FAQ's

Whether you’re wondering how our services work, what sets PlotPath apart, or if we’re the right fit for your business, this FAQ page is here to help. We’ve compiled the most common questions we get from business owners like you, so you can get clear, confident answers fast. No fluff, no jargon…just the facts you need to make a smart decision.

Let’s dive in:

• Where is PlotPath located?
  We are proudly based in Austin, Texas but have employees nationwide and we work with clients all across the U.S.

• What services does PlotPath offer?
  We specialize in three core areas: Bookkeeping, Financial Reporting, and Fractional CFO services.

• Who will I be working with?
  You will be partnered with a dedicated financial team, typically a certified bookkeeper and a financial controller (CPA), both based in the United States. You may also work with a Fractional CFO, should the scope of work merit, and potentially one of our analysts, based in our Uruguay office, who are directly overseen and supervised by our US-based team.

• Do you work with businesses outside of Texas?
  Yes, while we have many clients in Texas due to our origins there, the majority of our clients are based in another state.

• What industries do you specialize in?
  We work with a range of service and product businesses, as well as not-for-profit organizations. We have deep experience with the trades (HVAC, plumbing, roofing, electrical, etc.), professional services, MSPs, educational institutions, and growth-focused agencies.

• When was PlotPath founded?
  PlotPath was founded in 2016 in Austin, Texas. Since then, we’ve helped businesses and not-for-profits across the U.S. gain financial clarity and scale with confidence.

Financial Services and Delivery

• What is a Fractional CFO?
  A Fractional CFO is a strategic financial partner who provides CFO-level insights without the full-time cost. We help you plan, budget, and make smart growth decisions based on real data.

• What does your bookkeeping include?
  Our bookkeeping includes transaction categorization, bank reconciliation, monthly close, and clean financial records that are accurate and timely.

• What makes PlotPath different from a typical bookkeeper?
  Most bookkeepers hand you a report. We hand you clarity. We don’t just close your books. We help you understand them, act on them, and use them to scale profitably.

• What kind of financial reports will I get?
  In addition to your standard P&L and balance sheet, we provide a custom-designed KPI package that includes cash flow, margin analysis, net working capital, and more.

• Do you help with budgeting and forecasting?
  Yes. We build 12 to 18 month, or multi-year forecasts and dynamic budgets tailored to your business cycles, seasonality, and growth goals.

Working With PlotPath

• How do we communicate with your team?
  We communicate through a mix of video conference, phone, text, email, chat platform (e.g. Slack, Teams) and shared cloud folders, depending on what works best for you. We are easy to reach and focused on responsiveness.

• What software do you use?
  We primarily work with QuickBooks Online and Xero, but also support businesses using QuickBooks Desktop, NetSuite, Intacct, and industry-specific accounting software. We supplement with tools like Reach Reporting (dashboards), ClickUp (project and task management), and proprietary tools developed in Google Drive and Microsoft 365 platforms.

• How long does onboarding take?
  Most clients are fully onboarded in 3 to 6 weeks depending on the state of your current books and reporting systems. Onboarding might take longer for very messy, outdated books.

• Do you clean up messy books?
  Yes. Many of our clients come to us needing cleanup from months or even years of inaccurate or neglected bookkeeping. We bring order to financial chaos.

• Can you work with our in-house accountant?
  Yes. We are happy to collaborate with your internal team or CPA to ensure everything runs smoothly and nothing falls through the cracks.

Strategy and Value

• How will I know if I’m profitable?
  We will show you. Our custom KPI reporting gives you visibility into what is working, what is not, and what needs to change.

• Can you help me understand my cash flow better?
  Yes. We track, explain, and forecast your cash position so you always know how much runway you have and what levers to pull.

• What decisions will you help me make?
  We help you answer questions like: Can I hire another employee? Can I afford this truck? Should I raise prices? What is dragging down my margins?

• Do you work with startups or only established businesses?
  We typically work with businesses doing $1M to $10M in annual revenue. We occasionally take on earlier-stage businesses if the fit is right, including pre-revenue funded startups.

• Can you help with pricing strategy or cost control?
  Yes. We help clients uncover hidden costs, rework pricing, and improve margins, especially in service businesses where labor and materials fluctuate.

Billing and Contracts

• How is pricing structured?
  We offer fixed monthly pricing based on your business size and needs. You will know exactly what you are paying with no hourly surprises.

• Is there a long-term contract?
  No. We work month to month, but most of our clients stay with us for years because of the value they receive.

• What is included in my monthly fee?
  It depends on your package but it typically includes full bookkeeping, monthly financial reports, and KPI dashboards.
  Support for operational bookkeeping, such as Accounts Payable, Payroll, and Accounts Receivable, as well as strategic check-ins with your Fractional CFO, may also be included if those areas are within the scope we define together.

• Do you offer one-time projects or consulting?
  We occasionally offer project-based services like cleanup or forecasting builds. Our core model is built around recurring support and ongoing partnership.

• What if I already have a CPA or tax preparer?
  That is great. We are not a tax firm and do not file returns. We make sure your books are clean and accurate so your CPA can do their job faster and better.

Security, Privacy, and Trust

• Do you use cloud software to manage files and reports?
  Yes. All financial data and shared documents are stored in secure, access-controlled environments within Google Workspace Enterprise Plus. We use strict identity protections, monitored shared drives, and enterprise-level controls to safeguard your information.

• How do you prevent unauthorized access to client data?
  PlotPath uses a Zero Trust security model. This includes mandatory multi-factor authentication (2-Step Verification), strong password policies, app allowlisting, real-time admin alerts, and continuous monitoring of all access attempts.

• Do you protect against phishing, malware, and email-based threats?
  Yes. We enable Google’s advanced threat protection stack, including enhanced malware detection, phishing protection, sandboxed attachment analysis, and OCR scanning for image-based threats. We also use safety rules to detect lookalike domains and suspicious senders.

• How do you prevent accidental or unauthorized sharing of sensitive files?
  PlotPath uses organization-wide Data Loss Prevention (DLP) rules, data labeling, and Drive Trust Controls. Sensitive files such as PII-Sensitive or Client-Confidential data are monitored and protected from unapproved external sharing.

• Do you control which third-party apps can access your systems?
  Yes. Only approved and vetted apps are allowed. All unvetted or high-risk apps are blocked by default. We regularly review and restrict access to ensure minimal exposure to external services.

• How do you secure mobile devices used by your team?
  We enforce advanced mobile device management (MDM) for iOS and Android, including required passcodes, encryption, security policies, and the ability to remotely wipe a lost or compromised device.

• What happens if there is a data breach?
  We maintain documented incident response protocols and carry an Accountants Professional Liability Policy that includes data loss and theft coverage. While we have never had a breach, we prepare for all scenarios as part of our security lifecycle.

• Do you carry insurance?
  Yes. PlotPath carries a $1M Accountants Professional Liability (E&O) policy that includes cyber-related loss coverage.

• Do you run background checks on your staff?
  Yes. Every PlotPath team member undergoes a thorough background check before working with us.

• What does the background check include?
  The background check verifies employment and education history and screens national and local criminal records, sex offender registries, and indicators of unethical behavior. All checks are conducted through our trusted partner, Checkr.

• Can I trust your team with confidential business information?
  Yes. Confidentiality is fundamental at PlotPath. We enforce strong access controls, perform background checks, monitor systems continuously, and train our team to uphold strict standards of privacy and discretion.

• What happens if I work with a contractor at PlotPath?
  All team members—employees or contractors—follow the same security protocols. Most are employees; a few are contractors in specialized roles. Regardless of classification, everyone adheres to the same confidentiality, access control, and compliance standards.

• Do you have protocols for secure document sharing?
  Yes. We use Shared Drives within Google Workspace Enterprise Plus with strict permissions, restricted external sharing, and protective rules that prevent accidental exposure of sensitive information.

• Will you sign an NDA or confidentiality agreement?
  Yes. We sign a mutual NDA as part of onboarding, and we can sign your NDA if required. Your financial information remains private, secure, and protected.

• Have you ever had a breach or incident?
  No. We have never experienced a data breach. We also maintain insurance coverage and incident response procedures should one ever occur.

• Where can I read your full security policies?
  You can review our full security overview here:
  PlotPath Security Practices & Data Protection Standards.

Final Fit Questions

• How do I know if PlotPath is the right fit?
  If you are a growing business or not-for-profit organization and want better financial visibility to make smarter decisions, we are likely a great match. A quick discovery call will help confirm.

• What results can I expect?
  Clarity. Confidence. Control. Our clients consistently report better margins, fewer surprises, and more strategic decision-making.

• Can I see sample reports or dashboards?
  Yes. We are happy to walk you through anonymized examples during a discovery call so you can see what is possible. See here for an example of our custom-designed KPI package.

• What kind of business owner do you work best with?
  Owners who want to lead with numbers instead of guesswork. If you are collaborative and looking for a long-term partnership, and if you are growth-minded and value insight over instinct, you will thrive with us.

• How do I get started?
  Book a free discovery call with our team. We will learn about your business, answer your questions, and show you how we can help.