What this service is

Class / project tracking & monthly close is a structured service that turns your bookkeeping into management-grade reporting. We configure your accounting system (typically QuickBooks Online) so income and expenses are tracked by class, project, location, department, or channel, and we run a disciplined monthly close that produces consistent statements and actionable insights.

This service is designed to deliver:

• a reporting structure that shows profitability by project, client, product line, location, or channel

• consistent tagging rules that your team can follow without confusion

• a monthly close process with reconciliations, review controls, and variance notes

• clean management reports with explanations, not just numbers

• a stable operating system that scales as volume and complexity increase

Who this is for

This service is a fit if you are:

• a services business running multiple client projects or retainers

• a construction, engineering, agency, consulting, or IT/SaaS business tracking delivery costs

• an e-commerce or multi-channel seller needing profitability by channel (Amazon vs Shopify vs wholesale)

• a business with multiple locations, departments, or product lines

• a founder who wants to see what is profitable and what is not—without guessing

• a company preparing for growth, financing, or investor reporting

What “class/project tracking” means in practice

Most small businesses have “books” but cannot answer basic questions:

• Which clients/projects are profitable after delivery cost?

• Which channel generates the best margin after fees and returns?

• Which team or department is over budget?

• Why did profit change month-over-month?

Class/project tracking solves this by assigning transactions to a consistent structure (classes/projects) and producing reports that reflect how you actually operate.

Key principle: the best outcome is not “more detail.” The best outcome is useful detail with disciplined rules, so reports stay accurate over time.

What “monthly close” means in practice

A monthly close is a repeatable process that finalises the month and locks numbers into reliable outputs:

• bank, credit card, and merchant reconciliations completed

• revenue and expenses reviewed for correct timing and coding

• project/class allocations validated

• accruals or adjustments recorded (as appropriate for your reporting posture)

• anomalies flagged (duplicates, missing invoices, unusual transfers)

• management reports issued with variance notes and action items

Benefits of structured class/project tracking and close

• Profitability clarity: know which projects/channels are actually making money

• Better pricing and budgeting: adjust rates, retainers, and scope based on real margins

• Cost control: track overspend early, not after the quarter ends

• Cleaner decision-making: allocate resources to what works

• Investor/bank readiness: consistent reporting discipline and evidence trail

• Reduced chaos: a close checklist prevents “moving targets” and broken months

What we typically help you implement

Depending on your business model, a class/project tracking and close package usually includes:

• design of a tracking model: classes vs locations vs customers vs projects (what belongs where)

• naming conventions and rules (so the structure stays clean)

• transaction tagging standards for:

  • income

  • COGS and delivery costs

  • fees (Stripe/Amazon/Shopify/payment processors)

  • refunds/chargebacks

  • payroll allocations (basic allocation logic where relevant)

• job/project setup approach (when project-based reporting is needed)

• monthly close checklist and timetable

• review controls:

  • reconciliation checklist

  • “exceptions report” (uncategorised, mis-tagged, duplicates)

  • variance review (what changed and why)

• management reporting pack:

  • P&L by class/project

  • margin summary by project/channel

  • trend view and variance notes

  • cash flow summary view

Service workflow

1) Intake and reporting goals

We clarify what you need to see each month:

• what you sell and how you deliver (projects, subscriptions, products, channels)

• how you want to measure profitability (project, client, channel, department, location)

• who will use the reports (owner, ops lead, finance, investors)

• what decisions the reports must support (pricing, staffing, marketing, budgeting)

2) Tracking design (structure and rules)

We build a structure that stays usable:

• select the correct tracking dimension(s)

• define the minimum viable detail level (not too granular)

• create tagging rules and examples

• build a “do / don’t” guide for the team

3) System configuration and cleanup (if needed)

We configure QBO (or your accounting platform):

• set up classes/projects and naming conventions

• align chart of accounts and items to support reporting

• configure recurring transactions and rules

• fix common errors that break reporting consistency

4) Close process implementation

We implement a monthly close cadence:

• define deadlines (cutoff date, documentation cutoff, close date)

• reconcile accounts

• run exception reports and fix coding/tagging

• perform variance review and produce close notes

• lock the month and publish the reporting pack

5) Ongoing reporting and refinement (optional)

For active businesses we can provide:

• monthly close as an ongoing service

• quarterly structure review (when you add products, teams, or channels)

• KPI dashboards and performance commentary

Typical premium pricing

Pricing depends on number of classes/projects, transaction volume, number of platforms, and whether cleanup is required.

• Class/project tracking design + setup (single entity, standard complexity): $2,500–$7,500+

• Setup + reporting pack templates + team rules (higher complexity): $7,500–$15,000+

• Cleanup to enable accurate tracking (if required): $3,500–$18,000+

• Monthly close service (ongoing, includes tracking validation and reporting): $1,750–$9,500+ / month

• High complexity (multi-entity, multi-location, heavy platform reconciliation): $15,000–$35,000+

Third-party tool subscriptions are not included unless agreed.

Frequently asked questions

1. Should we track by class, project, customer, or location?
   It depends on how you operate and what decisions you need to make. We choose the structure that produces usable reports with minimal operational burden.

2. Can we track profitability by marketing channel (Amazon vs Shopify vs wholesale)?
   Yes. We design channel classes and map platform fees, refunds, and COGS into consistent channel reporting.

3. Will this slow down bookkeeping?
   If designed correctly, no. Over-granular tracking causes chaos. We implement a minimum viable structure with clear rules.

4. Does class/project tracking require accrual accounting?
   Not always. Many businesses benefit on cash basis with structured tagging. Accrual decisions are coordinated with CPA/EA partners when appropriate.

5. How do you ensure people tag transactions correctly?
   We deliver a rules guide, examples, and an exception-report process that catches mis-tags before the month is closed.

6. What is the biggest failure mode with class tracking?
   Too many classes and unclear rules. The fix is a disciplined structure with consistent naming and mandatory fields only where needed.

7. Can you set up job costing for project delivery?
   We can implement project-based tracking logic suitable for management reporting and basic cost control. Complex job costing may require additional tooling.

8. What do you need from us to start?
   Your reporting goals, list of projects/channels/locations, access to your accounting system, and a view of transaction sources (bank, platforms, payroll).

Why businesses choose Yudey

• Management-first design: reporting structure built around decisions, not theory

• Lean tracking rules: minimal detail that stays accurate over time

• Close discipline: reconciled numbers with variance notes and action items

• Platform-aware mapping: fees, refunds, and merchant clearing handled correctly

• Scalable reporting: works as your business adds projects, teams, and channels

• Defensible records: audit-ready trail for taxes, financing, and diligence

Request class/project tracking & monthly close support

Send: your revenue model, how you want to measure profitability (projects, channels, clients, locations), platforms used (Stripe/PayPal/Shopify/Amazon), and whether you need cleanup first. We will propose a tracking structure and implement a monthly close workflow that produces management-grade reporting.