Case Studies
The Complete Check That Rebuilt Blue Harbor Design Co.’s QuickBooks File
Blue Harbor knew their QuickBooks file wasn’t telling the truth. Revenue didn’t match the work performed. Deposits didn’t line up. Reports contradicted their actual projects. The Complete Check uncovered the structural failures underneath the transactions and rebuilt the file so the numbers finally matched reality.
When Blue Harbor Design Co. reached out, they were done with guessing games. Their QuickBooks file was full of duplicate deposits, unapplied payments, retainers that never cleared correctly, and reports that didn’t match the drafting work they were actually delivering.
Once we opened the file, it was clear this wasn’t a light cleanup. It was a full system failure that had been quietly compounding over time. The Complete Check mapped out the structural breakdown so we could rebuild the file with accuracy and integrity.
Structural Review
The four markers that confirmed Blue Harbor needed a full rebuild
The deeper we looked, the clearer the pattern became. Nothing flowed the way it should, and every report reflected the structural drift underneath.
What Was Broken
Accounts were unreconciled. Job deposits and progress payments were duplicated. Retainers were recorded incorrectly. Income didn’t match completed work. The chart of accounts didn’t reflect how a drafting and design support firm operates. Reports looked polished but didn’t reflect reality.
Why It Broke
Payments were recorded manually and also through automated syncs. There was no structure behind revenue categories. No naming conventions. No workflow for handling retainers or job deposits. Each patch fix created new inconsistencies because the foundational setup was never correct.
How the Pattern Showed Up
Revenue was overstated. Deposits didn’t tie to invoices. Bank balances drifted from actual activity. Retainers sat unresolved for months. Reports contradicted the balance sheet. Nothing tied together, which made decision-making impossible.
What Needed Reconstruction
Full reconciliation of every account. Revenue reclassification across projects. Cleanup of duplicate deposits and unapplied customer payments. A rebuilt chart of accounts designed for drafting and design workflows. New systems for handling retainers and job payments so the file stays accurate.
The impact of rebuilding the system from the ground up
Once the file was reconstructed, every part of the business became clearer. Job income tied to actual work performed. Retainers flowed through the system correctly. The reports finally matched reality. Tax season stopped being a guessing game.
Blue Harbor now runs their business from real numbers, not estimates or hopes. The file is clean, the workflows are documented, and the structure is built to stay accurate month after month.
Frequently Asked Questions
What if my QuickBooks feels too messy to fix?
There’s no such thing as too far gone. The Complete Check confirms what’s broken and what it will take to rebuild it.
Do you fix duplicate deposits and job income errors?
Yes. These structural issues are exactly what the Complete Check uncovers and corrects.
Will my reports make sense after cleanup?
Absolutely. Once the structure is correct, the reports finally reflect reality.
Do you document your cleanup?
Every setting, workflow, and change is documented so you know exactly how your file works.
Ready for reports that finally make sense?
If you're unsure whether your file needs a rebuild or a cleanup, the Complete Check diagnoses the structure, the COA, and the patterns creating the confusion. It is the fastest way to see what your QuickBooks file is actually doing.
Start Your Cleanup