How TMA Determines Monthly Pricing for Accounting, Tax, and Payroll Services

Let’s face it—when it comes to accounting, taxes, and payroll services, most small business owners are flying blind when trying to budget. Pricing from traditional-style accountants can feel like a moving target, with unexpected charges appearing long after the work is completed. At TMA, we believe that owning and operating a successful small business shouldn’t be this complex—or this uncertain.

That’s why we’ve built our pricing approach around one key principle: clarity. 

As your accounting guide, we want you to know exactly what you’re paying for, why it costs what it does, and how it helps your business succeed. This article will break down how we determine pricing for our monthly accounting, tax, and payroll services so you can feel confident, informed, and in control.

Whether you're just getting started or reevaluating your current accounting support, you deserve transparency—and that's what TMA is here to deliver.

Here’s a look at what influences pricing and what we need to provide you with an accurate quote.

Why We Use Fixed Monthly Pricing Instead of Hourly Rates

Let’s start with our pricing philosophy: We don’t bill by the hour.

Hourly billing—common in traditional CPA firms—is unpredictable, hard to manage, and doesn’t reflect the real value of the work provided. It also doesn’t reward working more efficiently through better processes and technology.

Instead, TMA offers a fixed monthly fee that includes the services you need most:

• Bookkeeping and basic monthly financial statements (yes, you do need this)
• Business tax preparation (billed in monthly installments so you can easily budget)
• Payroll processing and compliance (if applicable)

Our goal is to offer pricing that is transparent, predictable, and fair, allowing you to budget with confidence and avoid unexpected costs.

Three Primary Factors That Affect Your Monthly Price

We don’t believe in one-size-fits-all pricing, because no two small businesses are exactly alike. That’s why our monthly pricing is thoughtfully tailored based on a combination of key factors that reflect the real needs and realities of your business. 

Specifically, we examine factors such as the volume of transactions processed through your accounts each month, the complexity of your financial reporting needs, and the level of service and support you require to maintain compliance and confidence.

By customizing our fees this way, each client pays a fair price that aligns with the value they receive—no surprises, no guesswork.

1. Scope of Services Included

Are you looking for basic monthly bookkeeping, or are you hoping to offload the full financial workload with tax preparation, payroll, sales tax, and property tax filings too? The level of support your business needs directly impacts your monthly fee.

At TMA, we offer flexible service packages that can scale with your business. Some clients simply need the essentials to keep their books organized and up-to-date. Others prefer a comprehensive solution that includes everything from payroll processing to business income tax filings and ongoing compliance support.

Why It Matters:

Bundling services tends to be more efficient (and often more cost-effective) than managing them separately, but it still requires greater coordination and expertise on our end. 

2. Financial Statement Complexity

Not all businesses are built the same, and neither are their books. Some companies operate with relatively simple financials: a handful of revenue sources, routine expenses, and maybe a few fixed assets. 

Others juggle inventory, job costing, intercompany transactions, multiple entities, or operate across several locations. These added layers of financial activity require a deeper level of analysis and reporting.

We use a Complexity Rating Chart to assess your accounting structure. The more components your financial reporting includes, the more complexity points your business accumulates.

Why It Matters:

More complex financials take more time, skill, and attention to handle correctly. Creating up-to-date reports, reconciling accounts, and staying on top of tax rules all require extra work when your accounting has more moving parts. That’s why complexity affects your monthly price; it reflects the added effort needed to support your business effectively.

3. Transaction Volume

Transaction volume refers to the number of financial activities your business processes in a typical month, things like payments to vendors, payroll runs, credit card charges, bank deposits, and other disbursements. This gives us a sense of how much activity flows through your books on a regular basis.

To estimate your monthly volume, we typically review recent bank and credit card statements or examine your QuickBooks data. Having 3-6 months of history helps us make a more accurate and fair assessment.

Why It Matters:

The more transactions your business processes, the more work is required to keep your books clean and up-to-date. More entries mean more items to categorize, reconcile, and review each month, which directly affects the time and resources needed to manage your accounting.

How We Determine Payroll Pricing

At TMA, we believe payroll should be simple, predictable, and tailored to your team, not a mystery wrapped in fine print. That’s why our payroll pricing is built on a clear, structured model that reflects the real needs of your business. 

Whether you're paying a crew of five or fifty, we scale our services to match your headcount, pay schedule, and the level of support you need.

Here’s a breakdown of the key factors we use to determine your monthly payroll pricing:

1. Number of Employees – Pricing scales by headcount, using a per-pay-period model
2. Pay Frequency – Weekly, bi-weekly, semi-monthly, or monthly runs
3. Service Tier – Core, Core+, and Pro options based on payroll and HR support level
4. Setup Fees – One-time implementation fee based on team size and frequency
5. Optional Add-Ons – HR support, onboarding tools, ACA reporting, and more

Other Variables That Can Influence Price

• Backwork – Catch-up bookkeeping for prior months is billed separately. Discounts are available for responsive clients.
• Implementation – All new clients pay a one-time onboarding fee.
• Client Participation – Timely, organized clients help us keep costs low. Disorganization adds time and cost.

How Year-End Services Are Billed

For clients who rely on TMA for monthly accounting, we also handle your year-end business tax preparation. But instead of hitting you with a large one-time bill during tax season, we spread the cost evenly across the entire year. That means one predictable, all-in monthly fee—with no surprises, no scrambling, and no sticker shock in the spring.

This approach not only helps with cash flow planning, but also means your year-end services are fully built into your monthly cost with TMA, so everything’s covered without any last-minute surprises.

Information We Need to Provide a Quote

To provide you with an accurate and tailored quote, we require some background information on your business and financial activities. Don’t worry—it’s nothing too heavy, and we’re happy to walk you through it. 

Here’s what we typically ask for:

1. Recent Financial Data – 3–6 months of bank and credit card statements, plus QuickBooks access
2. Business Overview – Industry, employee count, legal structure
3. Service Preferences – Need for payroll, 1099s, PPT filings, 1040 prep, etc.

What Our Pricing Usually Looks Like

We know one of the first questions every business owner has is: “How much is this going to cost me?” While every business is different, we can give you a general idea of what to expect. Most clients fall within a pretty consistent range.

TMA’s monthly pricing typically ranges from $300 to $3,000, with the majority of clients landing between $750 and $1,500.

Here’s what that usually includes:

• Bookkeeping and monthly financial statements
• Business income tax return prep
• Monthly state sales tax filings (if applicable)
• Payroll processing and related tax compliance
• Strategic support from our team

Want a personalized estimate? Try our pricing estimator to get a quick quote based on your business.

Pricing That Grows with You

We’re not the cheapest, but we’re often the best long-term value.

Our pricing reflects our commitment to:

• Keeping you compliant
• Giving you clarity
• Freeing up your time

At TMA, we understand that small business owners need more than just a bookkeeper or a tax preparer—they need a trusted guide who helps them stay compliant, save time, and make smarter decisions. Our pricing reflects the level of care, clarity, and consistency we bring to every client relationship.

With TMA, you’re not paying for hours—you’re investing in a system that works, scales, and grows with your business.

Ready for a Quote?

If you’re tired of guesswork and ready for clarity, we’re here to help. At TMA, we believe pricing should be transparent and tailored to your business, not based on billable hours or generic packages.

When you reach out, we’ll take the time to understand your goals, review your current setup, and walk you through exactly what your service package would look like with us. No vague promises. No surprise fees. Just real numbers you can count on.

Let us do the math—so you can get back to running your business with confidence. Schedule a call today to take the first step!