Outsourced accounting team for marketing agencies & coaches.
You're billing the work. We show you what’s actually profitable.
CPA-led. Agency-specialized. Remote service nationwide.
You're great at the work. The financial side is a different story.
You started the agency because you know how to do the work.
Most agency owners I talk to could run a campaign, build a brand, ship a creative, manage a retainer client, or coach someone through a transformation in their sleep.
What they did not sign up for was categorizing transactions in QuickBooks, chasing down client invoices, reconciling bank accounts, and scrambling to pull numbers together for their CPA every April.
Does any of this sound familiar?
Retainer revenue and project revenue all blended together in one big revenue line.
Personal and business expenses mixed together on the credit card statements.
QuickBooks sitting open with half-categorized transactions.
No real way to tell which clients or projects are actually profitable.
A tax pro who charges extra every year to untangle your books before filing.
You want to hire another contractor or full-timer but aren't sure if the cash is really there.
Revenue is growing but cash always feels tight and you can't figure out why.
Prophet Accounting is the outsourced accounting team built specifically for marketing agencies, creative shops, and coaching businesses.
We handle every piece of the financial back-office, so the numbers are always current, always accurate, and always ready for whatever decision you need to make.
Here’s what’s included when you work with us
We’re a complete financial back-office that specializes in agencies and coaching businesses
Transaction Categorization + Reconciliation
Your books tied out to reality, every month
Transaction categorization to the right accounts
Bank and credit card reconciliation monthly
Personal and business expenses separated
Month-end close on a timely cadence
AR, AP, and Payroll Coordination
Cash moving in and out without the chaos.
Invoice creation and payment tracking
Vendor bill entry and payment management
Payroll coordination with your provider
Contractor and freelancer payments tracked correctly
Monthly Reporting + Year-End Handoff
Plain-English reports that tell you what's happening.
Monthly P&L, balance sheet, cash flow
Project profitability and retainer client reporting
Plain-English commentary on trends
Year-end tax-ready package to your tax pro
Signs your books aren't telling you the truth about your business
Most agency and coaching owners do not realize their bookkeeping is failing them until something breaks. These are the signs it is already failing you:
You finished a big project or campaign and cannot actually tell whether you made money on it
Personal and business expenses are mixed together on the same cards and you tell yourself you will sort it out later
Your tax pro charges extra every year to clean up your books before they can file
You want to hire a contractor or full-timer but have no real way to know if you can afford it
Revenue is growing but cash feels tight and you cannot figure out why
You have retainer clients and project clients but cannot tell which client relationships are actually profitable
You spend 5+ hours a month on bookkeeping when your time is worth more than that doing client work or selling
Tax season comes around and you owe more than you expected because nobody was paying attention throughout the year
You use spreadsheets, notebooks, or "I'll remember it later" as your accounting system
The math most agencie owners never run
There are three ways to handle agency bookkeeping. Here's what each one actually costs.
DIY Bookkeeping
On paper, free. In practice, expensive.
Your time, at whatever your effective hourly rate actually is
Missed deductions your tax pro cannot catch
Tax penalties and amended returns when something gets filed wrong
Inaccurate financial data that leads to pricing and hiring mistakes
Real annual cost: $15,000-$40,000+
In-House Bookkeeper
Better data, bigger expense.
$50,000-$60,000 salary for a decent full-charge bookkeeper
$10,000-$15,000 in payroll taxes, benefits, and overhead
Office space, equipment, software on top
Hiring, training, vacation coverage, and turnover risk on you
Real annual cost: $65,000-$80,000+
Prophet Accounting
Specialist expertise at a fraction of the cost.
$500-$2,500 per month depending on scope
No payroll taxes, no benefits, no management overhead
Direct access to a CPA who specializes in agencies and coaches
Month-to-month service, no long-term contracts
Real annual cost: $6,000-$30,000
For most agencies and coaches doing $300K to $5M in revenue, outsourcing to a specialized team costs up to 80% less than hiring in-house and produces better results.
How we work with agencies and coaches
No mystery about what you are signing up for. Here is how the process goes from first call to steady state.
Step 1: Free Discovery Call
Tell us about the business. What kind of agency or coaching practice you run, how much revenue you generate, how you currently handle books, what is working and what is not.
30 minutes, no pressure, no obligation to move forward.
Step 2: Scope and Pricing
If there is a fit, we build a custom scope for your business based on service needs.
We charge a flat monthly fee with no long-term contracts required.
Step 3: Onboarding
We connect to your QuickBooks Online file, clean up anything that needs attention, restructure your chart of accounts for agency-specific reporting, and set up project profitability reporting if you do not already have it.
Most agencies are fully onboarded within two to three weeks.
Step 4: Monthly Rhythm
Every month we run your full back-office.
We categorize all transactions, reconcile every account, and manage the AR, AP, close, and reporting process.
You receive your financial statements on a predictable cadence.
If something looks off, we tell you. If you have questions, you get answers the same day.
Step 5: Year-End Handoff
In Q4, we prepare your complete year-end tax package and deliver it directly to your tax pro. Tax season stops being a scramble.
Built for agencies and coaches, specifically
Every type of agency has its own financial patterns.
Marketing agencies juggle retainer clients, project work, and media spend pass-through, and the revenue recognition is different for each.
Creative agencies and design studios deal with project-based revenue that comes in lumps, with long stretches between billings if the project work is not actively managed.
Digital and growth agencies running paid media for clients have to keep ad spend pass-through clean and out of the agency P&L so the gross margin actually reflects the business.
Branding and PR agencies tend to run heavier on retainers, which smooths cash flow but masks which clients are actually profitable when you are not tracking by client.
Social media and content agencies often carry a heavy mix of contractors and freelancers, and getting that 1099 and W-2 picture clean matters at year-end.
Coaches running group programs, one-on-one engagements, and digital products are effectively running three different businesses under one entity, and the books need to reflect that.
None of this is handled well by a generalist bookkeeper. It is handled even worse by software that promises to do bookkeeping automatically with no human involvement.
Prophet Accounting was built specifically for marketing, creative, digital, branding, PR, and social media agencies, plus coaches running service or program-based businesses.
We know what project profitability tracking actually needs to look like in QuickBooks for an agency.
We know how to separate retainer revenue from project revenue so you can see which side of the business is actually paying the bills.
We know how to keep client ad spend and media pass-through out of your agency margins so the gross profit number is real.
We know where agencies typically lose money in their books and we know how to fix it.
You are not paying us to learn your industry. We already know it.
Why we’re a fit
There are a lot of bookkeeping services available. Here is what separates us:
CPA-led. You work directly with a licensed CPA who specializes in agency and coaching businesses. You will not be working with an account manager, a junior bookkeeper, or a rotating team.
Agency and coaching specialization. We deeply understand how marketing, creative, digital, branding, PR, and social agencies operate, how coaches run their businesses, and how to structure the financials accordingly. You are not paying us to learn your industry.
Full back-office, not just bookkeeping. We handle everything from transaction categorization, to account reconciliation, to AR, AP, close, reporting, and year-end handoff management. We are the complete financial function for your business, all for one flat monthly fee.
Direct access to the firm owner. Questions get answered the same day they are asked.
Timely monthly close. Books closed and financial statements delivered on a predictable cadence every month. No more 60-day-old data.
No long-term contracts. Month-to-month service you can cancel any time. We earn your business every month.
What our clients have said about us.
Frequently Asked Questions
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Most of our agency clients pay between $500 and $2,500 per month depending on transaction volume, client mix, and whether you need project profitability tracking. We also offer catch-up bookkeeping for businesses that are behind, which is priced separately based on how much cleanup is needed. Schedule a free call and we'll give you a clear quote.
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QuickBooks is a tool, not a bookkeeping system. Having QuickBooks doesn't mean your books are accurate, it means you have a place to put the data. A bookkeeper makes sure the data is correct, categorized properly, reconciled, and structured so your reports actually mean something. Most agencies we onboard have QuickBooks but require some cleanup work.
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Project profitability tracking means measuring your revenue and direct costs at the individual client or project level, not just as a lump total for the whole business. It lets you see which clients and projects are profitable and which ones are eating your margin. Without it, you might be doing $1M in revenue but have no idea which engagements are driving the profit and which ones are losing money. We set this up in QuickBooks and maintain it monthly so you always have a clear picture.
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Yes. We do catch-up bookkeeping for agencies and coaches who are months or even years behind. We'll get everything cleaned up, reconciled, and structured correctly, then transition you into ongoing monthly bookkeeping so it doesn't fall behind again.
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Absolutely. We coordinate directly with your CPA or tax professional so they get clean, organized books when they need them. No more scrambling at tax time, and no more you playing middleman between your bookkeeper and your tax person.
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We set up your chart of accounts so client ad spend and media pass-through are clearly separated from agency revenue and expenses. That means your gross margin reflects the actual agency business and not whatever you happened to spend on Meta or Google Ads for clients that month. This is a common reason agency P&Ls are misleading and we fix it during onboarding.
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We're based in the Treasure Coast and Port St. Lucie, Florida area, but we work with agencies and coaches across the U.S. Everything is done remotely through QuickBooks Online, email, and phone or video calls. You'll get the same responsiveness and attention whether you're across town or across the country.
Want a second set of eyes on your books?
If your books are behind, messy, or you're just not sure they're right, get a free professional review.
Get peace of mind knowing:
what’s working
what’s missing
what needs to be cleaned up
what it would take to fix it
Get clarity on the state of your books with a free review.
There’s no obligation. Just professional insights on the state of your books.