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
Most agency and coaching owners don't realize their bookkeeping is failing them until something breaks. These are the signs it's already failing you.
You finished a big project or campaign and can't actually tell whether you made money on it
Personal and business expenses are mixed on the same cards and you tell yourself you'll 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 can't figure out why
You have retainer and project clients but can't tell which relationships are actually profitable
You spend 5+ hours a month on bookkeeping when your time is worth more doing client work or selling
Tax season comes around and you owe more than expected because nobody was paying attention all year
You use spreadsheets, notebooks, or "I'll remember it later" as your accounting system
The math most agency owners never run
There are four 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
- Stress and hours every month wrestling with QuickBooks instead of running your business
- Missed deductions your CPA 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+
Cheap Outsourcing
Cheap monthly fee. Expensive consequences.
- $200–$500 per month, plus surprise cleanup fees
- A new bookkeeper every few months who has to relearn your business
- Generic templates that lump every project into one bucket, so you can't see which client work is actually profitable
- No CPA reviewing the work, so errors compound until April
- No idea how to handle pass-through ad spend, so your revenue looks inflated
- Real annual cost: $3,000–$8,000 (plus what bad data costs you in pricing and hiring decisions)
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
- Bookkeeping skill, not industry expertise — they don't know agency accounting unless you train them yourself
- 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 marketing agencies and coaches
- Project profitability, retainer vs. project tracking, and a P&L built for your agency or practice
- Clean handling of pass-through ad spend so your AGI is accurate
- Plain-English commentary on your numbers, not just raw reports
- 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.
What you actually get out of working with us
It's not just clean books.
Financial ROI
You stop guessing on retainer pricing, see real margin on every project, and stop paying for cleanup work every April. The financial picture compounds.
Strategic ROI
You stop guessing about hiring, contractor mix, and which clients to keep. When you know which engagements make money and which ones drain you, you double down on the right work and walk away from the rest.
Mental ROI
The biggest one most owners don't expect. No more late nights with QuickBooks. No more anxiety opening your bank account. No more April scramble. You get back the mental space to focus on the work that actually grows the business.
How we work with agencies and coaches
There is no mystery about what you are signing up for. Here is how the process goes from the first call to steady state.
Free Discovery Call
Tell us about the business, including what you do, your revenue, how you currently handle your books, and what is working or not working today. The call is 30 minutes with no pressure.
Scope and Pricing
If there is a fit, we build a custom scope based on your needs. We charge a flat monthly fee with no long-term contracts required.
Onboarding
We connect to your QuickBooks file, clean up anything that needs attention, restructure your chart of accounts, and set up project profitability tracking. Most agencies are fully onboarded within two to three weeks.
Monthly Rhythm
Every month we run your full back-office, including categorization, reconciliations, AR, AP, close, and reporting. Your financial statements are delivered on a predictable cadence.
Year-End Handoff
In Q1, we prepare your complete year-end tax package and deliver it directly to your tax professional so that 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 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.