Industry Focus · Professional Services
Accounting for consulting practices, agencies & project-based firms
WIP & unbilled time, partner profit allocation and utilization reporting — built for consulting practices, agencies, architecture & engineering firms and other professional practices, from timesheet to close.
15+ Clients
Professional services firms served
Zero Late Filings
Every tax deadline met, on record
15+ Yrs
Years helping professional practices master their numbers
Platforms We Manage
Your systems, reconciled — not replaced
Whatever practice management or accounting stack you run, we plug in and keep your books accurate every month.
6+
Platforms supported
0
Systems you need to switch
QuickBooks Online
Class & project-level tracking, multi-entity consolidated books.
Xero
Multi-currency practice reporting, tracking categories by partner.
NetSuite
Project costing, revenue recognition, GL sync across entities.
Sage Intacct
Multi-entity consolidations, fund accounting, dimension reporting.
Deltek & BQE Core
WIP tracking, project profitability, utilization reporting.
Gusto & ADP
Payroll processing, partner draws, contractor 1099 tracking.
Bill.com
Vendor bill approval, payment routing, AP automation.
Expensify & Ramp
Expense capture, corporate card reconciliation, policy enforcement.
Avalara
Multi-state tax compliance for firms with nexus across jurisdictions.
Stripe & Square
Retainer & invoice payment matching across every practice.
Services by Client Type
Built for How Each Type of Practice Actually Runs
Consulting Firms
Project & engagement cost tracking
Contractor & subcontractor billing
Billable rate & utilization tracking
Revenue recognition by milestone
Partner & shareholder distributions
Engagement-level profitability reporting
Marketing & Creative Agencies
Retainer vs. project billing tracking
Media & vendor pass-through costs
Staff utilization tracking
Deferred revenue on retainers
Contractor & freelancer 1099s
Client & account profitability reporting
Architecture & Engineering Firms
WIP & percentage-of-completion tracking
Sub-consultant cost tracking
Overhead & indirect rate tracking
Progress billing & retainage
Multi-project revenue recognition
Project profitability reporting by phase
Staffing & Recruiting Firms
Contractor & placement fee tracking
Client invoicing & AR aging
Fill-rate & pipeline tracking
Commission & recruiter payout tracking
Multi-branch revenue consolidation
Margin reporting by placement & client
Workflow & Cadence
Bookkeeping built around how your firm bills
| WORKFLOW | CADENCE | WHAT'S COVERED |
|---|---|---|
|
Bookkeeping & AP/AR
|
WEEKLY |
•
Transaction categorization by client & matter
•
Vendor bill entry & payment processing
•
Retainer & invoice payment tracking
•
Expense report processing
|
|
Reconciliation & Compliance
|
WEEKLY |
•
Bank & credit account reconciliation
•
Credit card & petty cash tie-out
•
Multi-state tax compliance
•
Payroll tax filing tracking
|
|
Financial Reporting
|
MONTHLY |
•
P&L, balance sheet & cash flow statements
•
Practice-area & partner-level reports
•
Budget vs. actual variance reporting
•
Partner & board reporting packages
|
|
WIP & Time Tracking
|
AS NEEDED |
•
WIP & unbilled time reconciliation
•
Realization & utilization tracking
•
Engagement cost allocation
•
Write-off & write-down reporting
|
|
Payroll & Partner Draws
|
BI-WEEKLY |
•
Payroll processing & tax deposits
•
Partner & shareholder draw tracking
•
Benefits & retirement contribution sync
•
Contractor 1099 tracking
|
|
Tax & Advisory
|
QUARTERLY |
•
Tax-ready books & CPA handoff
•
1099 preparation for vendors & contractors
•
Entity structure & partner tax coordination
•
Quarterly strategy & planning reviews
|
Onboarding
Live on your books in under two weeks
Discovery & systems audit
We map your practice areas, billing model and current software.
Chart of accounts setup
Clean, practice-specific chart of accounts built or repaired.
Historical catch-up
Books brought current, discrepancies resolved.
Ongoing monthly close
Reconciliations, statements and reporting on schedule.
Monthly strategy review
A standing session on performance and planning.
How We Compare
The real problems a generic firm won't solve
These are the exact pain points agencies, consultancies and project-based firms bring us after leaving a generic outsourced firm.
| CLIENT PROBLEM | GENERIC OUTSOURCED FIRM | SMARTLEDGER |
|---|---|---|
|
Bank & credit card reconciliation done right
|
Reconciled sporadically, often behind
|
Every account reconciled and coded weekly
|
|
WIP and unbilled time under control
|
WIP tracked loosely, if at all
|
WIP & unbilled time reconciled every close
|
|
Retainer & deferred revenue, tracked correctly
|
Retainers tracked in a spreadsheet
|
Retainer burn-down reconciled to revenue every close
|
|
Partner draws & profit splits, calculated correctly
|
Partner splits calculated manually
|
Automated, accurate partner distribution tracking
|
|
Month-end close that actually closes on time
|
Close drags 3-4 weeks past month-end
|
Books closed and reviewed within 5 business days
|
|
Accurate AP/AR aging, always current
|
Aging reports run once a quarter
|
AP/AR aging updated and reviewed every week
|
|
Audit-ready books, all year, not just at tax time
|
Year-end scramble before filing
|
Tax-ready books, reconciled every month
|
|
One system of record for every engagement and document
|
Documents scattered, untracked
|
Every document attached & tied to its entry
|
Trusted Partner
Why Professional Services Firms Choose Smartledger
Growth changes what your books need. We’re built to keep pace with every deal, entity and milestone.
Professional Services Specialists
Our team lives in WIP and engagement data, not generic ledgers.
Practice-Area Focus
Consulting and agency accounting is our core specialty, not a side offering.
Maker-Checker Review
A second reviewer verifies every close before it reaches you.
Secure Cloud Systems
Bank-grade encryption and access controls protect every record.
24-Hour Response
Questions get a same-or-next-business-day answer, always.
Testimonials
A full-stack finance function,
built around your business.
FAQ’S
The Answers You're Probably Looking For
The questions that matter most when choosing a finance partner — clearly answered.
Can you manage client retainers and deferred revenue?
Yes. We track retainer burn-down against delivered work and reconcile deferred revenue monthly, so billing and revenue recognition always stay in sync.
How do you handle WIP and unbilled time?
We reconcile work-in-progress and unbilled time every close, so realization and write-offs are visible well before invoicing — not discovered after the fact.
Can you calculate partner draws and profit splits?
Yes. We build your partnership or shareholder agreement into a repeatable distribution model, so draws and profit allocations are accurate and consistent every period.
What happens when we add a new partner, practice area, or office?
We plug the new entity straight into your existing chart of accounts and reconciliation workflow — no rebuilding your books, no disruption to your monthly close.
How quickly can you take over our books and be fully caught up?
Most professional services clients are fully onboarded and current within two weeks, including historical catch-up, so your very next close arrives clean and on schedule.