CASE STUDY
Posterjack
From Manual Bookkeeping and Late Month-Ends to a Fully Digital Close by the 10th
- E-Commerce (Shopify)
- Print-on-Demand
- Multi-Province Tax
The Impact
About the Client
Posterjack is a Canadian print-on-demand company selling custom photo products through Shopify. Customers upload their photos and have them printed on posters, canvas prints, metal prints, and framed options, then shipped directly to their door. It is a high-volume, operationally complex business with orders coming in constantly and a large team behind the fulfilment.
Posterjack sells across Canada, which means dealing with GST, PST, and QST depending on the customer’s province. Transaction volumes are significant. The business has the kind of scale where manual bookkeeping processes stop working long before anyone realizes they need to change
The Situation
When Posterjack came to Transcounts, their bookkeeping was still running largely on manual processes. Receipts were paper-based. Month-end reporting was consistently late. The team was spending real time each month chasing documents and trying to get the books closed, time that could have been spent on the business itself.
Tax filing was getting done, but not without stress. GST, PST, and QST each had their own deadlines and requirements, and staying on top of all three without a proper system in place meant last-minute scrambles were the norm. Year-end was the same story: disorganized, time-consuming, and harder than it needed to be.
The Core Problem
The accounting process had not been built to handle the volume and complexity of the business Posterjack had become. Paper receipts, no consistent close date, manual bill payments, and multi-province tax obligations all piling up with no system to manage them.
Challenges
Posterjack’s issues were not unusual for a growing e-commerce business with high transaction volume. The problems had just been allowed to accumulate
- Transaction volumes were high and growing, but the bookkeeping process was still largely manual. Keeping up month to month was a constant struggle.
- Receipts and supporting documents were paper-based and disorganized. Tracking them down at month-end and year-end took significant time.
- Bill payments were handled manually, creating delays and a higher risk of errors
- Month-end reporting was consistently late. The team had no reliable close date, which made it hard to review the numbers and plan ahead.
- GST, PST, and QST filings were getting done, but not without a last-minute scramble each time.
- Year-end was a significant undertaking, with payroll records and supporting documents spread across different places
The Transcounts Approach
Transcounts came in and rebuilt the accounting function around tools and processes that could actually keep up with Posterjack’ s volume. The work covered three areas:
1. Digitizing the Paper Trail
- Implemented DEXT to capture and manage receipts and documents digitally, replacing a paper-based process that was not scaling.
- Set up Plooto to automate bill payments and accounts payable, reducing manual processing time and payment errors.
- Standardized the monthly document submission process so nothing arrived late or incomplete.
2. Getting Month-End Under Control
- Rebuilt the monthly bookkeeping workflow from the ground up, setting a consistent close target of the 10th of each month.
- Cleaned up the chart of accounts and reconciliation process so month-end reports were reliable and review-ready.
- Gave the team a clear, predictable cadence: documents in by Day 5, close delivered by Day 10.
3. Handling Tax and Payroll
- Took over GST, PST, and QST filing, putting each return on a calendar and filing on time every period.
- Provided ongoing payroll support at no additional charge, handling questions and adjustments as they came up.
- Organized year-end payroll records and supporting documents so the process was predictable and clean.
The Results
The bookkeeping is no longer a source of stress for the Posterjack team. The close date is consistent, the records are clean, and the tax obligations are handled without the usual pressure. The team can focus on the business.
- Month-end reports are done by the 10th of every month, without exception.
- All receipts and documents are fully digital. Nothing gets lost chasing paper.
- Bills are paid faster and with fewer errors through Plooto.
- GST, PST, and QST are filed on time, every period. No more last-minute rushes.
- Payroll questions are handled on demand with no additional charge
- Year-end is organized and predictable. It is no longer the event it used to be.
Services Provided
- Bookkeeping
- Plooto (AP Automation)
- Payroll Support
- QST Filing
- Year-End Support
- DEXT Setup & Receipt Management
- GST/HST & PST Filing
Still chasing paperwork at month-end?
Transcounts sets up the systems, handles the filings, and closes your books by the 15th every month. No more last-minute scrambles.