· Reviewed by Nimra Khalid
What is multi-entity bookkeeping?
Multi-entity bookkeeping is the upkeep of separate ledgers for related companies, such as an operating company and its holding company, several franchise locations, or entities in different states, while keeping the transactions between them in agreement. Each entity closes on its own. Intercompany loans, management fees and shared costs are recorded on both sides, then eliminated to produce group figures.
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Multi-entity bookkeeping: what we do and how it runs
Multi-entity bookkeeping is the upkeep of separate ledgers for related companies, such as an operating company and its holding company, several franchise locations, or entities in different states, while keeping the transactions between them in agreement. Each entity closes on its own. Intercompany loans, management fees and shared costs are recorded on both sides, then eliminated to produce group figures.
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What it is
Multi-entity bookkeeping is the upkeep of separate ledgers for related companies, such as an operating company and its holding company, several franchise locations, or entities in different states, while keeping the transactions between them in agreement. Each entity closes on its own. Intercompany loans, management fees and shared costs are recorded on both sides, then eliminated to produce group figures.
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What you get
One dedicated team across every entity, holding company and location
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How it runs
Intercompany balances reconciled to zero before the close is released
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Discovery call and group map
A 30-minute call to draw the group: every entity, who owns what, which transactions cross between them and what each lender, franchisor or partner needs to see. We confirm which files and platforms exist.
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Who it is for
Multi-location operators
Franchisees, clinic groups, restaurant groups and transport companies with an entity per location or per state. You need each set of books right and one view of the whole.
Holding company structures
An owner holds property or equipment in one company and operates from another. Rent, loans and management fees cross between them every month and must agree on both sides.
Growing groups without a controller
You have three to fifteen entities and no one whose job is to make the intercompany accounts tie. Your CPA spends tax season untangling them instead.
What's included
- Separate ledger maintained for every entity in its own file or dimension
- Shared intercompany chart of accounts and coding rules across the group
- Intercompany invoices, loans, management fees and recharges posted on both sides
- Shared costs allocated by the rules you set: headcount, revenue or square footage
- Due-to and due-from balances reconciled to zero every month
- Intercompany elimination entries prepared for consolidation
- Bank, card and loan reconciliations for every entity, every month
- Payroll journals split across entities where staff are shared
- Multi-currency entities revalued at month-end where they exist
- Entity-level P&L and balance sheet after Two-Tier Review
- Consolidated trial balance and group statements monthly
- Year-end package per entity plus a group package for your CPA
Deliverables and KPIs
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Entity closes | Every entity reconciled within 5 business days of month-end | Monthly |
| Intercompany reconciliation | Due-to and due-from balances net to zero with a signed matrix | Monthly |
| Allocation schedule | Shared costs allocated per the agreed rule and documented | Monthly |
| Consolidated trial balance | Eliminations posted; group figures agree to the sum of entities less eliminations | Monthly |
| Group reporting pack | Entity and consolidated statements with variance notes | Monthly |
| Year-end packages | Per-entity and group schedules ready for your tax preparer | Annually |
KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.
How it works
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Discovery call and group map
A 30-minute call to draw the group: every entity, who owns what, which transactions cross between them and what each lender, franchisor or partner needs to see. We confirm which files and platforms exist.
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Access and intercompany rules
You grant accountant access to each file and read-only bank feeds. We standardize the charts, agree the intercompany accounts, allocation rules and management-fee terms, and document them in one place.
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Dedicated team assigned
A named accountant with a backup and a team lead takes over all entities together, so both sides of every intercompany entry are posted by the same person on the same day.
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Monthly close and consolidation
Each entity closes on CloseTrack, the intercompany matrix is reconciled to zero, eliminations are posted and the group pack is reviewed by the team lead before it reaches you.
Software we work in
How much does multi-entity bookkeeping cost?
Multi-entity bookkeeping is priced per entity within a single monthly fee, with a lower rate for small or dormant entities and a group consolidation component. That is usually cheaper than paying for each entity as a standalone client. Pricing depends on volume and scope, so we send a custom quote within 1 business day.
What moves the quote
- Number of entities, and how many are active versus holding or dormant
- Transaction volume and bank accounts per entity
- Volume of intercompany activity and shared-cost allocations each month
- Consolidation needs: trial balance only, or full group statements and multi-currency
Market benchmarks
| Market | Typical range | Source |
|---|---|---|
| US | $150 to $1,600 per month per entity for outsourced bookkeeping; groups are quoted on a per-entity scale | indinero, RadCity, NerdWallet (2026) |
| UK | £100 to £1,500 per month fixed fee per company | UK provider pricing surveys (2026) |
| Canada | C$300 to C$2,000 per month per company | Canadian bookkeeping fee surveys (2026) |
| Australia | A$300 to A$1,500 per month per company | Australian bookkeeping fee surveys (2026) |
Third-party ranges for orientation, not our prices.
Get a custom quote No setup fee. Month-to-month.
Multi-entity bookkeeping for your industry
Case study
1 state to 5 states
Case studyHow a NEMT provider scaled from 1 state to 5 with an outsourced back office
A non-emergency medical transportation provider in the southern US ran a single-state operation with one office manager handling trip billing, broker portals and the books. Each new state meant a new Medicaid broker, new claim formats and new timely-filing rules, and the office could not absorb the volume. The owner engaged LedgerBPO for NEMT billing, insurance follow-up calls and accounts receivable, with a named billing agent, a backup and a team lead working inside the provider's own dispatch software and QuickBooks Online. Over the engagement the provider expanded from 1 state to 5 states without building an in-house billing department. The same back-office playbook was repeated for each state contract, so growth did not depend on hiring and training local staff every time a contract was won.
- States served15
Security and compliance
- Separate access per entity file, each logged; we never move money
- MFA on every login and least-privilege roles for every user we create
- NDA per engagement, background-checked staff, managed devices only
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much do multi entity bookkeeping services cost?
Pricing depends on volume and scope, and we send a custom quote within 1 business day. Groups are priced per entity on a sliding scale, so a holding company with ten transactions a month costs far less than the operating company. As a market reference, US outsourced bookkeeping runs $150 to $1,600 per month per entity (indinero, 2026).
Do you need every entity in the same software?
No, but it helps. Many groups keep one QuickBooks Online or Xero file per entity, and we consolidate in a spreadsheet or in Fathom. Groups above roughly ten entities, or with multi-currency, often move to Sage Intacct or NetSuite, where entities live in one system with built-in eliminations. We work in either arrangement.
What are due-to and due-from accounts?
They record what one entity in a group owes another. When the holding company pays a bill for the operating company, the operating company owes it back: due-to on one side, due-from on the other. Our job is to post both sides every time and prove at month-end that the balances mirror each other. Our intercompany reconciliation service covers this in detail.
How do you allocate shared costs?
By the rule you agree in onboarding, applied the same way every month and documented. Common bases are headcount, revenue, vehicles or square footage. Management fees are recorded as agreed in the intercompany agreement your lawyer or CPA drafted; we do not set the terms, we apply them.
Can you handle entities in different states or countries?
Yes. State-level entities each get their own sales-tax and payroll tracking. Cross-border groups, such as a US parent with a Canadian or UK subsidiary, are kept in local currency and revalued at month-end using the rate your CPA specifies, with the difference posted to a gain or loss account.
Will each entity get its own financial statements?
Yes. Every entity receives a reviewed P&L and balance sheet each month, because lenders, franchisors, landlords and tax returns all work at the entity level. The consolidated pack sits on top of those, not instead of them. Where a lender wants a specific format, we save that layout and run it every month.
What if the intercompany balances have never tied?
That is common when we take over. We start with a one-time intercompany clean-up: reconstruct the history of transfers, agree what each entity owes, and post correcting entries with a memo for your CPA. Once the matrix nets to zero, keeping it there is part of every monthly close.
Can you add a new entity mid-year?
Yes. We set up the file or dimension, extend the intercompany chart and allocation rules to it, and bring it into the next close. Engagements are month-to-month, so adding or winding down an entity changes the fee for that entity only.
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