Tomas Financial FAQ

Question 1

How do I get started with Tomas Financial?

Accepted Answer

Welcome! After signing up, you'll be guided through a quick onboarding process. Start by uploading your key financial documents, and we'll help you get organized. If you have any questions, you can always schedule a meeting with us directly from your dashboard.

Question 2

What information do I need to provide initially?

Accepted Answer

To get started, we typically need your recent bank statements, previous tax returns (if applicable), and any existing financial documents you'd like us to review. You can upload these securely through the Documents section of your dashboard.

Question 3

How do I schedule my first consultation?

Accepted Answer

You can schedule a meeting directly from your dashboard by clicking "Schedule Appointment" or visiting the Appointments section. Choose a time that works for you, and we'll send you a calendar invite with all the details.

Question 4

What file types can I upload?

Accepted Answer

We accept most common document formats including PDF, Word documents (.doc, .docx), Excel spreadsheets (.xls, .xlsx), images (PNG, JPG), and CSV files. For best results, we recommend uploading PDFs for statements and reports.

Question 5

Is there a file size limit for uploads?

Accepted Answer

Individual files can be up to 25MB each. If you have larger files, consider splitting them into smaller parts or compressing them before uploading. For very large document sets, please contact us to arrange a secure transfer.

Question 6

How are my documents organized?

Accepted Answer

Documents are automatically categorized by type (bank statements, tax forms, receipts, etc.) and organized chronologically. You can also add custom tags and notes to any document for easier searching later.

Question 7

Can I request specific documents from you?

Accepted Answer

Yes! Use the "Request Document" feature in your Documents section to request specific files from us. We'll be notified immediately and will upload the requested documents as soon as they're ready.

Question 8

What financial reports are available?

Accepted Answer

Your dashboard includes Profit & Loss statements, Balance Sheets, Cash Flow statements, and Transaction reports. Each report can be customized by date range and exported to PDF or Excel.

Question 9

How often are my reports updated?

Accepted Answer

Reports are updated automatically when new transactions are synced from your connected accounts. For manually entered data, reports reflect changes immediately after entry. We recommend reviewing your reports monthly.

Question 10

Can I compare reports across different periods?

Accepted Answer

Yes! Use the "Compare" feature in the Reports section to view side-by-side comparisons of any two periods. This is great for tracking growth, identifying trends, and preparing for tax season.

Question 11

How do I export my reports?

Accepted Answer

Every report has an "Export" button that lets you download in PDF or Excel format. You can also schedule automatic report exports to be sent to your email on a weekly or monthly basis.

Question 12

Are exported reports final financial statements?

Accepted Answer

Exports are point-in-time snapshots from the data currently available in the portal. They are useful for review, planning, and recordkeeping, but they do not become final reviewed statements until Tomas Financial has completed the applicable close, reconciliation, or review process.

Question 13

Why might a report change after I download it?

Accepted Answer

Reports can change when new transactions sync, documents are added, reconciliations are completed, or journal entries are posted. If you need a deadline-ready report, open a ticket or message us so the team can confirm the review status before you rely on it externally.

Question 14

How do I view my invoices?

Accepted Answer

All your invoices are available in the Billing section of your dashboard. You can view, download, and pay invoices directly from there. Past invoices are archived and always accessible.

Question 15

What payment methods do you accept?

Accepted Answer

We accept all major credit cards (Visa, Mastercard, American Express), ACH bank transfers, and can set up recurring automatic payments. Payment information is securely stored and encrypted.

Question 16

How do I update my payment method?

Accepted Answer

Go to Billing > Payment Methods in your dashboard. You can add new cards, remove old ones, and set your default payment method. Changes take effect immediately for future charges.

Question 17

What is your cancellation policy?

Accepted Answer

All plans are month-to-month with no long-term contracts. You can cancel anytime with 30 days' notice—your service continues through the end of the current billing period. If you have billing concerns, contact us directly and we'll work with you.

Question 18

How do I add a one-time service?

Accepted Answer

Open Settings, then Billing & Services. From there you can review available one-time services, request the service you need, and keep the request tied to your account history.

Question 19

How do I schedule an appointment?

Accepted Answer

Click "Schedule Appointment" on your dashboard or go to the Appointments section. Select your preferred meeting type, choose an available time slot, and confirm. You'll receive a calendar invite automatically.

Question 20

Can I reschedule or cancel an appointment?

Accepted Answer

Yes, you can reschedule or cancel appointments up to 24 hours before the scheduled time. Find your upcoming appointment and click "Reschedule" or "Cancel". For last-minute changes, please contact us directly.

Question 21

What happens during a typical consultation?

Accepted Answer

Consultations typically last 30-60 minutes. We'll review your financial situation, answer questions, discuss your goals, and outline next steps. Come prepared with any specific questions or documents you'd like to discuss.

Question 22

Are meetings conducted in person or virtually?

Accepted Answer

We offer both options! Virtual meetings are conducted via secure video call (link provided in your calendar invite). In-person meetings can be arranged at our office. Choose your preference when scheduling.

Question 23

How is my data protected?

Accepted Answer

We use bank-level encryption (256-bit SSL) for all data in transit and at rest. Our systems are hosted on secure, SOC 2 compliant infrastructure. We never share your data with third parties without your explicit consent.

Question 24

Who can access my financial information?

Accepted Answer

Only you and authorized team members at Tomas Financial can access your data. All access is logged and auditable. You control which team members have access through your Account Settings.

Question 25

How do I enable two-factor authentication?

Accepted Answer

Go to Settings > Security and enable Two-Factor Authentication (2FA). You can use an authenticator app or receive codes via SMS. We strongly recommend enabling 2FA for additional account protection.

Question 26

What should I do if I suspect unauthorized access?

Accepted Answer

Contact us immediately if you notice any suspicious activity. You can also change your password and review recent login activity in Settings > Security. We take all security concerns seriously.

Question 27

Does AI review my bookkeeping or tax data?

Accepted Answer

No. The portal is technology-forward, but financial, bookkeeping, and tax review work is handled by people. AI call handling is separate from your secure financial workspace and is not used to review or decide what happens with your financial records.

Question 28

How can I download my account data?

Accepted Answer

Go to Settings > Data & Privacy and choose the readable data export. The export is formatted for review and includes a raw data appendix for portability.

Question 29

How do I update my contact information?

Accepted Answer

Go to Settings > Profile to update your email, phone number, and other contact details. Changes are saved immediately and we'll use your updated information for all future communications.

Question 30

Can I change my email address?

Accepted Answer

Yes, you can change your email in Settings > Profile. You'll need to verify the new email address before it becomes active. Your login credentials will be updated automatically.

Question 31

How do I manage notification preferences?

Accepted Answer

Visit Settings > Communication to control which emails and notifications you receive. You can enable or disable marketing emails, product updates, and weekly summaries independently.

Question 32

How do I close my account?

Accepted Answer

We're sorry to see you go! To close your account, go to Settings > Data & Privacy. Please note that closing your account will delete all your data after a 30-day grace period. Contact us if you have any concerns first.

Question 33

How do I connect my QuickBooks account?

Accepted Answer

Go to Settings > Integrations and click "Connect QuickBooks". You'll be redirected to Intuit to authorize the connection. Once connected, QuickBooks data can be synced into the portal for reporting and review.

Question 34

What data does the QuickBooks integration access?

Accepted Answer

The integration can access financial reports, transactions, company information, and related accounting data needed for bookkeeping and reporting workflows. Any QuickBooks write-back workflow should be handled intentionally through the service process, not treated as automatic AI-driven changes.

Question 35

How do I disconnect QuickBooks?

Accepted Answer

Go to Settings > Integrations and click "Disconnect" next to QuickBooks. Your OAuth tokens are immediately revoked and all cached QuickBooks data is deleted from our systems. Your Tomas Financial account remains active.

Question 36

What other integrations are available?

Accepted Answer

Beyond QuickBooks, we provide integrations for document management, Stripe billing, and AI-powered call handling. Visit Settings > Integrations to see all available connections.

Question 37

What tax services do you provide?

Accepted Answer

We offer comprehensive tax services including tax preparation, quarterly estimated tax calculations, 1099 management, and year-end tax planning. The specific services depend on your subscription tier.

Question 38

How do I manage 1099 forms?

Accepted Answer

Go to Tax > 1099 Forms in your dashboard. You can add contractors, track payments, and generate 1099 forms at year-end. We'll remind you of filing deadlines and help ensure compliance.

Question 39

What are the important tax deadlines?

Accepted Answer

Key deadlines include: Q1 estimated taxes (April 15), Q2 (June 15), Q3 (September 15), Q4 (January 15), and annual filing (March 15 for S-Corps/partnerships, April 15 for sole proprietors). We track and remind you of all deadlines.

Question 40

Can you help with IRS notices?

Accepted Answer

Yes! If you receive an IRS notice, upload it to your Documents and contact us immediately. We'll review the notice, explain what it means, and help you respond appropriately. Most notices have strict deadlines.

Question 41

What is the tax organizer for?

Accepted Answer

The tax organizer collects the information we need before preparing or reviewing your return workflow. It is not tax software by itself. It helps make sure documents, business details, credits, deductions, and filing context are gathered in one place before the team reviews them.

Question 42

Why are tax documents separate from regular documents?

Accepted Answer

The main Documents area is your full file library. Tax Documents highlights files that matter specifically for tax season so you can review tax inputs without digging through every business file.

Question 43

Who updates my filing status?

Accepted Answer

Filing status is updated by the Tomas Financial team as your return moves through intake, review, preparation, client approval, filing, and completion. If something looks stale or urgent, open a support ticket from the Help tab.

Question 44

How do I categorize expenses?

Accepted Answer

Go to Bookkeeping > Expenses to view and categorize transactions. We auto-suggest categories based on vendor names and past transactions. You can also set up rules to automatically categorize recurring expenses.

Question 45

What is bank reconciliation?

Accepted Answer

Bank reconciliation ensures your records match your bank statements. Go to Bookkeeping > Reconciliation, select your account, and match transactions. We highlight discrepancies so you can investigate and resolve them.

Question 46

How often should I reconcile my accounts?

Accepted Answer

We recommend reconciling monthly at minimum, ideally within the first week after your bank statement closes. Regular reconciliation helps catch errors early and keeps your financial data accurate.

Question 47

Can I customize my chart of accounts?

Accepted Answer

Yes! Go to Bookkeeping > Chart of Accounts to view and modify your account structure. You can add new accounts, rename existing ones, and organize them into categories that make sense for your business.

Question 48

What does "Needs you" mean in the monthly close?

Accepted Answer

"Needs you" means the close is waiting on client action, usually a missing document, clarification, approval, or transaction detail. Open the related section or ticket so the team can complete the close without guessing.

Question 49

When are my books considered current?

Accepted Answer

Books are current when the monthly close has been completed through the stated period and any required reconciliations or review items are resolved. The bookkeeping overview shows the current-through period and close status.

Question 50

How is Tomas Financial different from just using QuickBooks?

Accepted Answer

QuickBooks is great software, but it still requires you to categorize transactions, reconcile accounts, and interpret reports. We handle all of that for you—plus tax strategy, financial reporting, and proactive advice. You get the benefits of QuickBooks without spending your evenings doing bookkeeping.

Question 51

My business is small—am I too small to need a bookkeeper?

Accepted Answer

Most service businesses benefit from clean books earlier than they expect. The question is usually not size alone, but whether you need clearer reporting, cleaner tax records, better cash-flow visibility, or fewer owner hours spent sorting financial admin.

Question 52

Why should I pay $349+/month when there are $30/month apps?

Accepted Answer

Low-cost apps can be useful, but they are usually tools you still have to operate. Tomas Financial combines the portal with human bookkeeping, tax, reporting, and support workflows so you are paying for service delivery, not just software access.

Question 53

My books are a mess—can you still help?

Accepted Answer

Absolutely. Messy books are the number one reason people come to us. We offer catch-up bookkeeping to get your records current, then keep them clean going forward. No judgment—just a clear path from where you are to where you need to be.

Question 54

What makes you different from other bookkeepers in Colorado?

Accepted Answer

Three things: fixed pricing (no surprise bills), a real-time client portal (not monthly email PDFs), and technology-forward workflows that save you time. We combine hands-on expertise with modern automation so you get accuracy and speed without the traditional firm markup.

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