Bookkeeping Services on Long Island, NY

We run your books on QuickBooks Online or Xero on a monthly cycle. Every transaction is categorized against a chart of accounts built for your business, every bank, credit card, and loan account is reconciled to the statement, and payroll entries from your payroll provider are booked correctly, including the employer taxes owners routinely miscount as profit. You get a profit and loss statement, balance sheet, and cash flow summary on the same date every month, with a short note on anything that moved. When something needs your answer, it comes as one batched question list, not a drip of emails.

What you get: Reconciled books and a three-statement financial package on a fixed date every month.

Cleanup is usually where an engagement starts. We rebuild the ledger from bank and credit card records, fix miscategorized history, reconcile every account to the statements, and clear the junk balances that accumulate in accounts nobody reviews. The deliverable is a books-to-bank reconciliation your tax preparer, your lender, or an auditor can rely on, brought current through the most recent closed month, and then kept current monthly so the backlog never rebuilds. If prior-year returns were filed off bad books, we flag the differences so your tax preparer can decide what needs amending.

What you get: A books-to-bank reconciliation current through the last closed month, quoted as a one-time project.

We set the books up so sales tax collected posts to a liability, not to income, and reconcile that liability to what the returns actually remit. Nassau's 8.625 percent is the state's 4 percent, the county's 4.25 percent, and the 0.375 percent MCTD surcharge; Suffolk's 8.75 percent is the same except the county rate is 4.375 percent after a 0.125 percent water quality surcharge that took effect March 1, 2025, with residential energy sources and services staying at the prior 8.625 percent rate. Sellers register with the New York State Tax Department for a Certificate of Authority at least 20 days before making taxable sales, then file quarterly returns due March 20, June 20, September 20, and December 20 for most businesses. One Long Island specific worth knowing: unlike New York City, clothing and footwear under 110 dollars are exempt only from the state's 4 percent here, because Nassau and Suffolk still tax their local portion, a register setting many Long Island retailers get wrong. We prepare and file the returns and keep the certificates that support any nontaxed sale.

What you get: Registered, reconciled, and filed Nassau or Suffolk sales tax, with the certificates that support every nontaxed sale.

We book payroll correctly, file your 1099-NEC forms for contractors by January 31, and keep the W-2 and New York NYS-45 payroll detail clean. Because Long Island is inside the Metropolitan Commuter Transportation District, employers owe the MCTMT once quarterly payroll expense passes 312,500 dollars, at rates that scale from 0.055 percent up to 0.635 percent on the largest payrolls, and self-employed owners with net earnings over the threshold owe a 0.34 percent version of it. We track the payroll against the MCTMT tiers so the tax is booked and paid rather than discovered in an audit.

What you get: Payroll booked, 1099s filed, and the MCTMT tracked against your payroll tiers and paid on time.

Contractors and the trades. Profit lives at the job level, so we track costs by job, carry work in progress correctly, and manage the New York sales tax split the trades get audited on: capital improvements are exempt with a Form ST-124 certificate from the customer, repairs and maintenance are taxable, and the certificate file is what settles it.

Medical, dental, and healthcare practices. In a region anchored by Northwell Health and Stony Brook Medicine, practice books have to reconcile insurance deposits, net of adjustments and clawbacks, back to the production the providers actually billed, and keep provider compensation splits clean enough to survive a partner meeting.

Professional services. Law, engineering, accounting, and consulting firms around Mineola, Garden City, and the Route 110 corridor depend on unbilled work in progress and retainers, and attorney books add escrow and IOLTA funds that must stay strictly separated from operating cash.

Restaurants and retail. From the South Shore downtowns to the Hamptons, the daily reality is merchant deposits net of fees, tips flowing through payroll, and prepared food taxable at the full county rate. We unwind deposits to gross sales so the books match the point of sale system.

Research and technology companies. The companies coming out of Stony Brook, the Long Island Innovation Park at Hauppauge, and the bioscience cluster need accrual books, deferred revenue handled correctly, and investor-ready reporting from the first check, the same technical accounting the rest of our practice does for venture-backed companies.

Agriculture, wineries, and East End tourism. Suffolk is New York's largest agricultural county by market value, and the North Fork wineries and East End seasonal businesses carry inventory, agricultural exemptions, and sharp seasonal swings that the books have to reflect.

What you get: A chart of accounts and monthly reports built for your business type, not a generic template.

The work is done in QuickBooks Online or Xero, read-only bank feeds, and a shared document inbox for the statements and bills we need. You get a fixed monthly delivery date, a standing way to reach us, video calls when a conversation beats an email, and a CPA who answers within one business day. You also get a team led by a New York-licensed CPA at a flat monthly price a solo bookkeeper cannot match on depth: the same practice handles technical accounting for venture-backed and public companies, and your books are kept to that standard.

What you get: A fixed delivery date, one batched question list, and a CPA who replies within one business day.