For Firms

A Real-World Bookkeeping Simulation for Training Junior Bookkeepers

Hiring and training junior bookkeepers can be challenging. There is often a gap between bookkeeping courses and real client files, particularly in today’s bank-feed centric cloud accounting environment.

This simulation was created to help bridge that gap.

Participants work through a realistic set of bookkeeping documents and transactions while supervisors gain visibility into how they approach real bookkeeping decisions.

It’s primarily training with diagnostic visibility.

The simulation also reflects how bookkeeping is evolving in the bank-feed era, where automation tools are powerful but professional judgment still matters.

A Realistic Bookkeeping Environment

The simulation follows the first several months of operations for a small sole proprietor business in Ontario, beginning in mid-March and running through early July. The materials include realistic source documents (some intentionally missing, or submitted twice) and the bank and credit card feeds along with the corresponding statements.

Participants receive a full set of realistic materials including:

source documents
bank and credit card feeds
vendor bills and receipts
payment processor deposits
payroll entries
financing documents
asset purchases

The transaction volume begins intentionally light and layers in complexity as the months progress.
Participants encounter situations such as:

personal vehicle expenses
business owners submitting non-claimable receipts (chiropractic visits, home utilities, etc.)
meals expense
combined deposits and payment processor activity
bank-feed anomalies (“bank feed hallucinations”)
vendor double charges
client deposits for projects
equipment purchases and financing
clearing accounts for POS transactions

These are the kinds of situations that regularly appear in real bookkeeping files, but are difficult to replicate in traditional training environments.

Building Accrual Understanding in a Bank-Feed World

Many modern bookkeeping workflows begin with the bank feed.

In this simulation, the first bank reconciliation is completed without using the bank feed.

Participants begin by working directly from source documents and transaction records. The bank feed is introduced later as a tool at the end of the cycle, rather than the starting point.

This helps learners understand what the bank feed is actually doing so they can use it effectively and troubleshoot issues when they arise.

Layered Complexity

The Simulation is designed intentionally with an ‘on ramp,’ layering on more complex concepts as the months progress. It begins in the last week of March, with only a handful of transactions, and the first bank reconciliation is done WITHOUT the bank feed. Accrual concepts are taught, and the bank feed is shown to be at the end of the cycle as a tool, not a driving force. This allows learners to understand more clearly what the bank feed is doing, so they can use it more proficiently as a tool when we layer it in.

Each month adds complexity. May adds Payroll. June has a vehicle purchase and financing. We also begin to use and reconcile clearing accounts for payment processing devices. (Specifically Square and Moneris). As the simulation progresses, participants experience more complex real life scenarios to troubleshoot and solve; Clients put down deposits on their garden installations. Cheques Bounce. Contra Payments are introduced. These concepts are not taught "how to do" before the participant sees them, but reviewed together after the participant works through them on their own first, to support new learners in applying previously learned concepts to novel scenarios.

By layering complexity gradually, learners develop bookkeeping judgment rather than simply memorizing procedures.

Observing Real Bookkeeping Decisions

While participants complete the simulation, supervisors can observe how they approach real bookkeeping decisions.

For example, supervisors can see how participants handle decisions such as:

recording a $10,000 greenhouse repair as Repairs & Maintenance or Leasehold Improvements
identifying that the final month’s rent from a “first and last” payment belongs in prepaid expenses
interpreting combined deposits from payment processors
recognizing duplicate vendor charges
working through incomplete or unclear documentation

The simulation surfaces the kinds of decisions junior bookkeepers encounter when working with real client files. The aim is not to produce "Gotcha" moments, but to produce "Aha" moments. The goal is for participants to experience these moments in a simulation so that when they encounter similar situations in real client files, they have greater confidence in recognizing when to pause and ask supervisors for clarification.

How the Simulation Is Delivered

The simulation is designed to be completed over approximately one to two weeks.

The first day, we have a kickoff Zoom meeting explaining the simulation and setting up the bookkeeping file (including items such as the 50% meals HST tax item).

Then, the cadence follows a simple daily cycle:

Independent Work: Participants work independently through an assigned section of bookkeeping documents.
Work Review: Before the next daily zoom session, I review the work and identify common error points or discussion topics.
Daily Zoom Call: During the meeting, participants explain what questions they encountered and we review observations together. Participants are then assigned the next section of the simulation to work through before the following session.

The simulation works well with one trainee or multiple trainees, and group discussion often helps participants learn from each other’s questions and approaches.

Judgment, Efficiencies, and Firm SOPs

The simulation teaches fully immersed, source-document-based accrual bookkeeping.

At the same time, we also discuss the realities of modern bookkeeping workflows.

Many firms rely on bank feeds, automation tools, and document capture systems to work efficiently. These approaches can be very effective when used appropriately.

My own approach is detailed, and I recognize that this level of detail is not always the most cost-effective workflow for every situation.
However, I believe that fully understanding the full-cycle, source-document approach to accrual bookkeeping informs us on what shortcuts we can and can’t take, and why or why not. I believe the goal of bookkeeping is to represent reality as closely as possible, and as efficiently and accurately as possible.

During the simulation we talk about:

professional judgment
degrees of certainty
materiality
efficient workflows

Before beginning the simulation, I connect with the firm to understand any internal SOPs or standardized approaches, particularly around areas such as mixed-use expenses or consistent treatment of certain transactions.

The goal is to help participants understand not only how bookkeeping works, but also how different firms may approach the same situation.

Software

The simulation is primarily run using QuickBooks Online, though the scenarios themselves are software-agnostic. The final week of the simulation we introduce Dext. I can also provide coaching with similar cloud apps such as Xero or Hubdoc.

Pricing

The simulation materials (source documents and bank feeds) are provided as a one-time license.

Instruction, revierw, and feedback are billed hourly.

Firms may also purchase a Documents-Only License, though the full benefits of the simulation are designed to be realized through the discussion, feedback, and coaching that accompany the training.

For more information, please contact: naomi@naomiwilkins.ca

The Grand Gate Gardens Bookkeeping Simulation for Firms