How This eCommerce Brand Beat Accounting Stress With a VA

What began as tangled books, unresolved balances, and vendor payment struggles turned into a finance function that now closes faster, reconciles cleaner, and runs on autopilot. This is the story of how an eCommerce company transformed its accounting operations with the help of a process-driven eCommerce virtual assistant from Wishup, who brought order, clarity, and scale to the numbers.

When Daniel House Club approached Wishup, their financial systems were tangled in inefficiencies. Three major areas were causing roadblocks:

1. Suspense/Hold Liability Account

All unresolved claims were lumped into this account, but no reconciliation process existed. Old balances stayed open indefinitely, making it impossible to track financial accuracy or clear out settled claims.

2. Customer Deposits

With frequent order changes, the Customer Deposits account had months of unresolved balances. They had no established process for monthly reconciliation, leading to mismatched numbers in the balance sheet.

3. Vendor Bill Payments (A/P)

For 3–4 key vendors, matching invoices with payments was chaotic. Auto-charging credit cards added to the confusion. They needed help cleaning this up and creating a sustainable, clean process.

Beyond just solving these issues, the client needed a long-term accounting partner who could bring consistency, structure, and clarity to their financial operations.

To tackle these challenges head-on, Daniel House Club brought on board a Wishup eCommerce virtual assistant, Dhanyesh Naik, to rebuild their accounting foundation with structure and consistency.

Step 1: Understand the Current System

The first thing we did? We listened. Our accountant spent time understanding the existing accounting process and mapped out the full workflow. Detailed documentation helped pinpoint where things were breaking down.

Step 2: Identify Gaps & Design Solutions

After analyzing pain points, we created a plan of action—tailored to each challenge area. This included workflow redesigns, reconciliation techniques, and policy changes.

Step 3: Implement, Align, and Optimize

Once the client was aligned with our recommendations, our VA implemented them step by step—solving the backlog, cleaning up the books, and putting preventive processes in place.

Once Dhanyesh stepped in, the first priority was to untangle the three major accounting challenges. Each issue was tackled systematically, with a mix of cleanup, process redesign, and preventive measures to ensure long-term stability.

1. Suspense/Hold Liability Account

This account had become a dumping ground for all unresolved claims, with no reconciliation process in place. Old balances stayed open indefinitely, making it impossible to track financial accuracy or clear out settled claims.

How it was fixed:

• Conducted a full review of historical balances by going back through the General Ledger.
• Created a separate account for RMA claims and structured it based on the nature of each ticket, so claims were no longer mixed together.
• Cleared old balances and ensured only pending query items remain in suspense, reviewed monthly.
• Put in place a monthly reconciliation schedule, ensuring the account is always current and accurate.

👉 Current Status: The Suspense/Hold Liability Account is now reconciled every month with a proper system in place.

2. Customer Deposits

Frequent order changes had left this account in disarray, with months of unresolved balances and unmatched items. The absence of a reconciliation process meant the balance sheet often showed inaccurate numbers.

How it was fixed:

• Designed a customer deposit reconciliation process tied directly to sales order status.
• Investigated mismatches, such as closed orders that still had leftover balances.
• Cleared out open, unmatched items to restore balance sheet accuracy.

👉 Current Status: The Customer Deposits account is now fully reconciled with the balance sheet GLs, giving the client a clear picture of deposits at any time.

3. Vendor Bill Payments (Accounts Payable)

Matching invoices with payments for 3–4 key vendors had become chaotic. Auto-charging credit cards only added to the confusion, creating discrepancies and a lack of visibility into vendor payments.

How it was fixed:

• Switched vendor payments from auto-credit to ACH, giving the team more control and transparency.
• Introduced a weekly matching routine to align invoices and payments, keeping vendor accounts clean and accurate.
• Reconciled vendor records thoroughly to resolve legacy mismatches and prevent future discrepancies.

👉 Current Status: Weekly reconciliation is now in place for all major vendors, ensuring vendor payments are consistently tracked and error-free.

The partnership didn’t end with fixing the basics. Our VA became a core part of the client’s financial engine. Here's what changed over time:

Process Optimization & Time Savings

• Accelerated monthly book closure: Reduced from the 10th business day to the 6th.
• Designer commission processing streamlined: Reduced weekly processing time from 2–2.5 hours to 45 minutes–1 hour by simplifying calculations and automating cost matching with revenue.

Account Reconciliation Improvements

• Suspense account cleanup: Cleared $44,093 in unidentified transactions.
• RMA accounting structured: Monthly reconciliations based on case nature.
• Vendor reconciliation resolved: A $11,154 discrepancy with a major supplier was cleared.
• Customer deposit cleanup: Cleared $16,125 in open balances on closed orders.
• Monthly reconciliation practices implemented: Now consistently reconciling Unearned Revenue, Vendor Deposits, and RMA Claims ledgers.

Revenue Assurance & Loss Prevention

• Unpaid membership misuse identified: Found 19 clients receiving paid benefits without payment; implemented a new weekly audit process.
• High-risk carriers flagged and removed: Identified 5 carriers with high damage rates and blocked them; introduced shipment insurance for high-value goods.

"You are really an exemplary member of DHC. You work at an extremely high capacity, and I am incredibly grateful for your hard work. I am very excited to build more of a team around you."

- Caleb Iorg, COO/CFO, Daniel House Club

"I focused on understanding the root causes of the discrepancies and implemented clear processes to resolve them. My goal was to bring structure and consistency to the accounting system, so the team could trust the data and operate more efficiently."

— Dhanyesh Naik, Wishup Virtual Assistant

Daniel House Club didn't just need an accountant—they needed a strategic partner who could clean up the mess, build strong systems, and scale with them. Our VA delivered on all fronts, and today, the client runs a tight, reconciled, and future-ready accounting operation.

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