Bookkeeping for software companies
Bookkeeping for B2B SaaS companies
Software companies collect cash first and deliver service later, so the books need a few things a typical small business does not. I keep them in your QuickBooks, tie them to your billing system each month, and hand your CPA a clean set.
What the monthly work covers
- Reconcile every account. Bank, card and payment processor accounts, matched to statements, so cash is right before anything else.
- Tie billing to the ledger. Invoices, credits, refunds and subscription changes from your billing tool, checked against what is recorded.
- Roll deferred revenue forward. Opening balance, plus what you billed ahead, minus what you earned, tied to your billing tool's report.
- Accrue costs that arrive late. Hosting and infrastructure bills that belong to the month but land after it.
- Bridge MRR to revenue. A short reconciliation between the recurring number you quote and the revenue in your books.
- Hand over a clean pack. Profit and loss, balance sheet, deferred revenue roll-forward and a note on anything unusual, ready for you or your CPA.
What I need from you
Access to your accounting software, your bank and card statements, and the reports or exports from your billing tool or Stripe. You keep your own logins, and nothing is held back if you decide to move on. I will ask how you bill (monthly, annual or both) and how you define the numbers you report, so the books follow your policy.
What this is not
MCC Solutions is not a CPA firm. I do not prepare tax returns, perform audits, set your revenue recognition policy or promise investor outcomes. Those stay with your CPA. My part is accurate, reconciled books and schedules, so that work starts from clean records.
Learn it first
Plain-language guides on the parts that trip up software companies, with worked numbers.
- Deferred revenue for SaaS companies, explained: A worked entry, a release schedule and how to reconcile the balance.
- MRR vs recognized revenue: Why the numbers differ and a bridge that reconciles them.
- Annual vs monthly billing: What each does to cash, the balance sheet and your reports.
- SaaS month-end close checklist: Tie billing to the ledger and roll deferred revenue forward.
- SaaS metrics a bookkeeper can hand the founder: MRR, retention, margin, burn and payback with worked examples.
- Chart of accounts for a SaaS company: Revenue, deferred revenue and delivery-cost accounts that read well.
- Bookkeeping for subscription and SaaS businesses: The overview: recognition, processor payouts and MRR.
- Bookkeeping for Stripe payouts, fees and disputes: Match payouts to the bank and keep fees and refunds visible.
Free tools
- SaaS MRR and deferred revenue template: list your contracts and see revenue, billings and deferred revenue for 24 months.
- Cash flow and burn rate calculator: net burn, runway and a monthly forecast.
- Monthly close checklist: 26 steps for any small business.
Common questions
Do you work in our QuickBooks?
Yes. The books stay in your accounting software under your login, so you keep full control of your accounts and can leave at any time with everything intact.
Can you decide how our revenue should be recognized?
No. Your accounting policy and the revenue recognition rules that apply to you are for your CPA to set. We keep the books and schedules in line with that policy and flag anything that does not tie.
Our previous bookkeeper left things unfinished. Can you pick up from there?
That is common, particularly when a firm changes hands. The work starts by reconciling the most recent months and working backward. See catch-up and cleanup.
How much does it cost?
You receive a written scope and a price before any work begins, or a plain answer if we are not the right fit.
Do you prepare tax returns or audits?
No. MCC Solutions is not a CPA firm. We get the books accurate and organized so your CPA can do that work faster.
Who defines MRR and churn for our reports?
You do, with advice from your CPA. We calculate them from your billing exports using the definition you choose, and show the formula next to the number.