What is white-label bookkeeping?
Your clients, your templates, our team behind the file.
A firm that takes on white-label bookkeeping is solving a capacity problem without touching the thing that actually makes the firm valuable: the client relationship. The client signed with your firm, gets your engagement letter, calls your office, and sees your name on every deliverable — none of that changes. What changes is who's actually reconciling the bank feed, coding the transactions, and closing the books behind your firm's own review point, every month, on your firm's own chart-of-accounts standard rather than whatever default a new hire would improvise.
The arrangement only works if it's invisible from the client's side and fully visible from yours. Invisible to the client means the file that reaches them — the trial balance, the reconciled ledger, the month-end package — carries your firm's formatting, your firm's naming conventions, and goes out under your firm's letterhead, never ours. Fully visible to you means you get the working file, not a locked summary: full access to see exactly what was done, when, and by whom, so your review isn't a leap of faith, it's a checklist against a file you can actually open.
Who does what
| Your CapEasy team | White-label bookkeeping, the reconciliations and reporting behind it, and the questions list that keeps it honest. |
| Your CPA or enrolled agent | Everything that carries a licence in United States — rendered exactly as written: issue compilation, review or audit reports — those are restricted to licensed cpa firms. |
| You | One conversation with one named person, and the decisions that are genuinely yours. |
White-label bookkeeping in United States
Using an outside bookkeeping provider is a documented decision under the AICPA's confidential client information rule, not a silent one
AICPA Code of Professional Conduct, Interpretation 1.700.040, addresses a CPA firm's use of a third-party service provider to assist with client work: the firm needs either a general notification to clients — typically language in the engagement letter — or specific client consent, and a contract or agreement with the service provider requiring it to maintain the confidentiality of client information. We enter that written confidentiality agreement with your firm as a condition of the engagement, and the notification-or-consent decision — and how you word it to your own clients — stays entirely yours to make and document.
The GLBA Safeguards Rule reaches accounting firms, and it reaches subcontractors through the contract, not automatically
The FTC Safeguards Rule (16 CFR Part 314) applies to firms handling nonpublic personal financial information, which covers most accounting and bookkeeping practices, and it requires a written information security program — including oversight of service providers, per 314.4(f), through contracts that require them to implement and maintain appropriate safeguards. We sign into that obligation as your service provider rather than leaving your firm to assume it's covered; the security terms sit in the same written agreement as the confidentiality clause.
If your firm also performs attest work for the client, bookkeeping assistance from an outside provider is an independence question your firm answers, not us
Under the AICPA's independence rules for nonattest services (ET §1.295), bookkeeping and similar recordkeeping services for an attest client can create a self-review threat, and firms manage it through the standard safeguards — client acceptance of responsibility for the financial statements, no management decisions made on the client's behalf, and the firm's own review before anything is used in the attest engagement. Whether and how you use us on an attest client, and how you document the safeguards, is your firm's independence determination to make; those judgment calls stay with the client, exactly as they're supposed to.
Section 7216 sits next to this, not inside it, when the same client data feeds tax prep
IRC §7216 governs a tax return preparer's disclosure of tax return information to third parties, and it's a separate consent regime from the AICPA confidentiality rule. It applies to your firm's tax practice, not to bookkeeping production on its own — but if the same underlying client file later feeds a return your firm prepares, any §7216 consent needed for that disclosure is paperwork your firm already handles as the preparer of record — that decision and that data flow stay with your firm throughout.
What your CPA or enrolled agent receives from us
- Monthly (or your defined cadence) working files reconciled and formatted to your firm's own chart-of-accounts standard, not a generic template
- A month-end package built for your review point — trial balance, reconciled ledger, and a change log of what moved since the prior close
- Full working-file access on your side at all times, not a locked summary — you can open the file behind the numbers, not just the numbers
- A signed confidentiality and data-security agreement in place before the first client file transfers
- A named point of contact and a documented backup, so a single staff absence never stalls your review deadline
- Client-facing deliverables carrying your firm's branding and formatting exclusively — nothing that identifies us reaches your client
