How ProcStat Fixed Years of Bookkeeping Gaps and Gave a 65-Year-Old U.S. Manufacturer Full Visibility into their Finances

Client Overview

Founded in 1959 and based in Miami-Dade County, Florida, our client has spent over six decades building a name in the U.S. recognition and awards industry. They operate four production facilities across South Florida and serve a national customer base of corporate enterprises, sports leagues, scholastic institutions, and community organizations from coast to coast.

Everything they sell, they make themselves. Laser engraving, rotary engraving, full-color direct printing, sandblasting, sublimation, embroidery, silk-screening, heat-press imprinting, all of it happens in-house. With annual revenues exceeding $4 million and over 6,500 active inventory components moving through their production floor, they have spent generations serving everyone from Fortune 500 companies to Little League teams.

Behind the scenes though, their accounting systems had not kept pace with their operational growth. The company had recently moved from Sage to Odoo and the migration did not go as planned. The data was incomplete, the modules were misconfigured, and the books had no clear story to tell. They needed someone who genuinely understood both the accounting and the technology.

Business Challenges

When the client first approached ProcStat, they were in the middle of a major technology transition migrating their entire accounting infrastructure from Sage (their legacy software) to Odoo, a modern, all-in-one business management platform. The migration should have been a step forward. Instead, it created a cascading series of financial and operational problems that left the business unable to accurately report its own financial position. Here is exactly what was broken and why it mattered.

1.    The migration was incomplete: historical data was missing

When the company transitioned from Sage to Odoo, the implementation was handled with a fixed "cut-off date" meaning only transactions from a certain point onward were brought into the new system. Everything before that date like years of invoices, payments, vendor bills, and account balances was left behind or carried over improperly. The owner knew, roughly, what his sales figures were. He kept mental tallies and informal estimates but on paper. In the system, the numbers told a completely different story. There was no reliable financial trail. To make matters worse, the accountant who had been managing the day-to-day bookkeeping during the migration period left the company mid-process and leaving behind a growing pile of unrecorded, misapplied, and uncategorized transactions.

2.    Payments were going to the wrong bank and nobody realized it

Think of it this way: the company had three bank accounts. When a customer paid an invoice, whoever was entering that payment into Odoo had to manually select which bank account the money went into. Because they had never been properly trained on this step, payments were routinely being posted to the wrong account. For example, money that actually landed in Bank B would get recorded in Odoo under Bank A.

Odoo has what is called a clearing account, essentially a holding space that is supposed to go to zero once a payment is matched to the right bank deposit. But because payments kept going to the wrong accounts, the clearing account never zeroed out. Month after month, unmatched entries piled up there.

The bank reconciliation became impossible. Nobody could say with confidence what the business actually had in the bank.

3.    Clover deposits could not be matched to invoices

The company used Clover as their payment processor for most sales similar to how many businesses use Square. Here is where the problem gets specific: Clover does not send a separate payment for each invoice. Instead, it batches together multiple payments, deducts its processing fees, and deposits one combined amount into the bank. So, the bank statement would show a single deposit of, say, $4,800. But in Odoo, there were 12 different invoices totaling $5,100. The $300 difference was Clover's fees. Without a clear process to break down that batch deposit, identify which invoices it covered, and account for the merchant fees separately, the books could not be reconciled. This was happening every week, for every Clover batch, across the entire year.

4.    Cash and check payments were collected with no tracking system

Beyond Clover, the company also accepted cash and checks from customers  particularly for walk-in sales and repeat clients. Here is the problem: when cash or a check comes in, it does not automatically appear in a bank account the way a digital payment does. It has to be physically collected, held, and then deposited. But there was no system in place to track this process. Cash would come in and be held at the counter or with a staff member. Checks would arrive by mail. Deposits would go to the bank in varying amounts on varying days. Because nothing was logged along the way, by the time the bank statement arrived, it was impossible to say: which invoices were paid in cash, which checks had cleared, whether any cash had been used for a small expense before it made it to the bank, and whether the total collected matched the total deposited. This created a gap where money could move through the business without leaving any paper trail, a real risk for any operation running at this volume.

The Transformation with ProcStat

ProcStat did not walk in with a ready-made playbook. We spent time learning how this business actually works how trophies are assembled, how payments flow through Clover, how the owner was tracking things in his own spreadsheet and built solutions that fit the real operation. Here is exactly what we did.

1.    Full Odoo audit and module reconfiguration

ProcStat sat down with the Odoo support team not once, but across multiple working sessions and went through every module from scratch: accounting, inventory, and production. We traced every workflow: how a vendor bill flows into inventory, how a sales order becomes an invoice, how a payment triggers a clearing account entry. We found every place the original setup had gone wrong and worked directly with the Odoo team to fix it. The goal was to get all three modules talking to each other correctly, so that a transaction in one area would reflect accurately everywhere else.

2.    One bank. One clear process. no more guesswork

The root of the clearing account problem was simple: too many bank accounts being used interchangeably with no clear rules. ProcStat recommended a straightforward fix designate one specific bank account in Odoo to receive all sales payments going forward. Every invoice, whether paid through Clover, by transfer, or any other method, would be posted to that one account. This immediately eliminated the confusion about which bank received which payment. For the backlog of misapplied payments already sitting in the system, ProcStat went back through each one, identified the correct bank account, corrected the posting, and cleared the clearing accounts. By the time we were done, every clearing account was at zero.

3.    Clover reconciliation, matching every batch deposit to Its invoices

For every Clover batch deposit, ProcStat built a consistent reconciliation process. When a deposit hit the bank account, we pulled the complete list of invoices that made up that batch, added them up, matched the total against the deposit amount, and posted the difference as a Clover merchant fee. This sounds straightforward, but doing it accurately across an entire fiscal year for every deposit, every week requires a precise, disciplined process.

ProcStat ran this for all of 2025. Every deposit is now traceable to specific customer invoices, and the merchant fees are properly recorded. The reconciliation that was previously impossible became fully clean.

4.    A simple system that puts cash and checks under control

ProcStat built a structured spreadsheet that the client's team fills in whenever cash or checks are collected. The entries are simple: the invoice number, the customer name, the amount, the payment method, and the date. When a deposit goes to the bank, that amount gets logged too. If any cash is used for a small purchase before being deposited, that gets noted as well. The result is a complete record of every dollar that comes in outside of digital payments who paid, which invoice it was for, when it was deposited, and whether anything was spent along the way. The client has been running this since January 2025. When ProcStat receives the bank statement, matching deposits to invoices now takes a fraction of the time it used to, and nothing falls through the gaps.

5.    Full 2025 bookkeeping cleanup and financial statements

With the structural issues resolved, ProcStat worked through the entire 2025 fiscal year systematically every invoice, every vendor bill, every bank deposit, every Clover batch, every merchant fee, every journal entry. Month by month. The owner had been maintaining his own Excel spreadsheet throughout the year with his estimated profit and loss figures, a careful, detailed tracker that reflected what he knew operationally about the business. When ProcStat completed the 2025 books and presented the final Profit and Loss Statement, the numbers came in aligned with what the owner had projected in his spreadsheet. He reviewed every line item on the call. He was genuinely pleased with the outcome not just because the numbers matched, but because he finally had an auditable, system-generated financial record to stand behind.

Impact

•    Tax-Ready Financials

•    Real Profit Visibility

•    Bank-Ready Financial Records

•    Freedom to Focus on Growth

•    Scalable Financial Foundation

•    Confident Business Decisions

•    Reduced Dependency on Manual Tracking

What This Engagement Proved

ProcStat came in, learned a platform we had never worked with before, coordinated with a third-party software team, built internal control systems from scratch, and delivered a complete fiscal year of clean, accurate financial records. What the owner received at the end was not just a Profit and Loss Statement. It was the confidence to look at his numbers and know they were real.

The client was so impressed with the work that they extended the engagement and trusted ProcStat to train their internal team. The books that were once a source of stress became the strongest asset in their business.