Reconciliation · Conroe, TX · Serving the US
When the books won't match the bank, we fix the cause.
A senior operator reconciles every bank, credit-card, loan, and merchant account back to source — finds the real reason the balance won't tie out, corrects it, and hands you a documented audit trail. Fixed-fee, scoped before any work starts.
We fix the root cause — never a forced adjustment to make it zero. Fixed-fee, in writing, and CPA-ready when it's done.
In brief
Reconciliation, in plain terms.
What is reconciliation?
Matching every transaction in your books against the actual bank, credit-card, loan, or merchant statement until the two agree to the penny — and resolving each difference at its cause rather than forcing the balance to zero.
What do you reconcile?
Bank, credit-card, loan, line-of-credit, and merchant accounts — plus the internal accounts that break reconciliation indirectly: undeposited funds, clearing and holding accounts, and inter-account transfers.
How does it differ from cleanup?
Reconciliation is the part of a cleanup that ties each account to its statement. A full cleanup also recategorizes transactions and rebuilds the reports. The free review tells you which one you need.
How is it priced?
A one-time fixed fee, scoped in writing after a free review — within the same $1,500–$5,000 range as a cleanup, by accounts and months involved. Ongoing reconciliation is part of monthly bookkeeping.
Searching the symptom rather than the service? Start at bank won't reconcile or unreconciled accounts. Want the cost picture first? See bookkeeping pricing.
What reconciliation actually is
Not ticking boxes. Proving the books match reality.
Reconciliation is the step that turns a set of entries into a set of books you can trust. Until an account is reconciled, nobody has proven the file matches the bank — and every report built on top of it is a guess.
The difference QuickBooks shows when an account won't reconcile isn't random. It's the exact sum of specific errors — a wrong opening balance, a duplicate, a transfer booked on one side, an item that never cleared. We find each one and correct it, so the account reconciles because it's right.
Everything material we change is documented, so you and your accountant can see exactly what the difference was and exactly what fixed it.
Tied to source
Every account reconciled against the actual statement — the only way reconciliation is real instead of cosmetic.
Root cause, not a plug
We never enter a forced adjustment to silence a difference. We find the error that created it and correct that.
Documented audit trail
What was off, what caused it, and what changed — written down and handed over with the reconciled file.
What we reconcile
Every account with a statement — and the ones that break it indirectly.
A clean bank reconciliation depends on more than the bank account. Here's the granular work, grouped the way we actually run it. Exactly what's in scope is set in writing after your free review.
Statement accounts
Bank reconciliation
Every checking and savings account reconciled to the statement, month by month, back to the last point it was right.
Credit-card reconciliation
Card accounts reconciled and the spend categorized correctly — a frequent source of an out-of-balance file.
Loan & line-of-credit reconciliation
Principal and interest split correctly so the liability balances on the balance sheet are real, not guessed.
Merchant-account reconciliation
Stripe, Square, PayPal, and POS deposits tied to sales, with processor fees booked where they belong.
The accounts that break it indirectly
Undeposited-funds cleanup
The classic inflated balance — payments received but never deposited — cleared at the root, not zeroed out.
Clearing & holding accounts
Parked transactions in "uncategorized" or "ask my accountant" investigated and moved where they belong.
Inter-account transfers
Money moved between accounts booked once instead of on both sides — a common reason a balance double-counts.
Finding the differences
Duplicate removal
Double-counted entries — bank feed plus manual entry — found and cleared, the most common balance-breaker.
Opening-balance correction
A wrong beginning balance that flows forward into every month after it — corrected at the source period.
Uncleared-item review
Items marked cleared that never hit the bank — and genuine deposits in transit and outstanding checks kept straight.
Scope is honest and specific to your file — one stubborn account is a different job from a multi-account file years out of balance. The free review tells you exactly which lines above apply and what the fixed fee is.
Reconciliation vs cleanup
Related work — and knowing which you need changes the scope.
Reconciliation is one layer of a cleanup. Sometimes it's all you need; sometimes it's the first step of a bigger fix. Here's the honest distinction, so you ask for the right thing.
Reconciliation — the accounts won't tie out
The categories are broadly fine, but one or more accounts won't match the bank — a stubborn difference, duplicates, undeposited funds, a wrong opening balance. The work is tying each account back to source until it's right. That's this page.
Cleanup — the whole file is wrong
Beyond reconciliation, transactions are miscategorized and the reports don't make sense. That's a full bookkeeping cleanup — reconciliation plus recategorization and a rebuilt P&L and balance sheet. If whole periods are simply missing, you need catch-up too.
Not sure which one your file needs? The free review names it — then a reconciled monthly close keeps every account tied out for good.
Signs your accounts won't reconcile
If any of this sounds like your file, you're in the right place.
The patterns Texas owners describe most often when a balance won't tie out. Each one has a mechanical cause — and a fix.
“Nothing matches the bank.”
The reconciliation screen shows a difference that won't go to zero, unreconciled months are stacking up, and you've stopped opening it. The gap is a mechanism, not a mystery — and it has a cause.
Bank won't reconcile Duplicates“Everything's entered twice.”
Bank feeds and manual entries double-counted, income overstated, the same expense in two places. Duplicate and miscoded transactions are the most common reason a balance won't tie out.
Unreconciled accounts Undeposited funds“My undeposited funds keep growing.”
Payments marked received but never deposited pile up in undeposited funds, inflating the balance sheet. We clear it at the root cause — not by zeroing it out and hoping.
QuickBooks cleanup Reports don't tie out“My P&L and balance sheet don't make sense.”
If the accounts aren't reconciled, every report built on top of them is a guess. The numbers move with no explanation because the foundation was never tied to source.
Bookkeeping cleanup Months behind“I'm months behind on reconciling.”
Whole periods were never reconciled, and the wrong opening balance has flowed forward into every month since. Behind and unreconciled usually need a catch-up alongside the reconciliation.
Catch-up bookkeeping CPA needs it clean“My CPA needs reconciled books.”
Tax season, a loan application, or an audit is coming and your CPA can't work from books that don't tie to the bank. Reconciliation to source is the first thing they check.
Free reconciliation reviewMore ways the same problem shows up are on the problems hub. Whichever it is, the next step is the same: a free review — and a fixed fee before any work starts.
How a reconciliation runs at Westgate
Five steps, documented — so the account reconciles because it's right.
Free review
A senior operator opens the file, counts the accounts and months out of balance, and sizes the difference. You get a fixed fee and a timeline in writing — before anything starts.
Source capture
Bank, credit-card, loan, and merchant statements gathered through the secure portal. Nothing is reconciled without the source document behind it.
Find the differences
Duplicates, wrong opening balances, uncleared items, one-sided transfers, undeposited funds — each error that makes up the difference identified at its cause.
Reconcile to source
Each account reconciled back to statement, month by month, until the closing book balance equals the bank — no forced adjustments to make it zero.
Document & hand off
A written record of every material fix, a senior review before delivery, and a reconciled, CPA-ready file handed back — plus an optional move to a reconciled monthly close so it stays tied out.
Who this is for
Reconciliation for the way real Texas organizations operate.
Small businesses
$250K–$15M in revenue. Restaurants, contractors, professional services, medical practices, e-commerce, trucking, real estate — owners whose accounts have stopped tying out and need them right for a deadline, a loan, or peace of mind.
Nonprofits
Small Texas nonprofits with restricted and unrestricted balances that have to reconcile before the board meeting or the Form 990 goes to your CPA — fund-aware, tied to source.
Churches & ministries
Faith-based organizations where designated funds and the bank both have to agree, and the board has to trust the numbers. Stewardship and accuracy carry equal weight.
David spent six years at a resort hotel — spa, restaurants, and golf course — and five with a church before founding the firm — so a tangle of POS deposits or a stack of church designated funds that won't reconcile is familiar ground, not a learning curve. More on who we work with →
Why operator-led
Reconciliation is detective work — not a button.
Software can tell you an account is off by an amount. It can't tell you which four transactions made up that amount. That's the part that actually fixes your books.
| The common option | The Westgate approach |
|---|---|
| Auto-match that forces a balancing adjustment | A senior operator who finds the actual error behind the difference and corrects that. |
| Offshore data entry in a distant time zone | US-based, Texas-anchored operators you can actually reach with a question. |
| Hourly billing that grows with the mess | One fixed fee, scoped in writing before work starts — the harder the difference, the more that certainty matters. |
| A balance that's zero but still wrong | An account that reconciles because it's right — with documentation that holds up to a CPA or an audit. |
Inherited an out-of-balance file from a bookkeeper who left? See how we switch you over without losing a month →
Operational standards
Four things every reconciliation holds to.
Reconciled to source
Every account tied back to the actual statement — the only way reconciliation is real instead of cosmetic.
Root cause, never a plug
No forced reconciliation discrepancy to make a number go to zero. We fix the error that created the difference.
Documented & CPA-ready
A written record of every material fix — defensible to your CPA, a lender, or an audit.
Secure document handling
Encrypted portal, MFA on every system, least-privilege access. No shared logins, no statements over email.
No marketing badges. Just the standards we work to.
A difference that won't go to zero is never random — it's a handful of specific transactions you haven't found yet. Forty years in, the temptation is always to plug it and move on. Don't. Find the four entries that make up the number, and the account reconciles because it's actually right.
Twenty years with a national nonprofit. Six years at a resort hotel — spa, restaurants, and golf course. Five years with a church. He has seen these books from the inside.
Reconciliation FAQ
Direct answers to what reconciliation buyers actually ask.
Related: bookkeeping cleanup · monthly bookkeeping · problems we solve.
Still unsure where you stand? Get a free reconciliation review — we respond within one business day.
Ready when you are
Get a free reconciliation review.
Send us the file and the accounts that won't tie out. A senior operator reviews it, tells you honestly what's causing the difference, and gives you a fixed-fee scope and timeline — no quote on the spot, no pressure, no obligation.