How It Works | Ledger Labs Canada

ONBOARDING

How We Take Over Your Accounting, Phase By Phase!

We review your books before we quote, then take over in four phases, each with a set duration, a clear outcome and a small time ask from you. Most clients are on a steady monthly close within two to twelve weeks.

2,246 +

Happy Clients

12 +

Years in industry

150 +

Strong team

How it works

How Our Outsourced Accounting Works?

Four steps from first call to your first monthly close packet. No onboarding fees, and a fixed monthly fee once we start.

Gary · Founder & CEO

Thanks for reaching out! Your free 30-minute consultation is booked.

Before your review

Consultation booked✓

Free demo scheduled✓

NDA signed✓

Financials shared✓

our team

Four People on Your Books, Each With a Clear Role

Prepares

Bookkeeper

Handles daily bookkeeping, categorization, and reconciliations, and maintains complete supporting documentation.

reviews

Senior Accountant

Checks reconciliations, schedules and documentation against our SOPs before final review.

signs off

Controller

Performs the final GAAP-level review, leads your monthly review call and advises on COGS, deferred revenue and loans.

Owns delivery

Client Success Manager

Oversees timelines and quality, and coordinates the team so nothing stalls.

Data security

How We Protect Your Financial Data?

Four steps from first call to your first monthly close packet. No onboarding fees, and a fixed monthly fee once we start.

DAY 1-2

Pre-close notice

A short list of required documents and missing statements, plus any clarification call scheduled upfront.

DAY 3-6

Milestone updates

Only key milestones and blockers: reconciliations done, sales imported, inventory and COGS variances, items needing your input.

BY DAY 7

Close complete

Confirmation of close, the full report pack, key findings and recommended adjustments.

RECURRING

Monthly review call

Your Controller walks through the P&L, balance sheet and cash flow, and you leave with clear action items.

Data security

How We Protect Your Financial Data?

Least-privilege access by default. We never need permission to move your money.

View-only banking

View-only access to bank, card and merchant accounts. No payment or transfer permissions.

Minimal permissions

Bookkeeper or accountant roles only. Admin access only when temporarily needed for setup.

Secure document sharing

An encrypted client folder for statements, and no passwords ever sent by email or chat.

2FA and access audits

Two-factor authentication wherever available, and access reviewed every quarter.

Client results

What Clients Say After Onboarding?

Least-privilege access by default. We never need permission to move your money.

My main problem always has been to know my accurate profits & this is precisely what Ledger Labs helped me with. They went through my entire supply chain costs, my monthly operational expenses, and COGS and got me the correct costing of my goods and the cost of running the business. Now I know how much I need to sell & at what price I should sell it to be profitable.

Ariel Robinson CEO & Founder

Since working with Ledger labs, our bookkeeping and Controller processes have been streamlined. The routine accounting tasks are managed on a predictable schedule, and checklists are used to ensure that all required documents are processed within the proper deadlines. We have improved the accuracy and timeliness of our financial statements and other crucial

Patrik Nichols CFO

We have a unique business, and almost all the accounting firms we have engaged so far have been unable to get a hold of our business. But Ledger Labs really took the bull by its horn. They understood our business better than us & created a very customized process & systems to streamline our accounting department. We now have detailed step-by-step process documentation, checklists & schedule of reports.

Amanda Fludd CEO

Ledger Labs found $18K in missed deductions that our old accountant completely missed, same books, same receipts, totally different results. That’s when I knew we were finally working with pros. Since then, they’ve helped us restructure expenses and make tax planning part of the daily flow, not just something we scramble on last minute.

Michael Smith CFO

Gary, yes. The founder, took the time to really understand our business and where we were struggling. Within a few weeks, our books were clean, our cash flow was clear, and we were spending way less time managing it all. You can tell he genuinely cares, and that energy runs through the whole team

Nicole Allen Founder & CEO

FAQs

Onboarding Questions, Answered

1. How much of my time does onboarding take?

Most of your time goes into the first few weeks. Plan on about 2–3 hours to give us access and walk us through your business. During cleanup, expect another 4–6 hours, mostly quick answers and a weekly 30-minute check-in. Approving new automations takes about 3–4 hours. Once your monthly close is running, you’ll spend about two hours a month on accounting, mostly the monthly review call.

2. What happens before I sign?

You start with a free 30-minute consultation with Gary Jain, our Founder & CEO, and we sign an NDA before you share any financials. An accountant and a file analyst then review your books, workflows and pain points. Your quote is based on transaction volume, number of accounts and entities, your accounting system, and the condition of your books. You choose a Bookkeeping, Controller or CFO plan at a fixed monthly fee. Any cleanup is scoped separately, and there are no onboarding fees.

3. How do I move from my current bookkeeper?

We manage the handover. In the first week, we request access to your accounting file, bank feeds and payroll, and review how your books are run today. Your current bookkeeper can help by answering a few questions, but that’s optional; we can work from your records alone. We take over functions in stages, so nothing is missed. Onboarding takes two to twelve weeks, depending on your entities, systems and how current your books are.

4. Can you catch up books that are months behind?

Yes. Books that are months or even years behind are routine for us. Cleanup is the first step of working with us, not something you need to do beforehand. We assess the books, find the problems, and quote the cleanup separately from your monthly fee. Once your books are current, we keep them current every month. We don’t take on one-time cleanups without ongoing work.

5. How fast will you respond to my questions?

We reply within 24 hours on business days, and we handle urgent issues the same business day. You’ll have a named, Canada-based point of contact who works your business hours. You can reach your team by email, phone, Slack, Teams or WhatsApp.

6. What types of companies do you serve?

We work with Canadian businesses doing $2M–$50M in annual revenue. Our deepest experience is with inventory-led ecommerce brands, consumer packaged goods (CPG) companies, manufacturing and distribution businesses, and startups. We work inside QuickBooks, Xero, NetSuite, Odoo, Sage Intacct, Microsoft Dynamics and other systems. If your business falls outside these areas, book a call and we’ll tell you honestly whether we’re the right fit.