Every figure is computed from your QuickBooks file by a fixed rule. No model, no judgement, no randomness. The same books on the same day always produce the same score.
Your headline score is the weighted mean of seven dimensions. The weights are fixed and published — they do not move to flatter a file or to sell an engagement.
Each check names the QuickBooks report it reads, so you can open the same report and see the same number. Totals only — no customer or vendor detail is read or stored.
| Check | Dimension | Where it comes from |
|---|---|---|
| Days since the last recorded transaction | Timeliness | Newest Invoice, Purchase, Bill, Payment, Deposit and Journal Entry by date |
| Closing date on the file | Timeliness | Company Preferences → Accounting → Books Close Date |
| Days since the last reconciled transaction | Reconciliation | Transaction List report, filtered to Reconciled (derived — QuickBooks exposes no reconciliation endpoint) |
| Uncleared transactions | Reconciliation | Transaction List report, filtered to Uncleared, trailing 400 days |
| Money sitting in Uncategorized accounts | Categorization | Chart of Accounts — Uncategorized Income, Uncategorized Expense, Uncategorized Asset |
| Ask My Accountant balance | Categorization | Chart of Accounts — Ask My Accountant |
| Receivables over 90 days | Receivables & Payables | Aged Receivables summary report (totals only — no customer detail is read or stored) |
| Payables over 60 days | Receivables & Payables | Aged Payables summary report (totals only — no vendor detail is read or stored) |
| Balance sheet balances | Ledger Integrity | Balance Sheet report — Total Assets against Total Liabilities and Equity |
| Opening Balance Equity | Ledger Integrity | Chart of Accounts — Opening Balance Equity |
| Undeposited Funds | Ledger Integrity | Chart of Accounts — Undeposited Funds |
| Negative asset balances | Ledger Integrity | Chart of Accounts — Bank, Other Current Asset and Fixed Asset accounts |
| Bank and credit card accounts present | Setup & Hygiene | Chart of Accounts — accounts of type Bank and Credit Card |
| Duplicate accounts in the chart | Setup & Hygiene | Chart of Accounts — active accounts of the same type with near-identical names |
| Chart of accounts size | Setup & Hygiene | Chart of Accounts — count of active accounts |
| Purchases and bills of $75 or more with no attachment (12 months) | Documentation | Purchase and Bill for the trailing year against the Attachable index — the IRS substantiation floor is $75 |
| Months with a bank or card statement on file (12 months) | Documentation | Attachable — files named like a statement, by month attached (derived: QuickBooks has no statement object and nothing attaches to an account) |
| Journal entries with no memo and no attachment (12 months) | Documentation | JournalEntry for the trailing year — PrivateNote and the Attachable index |
| 1099 vendors without a W-9 on file, and $600+ vendors not flagged | Documentation | Vendor (Vendor1099 flag) with spend from Bill and Purchase, against the Attachable index |
| Bank and card accounts not reconciled in 90 days, or never | Reconciliation | Transaction List report, Reconciled rows by account (derived) |
| Uncleared items older than 90 days | Reconciliation | Transaction List report, Uncleared rows older than 90 days (derived) |
| Reconciliation Discrepancies balance | Reconciliation | Chart of Accounts — Reconciliation Discrepancies |
| Liability accounts with a negative balance | Ledger Integrity | Chart of Accounts — Credit Card, Other Current Liability, Long Term Liability, Accounts Payable |
| Payroll liabilities carrying a balance | Ledger Integrity | Chart of Accounts — payroll liability accounts (by sub-type and name) |
| Sales tax payable balance | Ledger Integrity | Chart of Accounts — sales tax liability accounts; Preferences → sales tax |
| Customer deposits / unearned revenue held | Ledger Integrity | Chart of Accounts — unearned revenue, deferred revenue, customer deposit and retainer accounts |
| Loan balances unchanged for six months | Ledger Integrity | Balance Sheet today against six months ago — loan, note, line-of-credit and SBA accounts |
| Owner or personal spend running through expenses | Ledger Integrity | Chart of Accounts — Expense accounts named owner, personal, draw, distribution or shareholder |
| Payments sitting in Undeposited Funds for more than 14 days | Ledger Integrity | Payment and SalesReceipt deposited to Undeposited Funds with no linked Deposit |
| Transactions dated in the future | Setup & Hygiene | Invoice, Purchase, Bill, Payment, Deposit and Journal Entry dated after today |
| Active accounts with no activity in 24 months | Setup & Hygiene | Chart of Accounts against the Transaction List for the trailing two years |
| Likely duplicate vendors and customers | Setup & Hygiene | Vendor and Customer lists — active names that match after normalization (counts only; no names are stored) |
| Vendors with an open bill and a direct payment in the last 90 days | Setup & Hygiene | Bill (open balance) and Purchase by vendor — the double-count pattern |
| Single purchases of $2,500 or more posted to expense accounts | Setup & Hygiene | Purchase and Bill lines of $2,500 or more in Expense accounts (excluding recurring-cost accounts) — the de minimis safe harbor line |
| Customers with a credit balance | Receivables & Payables | Customer list — active customers with a negative balance (counts and totals only) |
| Open invoices never emailed from QuickBooks | Receivables & Payables | Invoice with an open balance and EmailStatus NotSet / NeedToSend |
| Vendors holding your money (credit balances) | Receivables & Payables | Vendor list — active vendors with a negative balance (counts and totals only) |
A snapshot reads QuickBooks. Whatever never reached QuickBooks is invisible to it — so your report names each gap and what it would take to close it.
We can see the last transaction recorded in QuickBooks. We cannot see the ones that were never recorded — those exist only on your bank statements and in your inbox.
What it would take: Bank and credit card statements for the period.
We can only read the accounts that exist in QuickBooks. A business credit card, a PayPal or Venmo, or a side bank account that was never connected is invisible — and its absence looks exactly like clean books.
What it would take: A complete list of every account the business actually uses.
We count the receipts and statements attached in QuickBooks. The receipts, vendor invoices and statements that were never entered are, by definition, not there to be counted.
What it would take: Access to wherever the paperwork is accumulating.
Unless payroll runs inside QuickBooks Online Payroll, the detail lives with your payroll provider. Wage and tax calculation accuracy cannot be verified from the ledger alone.
What it would take: Payroll registers and quarterly filings.
QuickBooks knows your sales tax settings. It does not know whether your income tax returns were filed, whether payroll deposits were made on time, or whether your 1099s went out.
What it would take: Filing confirmations and notices.
The ledger shows your loan balances. It does not show interest rates, covenants, personal guarantees, or the balloon payment eighteen months out — those live in documents QuickBooks has never seen.
What it would take: Loan agreements and amortization schedules.
Within a dimension the largest deduction applies in full, the second at 60%, the third at 36%, and so on — two symptoms of one underlying problem are not counted twice. The headline is the weighted mean of the dimensions that could be read; anything we could not read is excluded and named.
Prefer it machine-readable? The same method, as JSON: /api/pom/methodology.
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Not affiliated with or endorsed by Intuit Inc. QuickBooks and QuickBooks Online are trademarks of Intuit Inc. This assessment is a diagnostic of your QuickBooks file. It is not an audit, a review, or a compilation, and it expresses no assurance on your financial statements.