CASE STUDY
What Helped This Top 60 Firm Grow Without Growing Payroll
Positive Balance Financial
Industry Focus:
- US accounting firm serving restaurant clients
- Restaurant365 (R365)-based accounting environment
- Growing multi-client portfolio with month-end close and multi-state sales tax obligations
Business Context
The PBFG–QX partnership began in August 2025 with a single dedicated team member supporting accounting operations. Over the following 7–8 months, the engagement evolved into a five-member team, with current plans underway to further expand capacity.
As PBFG continued to onboard new restaurant clients and expand existing engagements, QX became a key strategic partner — providing scalable accounting support, process improvements, cleanup project execution, and specialized expertise across R365, sales tax compliance, and month-end accounting functions.
Challenges
- Growing client volume requiring additional delivery capacity
- Large-scale accounting cleanup projects across multiple restaurant clients
- R365 implementation and stabilization efforts
- Complex sales tax preparation and filing requirements across a growing client base
- Need for stronger process consistency and review controls
- Pressure to scale operations without significantly increasing internal hiring
Solution
QX established a dedicated offshore team that gradually expanded from one to five full-time professionals, creating a scalable support structure aligned with PBFG’s growth. The team focused on:
- Restaurant365 implementation support
- Accounting cleanup and historical reconciliation projects
- Monthly close and reporting activities
- Sales tax preparation, client coordination, and filing
- Review processes and quality control enhancements
- Capacity support for new client onboarding and portfolio expansion
Specialized ownership across key functional areas kept delivery accountable, consistent, and flexible:
- R365 specialists — implementations and client deadlines on track
- Review and cleanup resources — complex historical accounting projects streamlined
- Operations support — extra capacity during peak workload periods
Impact
- directory_sync Scaled 1 → 5 dedicated FTEs in 8 months, with a model capable of scaling to 10–12 professionals
- groups 26+ client sales tax filings completed end-to-end within 32 hours
- settings_timelapse Zero missed deadlines and zero filing errors since QX took ownership of sales tax in October 2025
- compress Consistent month-end close with faster client deliverables and stronger reporting quality
“The QXAS team has really stepped up. We’ve had a really good flow and I’ve been really impressed with how everything has been working together.”
— Brooke McCabe, Positive Balance Financial
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