DCAA COMPLIANT OUTSOURCED ACCOUNTING SERVICES

SETTING UP A DCAA COMPLIANT ACCOUNTING SYSTEM

Establishing a properly structured accounting system is the foundation of maintaining compliance with the Federal Acquisition Regulation (FAR) and the audit standards enforced by the Defense Contract Audit Agency (DCAA).

Our team begins by implementing a compliant accounting system in your choice of QuickBooks Online or Enterprise (securely hosted in the cloud). Each system is configured to properly segregate direct and indirect costs, support compliant timekeeping and labor distribution, and generate the financial reports required for government billing and audit readiness.

Implementation timelines typically range from one to five weeks, and the cost generally falls between $2,000 and $5,000+, depending on factors such as:

• The current condition of your books
• The number and complexity of active contracts or grants
• Whether historical data must be reconstructed or backfilled
• The level of cleanup or restructuring required

Unlike many firms in the government contract accounting industry, ReliAscent® does not rely on artificially low “starting at” pricing paired with large flat-fee implementations or mandatory year-end minimums for closing books and preparing an Incurred Cost Submission (ICS). Instead, our services are billed hourly and only as needed — ensuring you pay strictly for the work performed and the value delivered.

For a deeper understanding of system structure, and implementation/conversion, visit our DCAA Compliant Accounting Systems page. We also offer a complimentary, high-level DCAA compliance review of your existing accounting system to identify potential gaps before they become audit findings. Contact us today to schedule a review.

MONTH-END CLOSE & COMPLIANCE SUPPORT (YOU DO YOUR OWN BOOKKEEPING)*

For established government contractors with an experienced in-house accounting staff, ReliAscent® offers a structured oversight and compliance support model designed to elevate internal operations to full DCAA and FAR compliance standards.

Under this model, your internal accountant(s) continue to perform day-to-day bookkeeping functions. This may include payroll processing, commercial invoicing, billing for Fixed Price and Time & Materials contracts, and other routine transactional activities. Our team works alongside your staff to review accounting activity, identify and correct structural or posting errors, and ensure the data going into the system is accurate so that our accounting teams can perform the more complex tasks:

• Monthly close
• Month-end meeting and strategy session with Account Executive (CFO and Contract Management Support)
• Indirect Rates calculations and management
• Job cost reporting
• All required financial reporting for compliance
• Completes and submits the annual Incurred Cost Proposal (ICE Submission), as required
• Provides DCAA audit support (as-needed)

*This service model is available only to companies with a qualified, experienced accountant on staff. It is not designed for startups or business owners that are trying to perform their own accounting, nor is it available to companies that rely on part-time bookkeepers or outsourced third party accounting firms.

In those cases, full outsourced accounting is typically more efficient, more cost-effective, and significantly reduces compliance risk. After all, your time is better spent on business development, contract performance, and strategic growth — not managing the day to day accounting.

WHAT DOES OUTSOURCED COMPLIANT ACCOUNTING REALLY COST (NOT "STARTING AT" PRICES)?

The price a small business pays will vary based on the scope of work and the number of contracts & grants.  In general, most start-ups with only a single Ph II SBIR/STTR grant (or comparable grant/contract), may only pay as little as $1,500 - $1,700/month. Those that have a Ph II contract (or comparable Cost Type contract) from DoD however, will typically spend a minimum of $2,000/month, though it can be as low as $1,700 - $1,800.

However, most companies don't have just a single contract or grant.  So, what does it typically cost if your small business has several contracts and/or grants at any given time?  While most clients will pay between $2,000 - $3,500/month for complete outsourced accounting (depending on the scope of work, number of contracts, employees, etc.), businesses with a larger number of contracts and annual revenue (say, $7-10M or more in revenue and much more extensive accounting needs), will typically spend at least $5,000/month for accounting (and those that choose to use the Account Executive extensively for proposal support, and fractional CFO and/or Contract Management services, may pay as much as $7,500 - $10,000/month). It depends on your needs and how much additional support you prefer (beyond the standard accounting and Account Executive guidance). Contact ReliAscent^® for more accurate pricing and a formal proposal based on your company's needs.