You make the sales We’ll handle the books behind them

“I’m at the end of another tax year with no tracking done. So I download everything from the bank and type it into a spreadsheet. There has to be a better way.”

There is. And you shouldn’t have to become a bookkeeper to run your business.

Here’s the short version. We’re online bookkeepers for Canadian businesses that run all or part of their work online: coaches, consultants, service providers, marketing and ad agencies, course creators, SaaS companies and online shops. We connect the platforms you sell and get paid through, match every payout back to the real sales, fees and refunds, and keep your GST/HST, payroll and year-end ready. You get numbers you can actually read, so you know what a launch, a client or a month really made.

Sound familiar?

• You know what came in during a launch, but not what went out, and the credit card balance keeps creeping up.
• The deposits never match the sales. Stripe and PayPal pay out in lumps, minus fees and refunds, sometimes in US dollars.
• Business and personal are mixed together, and you’re not sure what stays in the business or how much to pay yourself.
• You don’t know how much to set aside for tax, so you wait until the end of the year and hope.
• You’re paying for four or five systems and you’re not sure what each one does.
• You’ve sat across from an accountant and left feeling like you should already know all this.

Where you sell and where you get paid are two different things

Most businesses that run online use two kinds of platforms. Your books need both, and they rarely agree with each other on their own.

Why the deposit isn’t your sales, and why it matters

Between the sale and the deposit, a lot comes off the top: platform fees, per-transaction fees, refund and dispute fees, and currency conversion. Each one is small. Together they can quietly become one of your biggest costs, and they creep up as you grow, as platforms change their pricing, and every time you add another tool.

If those fees are buried inside a net deposit, you can’t see them, so you can’t do anything about them. We record every sale, fee and refund separately, so you can see exactly what your platforms cost you each month and catch it when that number starts to climb.

What we actually do for you

• Connect your platforms properly. Payment platforms and your bank feed into your accounting software, so nothing gets typed in by hand. For online businesses we recommend Xero, because it handles US dollars and other currencies far better than QuickBooks Online.
• Match payouts to sales. Every payout broken back into sales, fees and refunds, every month.
• Track what your platforms cost you. Fees broken out so you can see them, compare them and question them.
• Handle US dollars. US-dollar income and subscriptions recorded in Canadian dollars at the right exchange rate.
• Keep your GST/HST right. Charged properly, tracked, and filed on time.
• Pay your team. Payroll can be added to a monthly package, and contractor payments are kept with a clean paper trail.
• Show you your numbers. Plain-English reports, including what a launch really made once the fees and ad spend are in.

Platforms that fit where your business is going

We see it all the time: a platform chosen because it was cheap or easy at the start, then outgrown a year or two later. Switching means messy data, broken connections and lost history.

We work across most of the major sales, payment and delivery platforms, and we know what connects cleanly to your books and what’s working well for clients like you. Just starting out? We’ll help you choose tools that will still fit as you grow. Already set up? We’ll tell you if something better would save you time or fees, and connect it properly.

GST/HST when you sell online

Selling to clients all over the world raises questions fast. Do I charge tax? Which rate? What about clients outside Canada?

• Registering: once your taxable sales pass $30,000 in a single quarter or over the last four quarters, you need to register for GST/HST.
• Canadian clients: the rate you charge usually depends on where your client is, not where you are.
• Clients outside Canada: services and digital products sold to people outside Canada are often zero-rated, which means no GST/HST is charged. There are exceptions, and you need records showing where your client is.

More detail: how GST/HST works for your online business.

Paying yourself and setting money aside for tax

“How much can I pay myself?” is one of the most common questions we get. Once your books are current, we can show you what the business can afford to pay you, what to put aside for income tax, and whether CRA expects tax instalments, so tax time isn’t a surprise.

Wondering what you can write off? Start with online business expenses you can write off in Canada.

Who we work with

• Coaches and consultants
• Service providers who work with clients online
• Marketing, ad and creative agencies
• Course creators and membership owners
• SaaS and subscription software companies
• Online shops on Shopify or WooCommerce

Sole proprietors and corporations, from your first year to a team of contractors, as long as your books are kept in Canadian dollars. US-dollar income from Stripe or PayPal is no problem. Selling physical products? That works too, as long as your inventory is managed in your sales platform, like Shopify or WooCommerce, and your books only need a year-end inventory adjustment. We don’t take on businesses that need inventory tracked continuously in their accounting system.

Let’s get your numbers sorted No judgment, no accountant-speak

• Want it handled? Book a free 15-minute video call. Rather keep it short? Email team@kcandcompany.ca with what you do and what’s bugging you.
• Doing your own books? The Books Check-Up is a flat-fee review. We look at what you’ve got, flag what’s off and walk you through it.