Wires that arrive short of the invoice
The customer paid 20,000, the bank credited 19,950, and the difference was never booked. Across a year of shipments, revenue and bank fees are both wrong on the P&L.
Florida · Miami
Bookkeeping services in Miami for small businesses, in Portuguese, English or Spanish
Money comes in by wire, goes out by card, crosses three banks, and nobody can say what the company actually earned last month.
GS Brasil is a Portuguese speaking bookkeeper serving Miami small businesses remotely from Florida, in Portuguese, English and Spanish. We keep your QuickBooks Online books current: bank, card and international wire reconciliation, categorization of every transaction, and a monthly close with a P&L and Balance Sheet. In Miami that usually means wire fees, accounts in more than one currency, card processors, and money moving between a US company and a partner or operation abroad. At year end, your CPA receives a clean, organized package.
GS Brasil does not prepare or file taxes. We deliver closed, explained numbers so your CPA can do that part.
Warning signs
Three things we see in Miami businesses
Money from abroad with no label
A partner sent funds from Brazil, the company paid one of his bills here, and everything landed in uncategorized. Nobody knows what is a loan, a capital contribution or an expense.
Card sales that never tie out
The processor deposits the net amount, after fees and chargebacks. The bank shows one number, the POS shows another, and the books show neither.
What is different in Miami
Miami books carry problems you rarely see elsewhere
Import, export and foreign exchange
Miami runs on international trade. Importers and exporters pay and get paid by wire, sometimes in another currency, and each transfer carries a sending bank fee, an intermediary bank fee and an exchange difference. If QuickBooks only records what landed in the account, revenue looks smaller than what was invoiced and bank costs disappear.
Proper reconciliation matches each wire to its invoice or purchase order, books the fee to its own account and records the exchange difference as exactly that. For companies holding more than one currency, QuickBooks Online multicurrency needs to be planned before it is turned on, because once enabled it cannot be turned off.
A partner or operation abroad
Many Miami companies have one foot in each country. Having both sides is not the problem. Mixing them is. The US LLC needs books that show only what belongs to it. Money from abroad needs a label: partner loan, capital contribution or customer payment. Expenses of the foreign operation paid with the US card must be flagged too. How each item is treated for tax is your CPA's call. Bookkeeping makes sure he can see each one.
Restaurants, retail and heavy card volume
Restaurants and shops record gross sales in the POS, but processors deposit net amounts, batched by day, with fees, tips and chargebacks mixed in. Without matching deposit by deposit, Undeposited Funds (where QuickBooks holds payments not yet tied to a deposit) grows every month and the P&L shows revenue that never existed. Sales tax in Miami-Dade reaches 7%, the state's 6% plus the county surtax. Your books separate the sales tax collected. Which items are taxable, and the return itself, stay with your CPA.
Real estate and property management
Real estate investors and property managers need results by property, not just a company total. A security deposit must be returned, so it is not income. Improvements and routine repairs are booked differently, and the final classification belongs to your CPA. Since October 1, 2024, commercial rent in Florida no longer carries sales tax, which changes how older leases should be reviewed.
How it starts
The first steps with a Miami business
Everything is remote. Accounts are connected read only and meetings happen by video.
01
Map
Map banks, currencies and processors
We list every account: US banks, foreign currency accounts, cards, processors and payment platforms. It is common to find one that never made it into QuickBooks.
02
Boundaries
Separate what belongs to the US company
Together we define how to label money coming from a partner or operation abroad. Older transactions in that gray zone are flagged for your CPA to decide.
03
Reconciliation
Tie wires to invoices and deposits to sales
Each international wire is matched to the document behind it, with fees and exchange split out. Each processor deposit is matched to that day's sales.
04
Routine
Close the month and walk you through it
Once the base is clean, the monthly routine begins. You get the close and a video call with Gustavo on what the numbers show.
What you get
Deliverables built for Miami operations
Wires reconciled with fees and FX
Every international wire matched to its invoice or vendor, with bank costs visible on the P&L.
Multi-currency accounts
Balances checked against each statement and recorded in a way your CPA can follow.
A clear record of partner and foreign flows
A report of everything that moved between the company, its owners and the foreign operation during the period.
Card processors tied out
Gross sales, fees, tips, chargebacks and net deposits in separate accounts, with Undeposited Funds cleared every month.
Results by property
Income and expenses for each property, with security deposits kept out of income.
A package for your CPA
P&L, Balance Sheet, reconciliations and a list of items that need his decision, ready at year end.
Where GS Brasil's work ends.
GS Brasil does not prepare or file taxes, does not file sales tax returns and does not advise on international tax or cross-border transfers. Those decisions belong to your CPA. What we deliver is clean books, with every wire, currency and foreign transaction identified, so he decides based on accurate numbers.
Frequently asked
Questions from Miami business owners
Do you have an office in Miami?
No. We work remotely, based in Florida. The work happens inside QuickBooks Online with accounts connected read only, and meetings are by video. You talk directly with Gustavo.
My company pays and gets paid in more than one currency. Can QuickBooks handle it?
Yes, if it is set up carefully. Before turning on multicurrency we review which accounts and customers truly use another currency, because the feature cannot be turned off later. Sometimes recording in dollars with fees and exchange split out is enough.
My partner lives abroad and sends money to the company. How is that booked?
Each transfer gets a label agreed with you and your CPA: loan, capital contribution or whatever he advises. GS Brasil does not decide the tax effect, but makes sure nothing sits in uncategorized and your CPA has the full history.
Do you file sales tax for my restaurant?
No. The return, and deciding what is taxable, belong to your CPA. We reconcile sales with the processor, keep collected sales tax in its own account and hand him the period report. See also bookkeeping for restaurants.
My books have months of unreconciled wires. Where do we start?
With a cleanup of past months, before the monthly routine. We reconcile account by account, match wires to invoices and fix duplicates and Opening Balance Equity. If QuickBooks is a mess, see QuickBooks cleanup.
Keep reading
Related pages
Bookkeeping in Florida
Portuguese speaking bookkeeping for Florida businesses.
Fort Lauderdale and Pompano
Cleaning, remodeling, marine and restaurants in Broward and Boca.
Restaurants
Food cost, prime cost and daily cash close.
Tax-ready bookkeeping
A monthly routine that keeps the books ready for your CPA all year.
QuickBooks cleanup
When QuickBooks is in use but the numbers are wrong.
Financial Support Premium
Weekly support, cash and KPIs.
First step
Start with the first conversation
Twenty minutes, no commitment, to understand where your company is and point the way.