From 2024 Backlog to "Tax-Ready" in Zoho Books
Cleaning up a year of historical data and refining the Chart of Accounts allowed us to build a low-touch monthly workflow for Kellas Productions.
The Client Profile
Kellas Productions, led by George Kellas, is a creative production business. In the media industry, expenses come from everywhere - gear rentals, travel, contractors, and digital subscriptions. Managing this flow requires discipline, but like many small business owners, George was focused on production, not administration.
The business utilizes Zoho Books, a powerful but specific ecosystem that requires different handling than the more common QuickBooks or Xero platforms.
The Operational Challenge
The client came to us with a classic "Creative Chaos" scenario. The 2024 fiscal year had been neglected, creating a significant backlog that needed to be cleared before tax season.
1. Data Hygiene & Duplication
The Chart of Accounts (COA) had become cluttered. Duplicate categories (e.g., "Travel" vs "Travel Expenses") made reporting inconsistent. The client needed a clean slate - a refined COA that accurately reflected the business model without redundancy.
2. The "No-Touch" Requirement
The client was clear: they did not want complex CPA strategy or invoicing management. They wanted a streamlined, "behind-the-scenes" partner to ensure the books were clean, reliable, and tax-ready with minimal interruption to their creative work.
The Strategic Intervention
We executed a "System Reset" in Zoho Books. We processed the 2024 backlog, purged duplicate data, and documented a simple monthly workflow to keep the books pristine moving forward.
Technical Execution & Strategy
2024 Historical Catch-Up
We systematically processed the backlog of 2024 transactions.
- Reconciled all bank and credit card accounts month-by-month.
- Categorized expenses based on vendor history and client input.
- Ensured all mileage and receipt data was properly associated with the correct fiscal periods.
Chart of Accounts Refinement
To solve the duplication issue, we audited the COA structure.
- Merged duplicate expense categories into single, authoritative accounts.
- Created a "Parent/Child" account structure for granular reporting (e.g., Production Costs > Gear vs. Talent).
- Verified that the new structure aligned with tax reporting lines.
Workflow Documentation
We established a standardized process for the future.
We created a simple "Monthly Hygiene" checklist for the client. This outlines exactly what data/exports (receipts, mileage apps) are needed and when, ensuring the books stay current with just 2-4 hours of maintenance per month.
The Results
Kellas Productions moved from a backlog of stress to a streamlined financial future. The books are now 100% tax-ready for their CPA, and the monthly maintenance is on autopilot.
"Abid and his team Tallywise were a pleasure to work with. They completed my bookkeeping catch up accurately, quickly, and at a fair price. I will be working with him again in the future."