. That keeps W-2 and W-3 totals reconciled at year end. State returns like the NJ-927 follow the same rhythm — Step 3 asks who runs payroll today.

Common Bookkeeping Problems We See
  • Unreconciled accounts — missing and duplicate transactions hide until every account reconciles monthly.
  • Commingled personal spending — blurs the books and weakens liability protection.
  • Misclassified contractors — contractors who function as employees create payroll tax exposure.
  • Missed sales-tax registrations — selling into other states can create a duty to register and collect.
  • Late payroll filings — missed Form 941 or state filings compound quickly. We outline a path back to current.

After You Submit

Your CPA team reviews this intake within one business day. We follow up to confirm scope, request read-only software access, and set a start date. Work begins only after a written engagement letter is signed by both sides.

Bookkeeping & Payroll: Common Questions

What happens after I submit this intake?
Your CPA team reviews the intake within one business day. You get a follow-up email or call to confirm scope. We then request read-only access to your accounting software and recent bank statements. Work begins only after a written engagement letter is signed by both sides.
Can ProAxis work inside my existing QuickBooks Online file?
Yes. ProAxis is a QuickBooks Online ProAdvisor firm. We work as an accountant user inside your existing QuickBooks Online file. You keep ownership of the file and full access at all times. We can also review whether your chart of accounts still fits your business.
How does catch-up bookkeeping work?
Catch-up bookkeeping rebuilds past months of records in one project. We gather bank and credit card statements for the gap period. Then we categorize transactions, reconcile every account, and produce clean financial statements. Once caught up, most clients move to a monthly bookkeeping service. Outcomes vary; this is general information, not tax advice. Catch-up bookkeeping service →
Can ProAxis take over payroll mid-year?
Yes. A mid-year payroll switch needs your year-to-date pay records and prior quarterly filings, like Form 941. We use them so W-2 totals reconcile at year end. State returns, such as the NJ-927 in New Jersey, follow the same process. Outcomes vary; this is general information, not tax advice.
Do I have to switch accounting software to work with ProAxis?
No. We support QuickBooks Online, QuickBooks Desktop, Xero, and other common systems. If you use spreadsheets or have no system yet, we help you pick one. A software change is only suggested when the current setup blocks accurate books.
How is monthly bookkeeping scoped?
Scope is based on transaction volume, the number of bank and card accounts, payroll needs, and overall complexity. After this intake, we confirm the scope on a short call and put it in writing. Our published pricing guide explains how bookkeeping engagements are typically structured. Bookkeeping pricing guide →
Do you handle sales tax registrations and filings?
Yes. We help clients evaluate where the business must register to collect sales tax. That includes home-state sales and out-of-state sales through platforms like Shopify or Amazon. We can then handle registrations and ongoing sales tax filings as part of the engagement. Outcomes vary; this is general information, not tax advice.

Why NJ Small Businesses Choose ProAxis

Monthly Bookkeeping Done Right

Bank and credit card reconciliations, clean monthly financials, and books that stay tax-ready all year.

Bookkeeping services →

Payroll & Compliance

Payroll processing, Form 941 and state filings, 1099 preparation, and year-end W-2 reconciliation.

Payroll services →

Fully Virtual, Tri-State Coverage

Secure document portals, video consultations, and CPA coverage for NJ, NY, PA, and multi-state businesses.

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