Outsourced Bookkeeping That Keeps Your Business Moving
Reliable bookkeeping and finance operations for US, UK and Australian businesses and accounting firms — from QuickBooks and Xero to reconciliations, AP/AR and recurring backend support.
Flexible Support for Businesses and Accounting Firms
Whether expanding your practice capacity or maintaining daily business ledgers, our support adapts to your operational needs.
Accounting & CPA Firms
Extend your backend delivery capacity without immediately expanding your internal team.
Bookkeeping Practices
Get recurring support for bookkeeping, reconciliations and finance operations.
Fractional CFO Firms
Add dependable transactional and bookkeeping support behind strategic finance services.
Small & Growing Businesses
Keep books organised without building a large internal accounting team.
Dedicated Market Support
Tailored bookkeeping operations aligned with local business practices, cloud accounting software, and banking feed structures.
United States
Flexible backend bookkeeping support for US businesses, CPA practices and bookkeeping firms.
United Kingdom
Outsourced bookkeeping operations for UK businesses and accounting practices, supporting Xero, QuickBooks and ledgers.
Australia
Reliable bookkeeping and finance operations support for Australian businesses and accounting firms.
Accounting Support, Built Around Your Workflow
Modular back-office bookkeeping and transactional finance support designed to scale with your workload.
Ongoing Bookkeeping
Day-to-day bookkeeping support designed to keep financial records structured, accurate, and current.
QuickBooks Support
Recurring bookkeeping workflows, account organisation, bill entry, and transaction management within QuickBooks.
Xero Support
Cloud bookkeeping support, account organisation, bank feed matching, and recurring finance operations using Xero.
Bank & Credit Card Reconciliation
Review and match account activity against statements while identifying discrepancies requiring prompt attention.
Accounts Payable (AP)
Vendor invoice records, bills, receipt matching, payment tracking support, and supporting documentation.
Accounts Receivable (AR)
Customer invoices, receivable records, payment allocations, and outstanding balance visibility.
Cleanup & Catch-Up Bookkeeping
Support businesses and accounting firms in organising delayed, incomplete, or inconsistent historical books.
Month-End Support
Reconciliation and structured financial data preparation for period-end review and CPA tax readiness.
White-Label Bookkeeping
Backend accounting capacity for accounting and bookkeeping firms operating under their own client relationship.
Your Backend Bookkeeping Team, Working Behind the Scenes
Need additional capacity during growth, busy periods or recurring client work? OptimaNex works as an extension of accounting and bookkeeping firms, supporting agreed backend workflows while your practice retains the client relationship, review process and final delivery.
YOUR FIRM
Defines client scope, accounting environment, naming conventions, and quality review standards.
OPTIMANEX BACKEND TEAM
Processes recurring transactions, receipt matching, bank reconciliations, and period-end workpapers.
YOUR FIRM
Performs final review, tax advisory, and communicates seamlessly with your client.
Flexible Capacity
Scale backend volume during tax season, growth sprints, or unexpected staff turnover without recruitment delays.
Process-Aligned Delivery
We work directly inside your practice's SOPs, naming conventions, checklist templates, and software environments.
Recurring Support
Predictable, week-over-week and month-over-month transactional consistency rather than fragmented one-offs.
QuickBooks & Xero
Deep everyday familiarity with the leading cloud accounting ecosystems used across North America, UK, and Australia.
Reconciliations
Systematic review and matching of all bank, card, and merchant clearing accounts to eliminate month-end bottlenecks.
AP/AR Operations
End-to-end receipt extraction, bill logging, payment run prep, and receivable ledger updates.
Scale Finance Operations Without Scaling Overhead
How partnering with an experienced back-office operations team strengthens operational flexibility and client delivery.
Flexible Capacity
Increase or reduce support as workflow requirements change throughout the fiscal year.
Focus on Client Work
Allow internal teams to spend more time on advisory, strategic review, and high-value client relationships.
Repeatable Processes
Build documented workflows and clear task ownership for predictable, reliable bookkeeping.
Software Flexibility
Work seamlessly across supported accounting tools and existing client environments.
Back-Office Support
Move repetitive, routine finance operations away from senior internal resources.
Scalable Delivery
Support additional client workloads without immediately taking on local headcount overhead.
Accounting Platforms We Work With
We operate natively inside the platforms you and your clients already rely on.
QuickBooks Online & Desktop
Cloud & Desktop AccountingXero
Cloud Accounting PlatformKashFlow
UK Accounting SoftwareZoho Books
Business AccountingMicrosoft Excel
Financial SpreadsheetsGoogle Sheets
Collaborative Data & LogsHave another accounting workflow? Talk to us about your existing setup →
A Clear Process From Onboarding to Ongoing Support
A structured 8-step methodology to ensure smooth transition, documented accountability, and consistent delivery.
Discovery
Understand company structure, accounting tools, workflow rhythm, responsibilities, and expected deliverables.
Scope & Checklist
Define tasks, frequency, access requirements, review protocols, and day-to-day communication channels.
Onboarding
Set up agreed system access, documentation depository, chart of accounts mappings, and workflow rules.
Initial Review
Review available records and highlight missing documentation, anomalous entries, or inconsistent information.
Ongoing Processing
Complete agreed bookkeeping, bill entries, and finance operations according to the defined schedule.
Reconciliation & Review
Review bank and card balances and systematically flag items requiring client clarification.
Delivery & Communication
Maintain an agreed reporting rhythm, period-end summaries, and transparent query logs.
Continuous Improvement
Refine recurring workflows and automation opportunities as the business or accounting practice scales.
Support That Fits Your Workload
Flexible delivery structures scoped to meet your practice or business requirements.
Dedicated Support
For firms or businesses with predictable day-to-day bookkeeping requirements that benefit from dedicated team members aligned to their specific workflow.
Flexible Hourly Support
Ideal for catch-up bookkeeping, historic cleanups, seasonal peak relief, or dynamic requirements where workload fluctuates from week to week.
Monthly Workload-Based Support
For recurring tasks scoped around agreed bookkeeping volumes, regular monthly bank reconciliations, and structured period-end close processes.
Designed Around Controlled, Professional Workflows
Accounting and bookkeeping clients require controlled data handling. Our operational methodology is designed around structured access permissions, clear task tracking, and complete client oversight.
We Don’t Just Process Workflows. We Help Improve Them.
OptimaNex combines finance operations with software and automation capability. Where appropriate, we can identify repetitive processes that may benefit from better integrations and workflow automation.
Invoice Intake Workflows
Automated routing of incoming vendor bills from email into central queues with structured data capture.
Document Organisation
Standardising receipts and invoice filing across Google Drive, Dropbox, or OneDrive folders linked to transactions.
Finance Alerts & Notifications
Automated reminders for overdue invoices, pending approvals, or critical discrepancy notifications.
Data Transfer Between Systems
Connecting operational databases, CRMs, or POS systems with accounting platforms without manual data entry.
Approval Workflows
Multi-step management sign-off chains for vendor payments and high-value expenditure.
Reconciliation Assistance
Rule-based pre-matching of recurring transactions, merchant fees, and payment gateway clearing accounts.
Reporting Workflow Automation
Scheduled data refreshes and dashboard preparation for management or practice lead reviews.
Bookkeeping Support Across Operationally Complex Industries
Practical experience managing high-volume transactions, accounts payable, and reconciliations across varied operational environments.
Real Estate & Property
Transaction categorisation, account reconciliation, property expense records, tenant payment matching, and property-related finance operations.
Construction & Contracting
Supplier records, project expense organisation, subcontractor invoice tracking, material purchase orders, and job cost allocations.
eCommerce & Retail
Payment gateway settlement matching (Shopify, Stripe, Amazon, PayPal), merchant fee allocations, and inventory transaction records.
Logistics & Transportation
High-volume freight invoices, carrier settlement reconciliation, fuel logs, and recurring accounts payable pipelines.
Professional Services
Client billing support, consultant expense logs, milestone invoicing, and recurring accounts receivable tracking.
Agencies & Studios
Retainer invoice management, contractor fee logs, software subscription categorization, and monthly project profitability records.
SaaS & Tech Businesses
Subscription revenue billing data reconciliation, cloud infrastructure cost tracking, and operational expense management.
Finance Operations in Action
A selection of our internal accounting workflows, operations dashboards, and reconciliation systems.
Finance Operations Insights
Practical guides and perspectives on bookkeeping architecture, firm capacity, and accounting workflows.
When Should an Accounting Firm Outsource Bookkeeping?
Recognizing the tipping points where routine bookkeeping burdens senior accountants and how flexible backend support preserves capacity.
White-Label Bookkeeping: How the Model Works
A step-by-step breakdown of how accounting practices partner with external delivery teams while maintaining 100% client relationship ownership.
QuickBooks vs Xero for Growing Businesses
Comparing workflow efficiency, bank feed stability, third-party integrations, and reporting features across US and UK business models.
A Practical Month-End Bookkeeping Checklist
Essential reconciliation steps, ledger review protocols, and workpaper hygiene to ensure painless period-end closes.
Tell Us What You Need Help With
Whether you need ongoing bookkeeping for your business or white-label capacity for your accounting firm, let's discuss your workflow.