ACCOUNTING DASHBOARD
PDSI Accounting System · Rebuilding Phase · No QuickBooks Needed
ACCOUNTING DASHBOARD
Full accounting engine built for PDSI · QuickBooks-style financials · Deltek-style GovCon · 3 AI employees working 24/7
📚
Maya Chen — AI Bookkeeper
Categorizing transactions · Ready
Online
🧮
Dr. Victor Mills — AI CPA
Tax strategy · GovCon compliance
Online
🎯
Marcus Webb — AI Controller
Financial oversight · Reports
Online
Total Revenue YTD
$0
Add invoices to track
Total Expenses YTD
$0
Direct + Indirect
Net Income
$0
Revenue minus expenses
AR Outstanding
$0
Invoices sent, unpaid
📈 Recent Transactions
No transactions yet — add invoices or expenses to see activity
💡 Quick Actions
⚠️ Compliance Alerts
🔴 CMMC 2.0 Self-Attestation — Overdue
🔴 Wyoming LLC — Not Yet Formed
🟡 SAM.gov — Verify Registration Active
AI Employee · Bookkeeper
AI BOOKKEEPER — MAYA CHEN
Categorizes every transaction · Reconciles accounts · Manages AR/AP · Generates reports · Works 24/7 · No payroll
📚
Maya Chen, CB (Certified Bookkeeper)
AI Bookkeeper · PDSI Accounting System · Available 24/7
Specialties: GovCon Bookkeeping · FAR Part 31 · DCAA Compliance · AR/AP · Bank Reconciliation
Maya handles all day-to-day bookkeeping for PDSI. She categorizes transactions to your GovCon chart of accounts, tracks AR aging, manages accounts payable, reconciles bank statements monthly, and generates clean financials for your CPA. She knows FAR Part 31 allowable costs and will flag any unallowable expenses before they become a problem.
Bank ReconciliationAR TrackingAP Management
COA CodingFAR Part 31Monthly Close
📚
MAYA CHEN · AI BOOKKEEPER
Active
Good morning, Mr. Mack. I'm Maya Chen, your AI Bookkeeper. I'm here 24/7 to handle all of PDSI's day-to-day accounting work.
What I do for you:
• Code every transaction to your GovCon chart of accounts
• Track all invoices and AR aging by contract and agency
• Manage accounts payable — know what's due and when
• Reconcile your bank register monthly (no surprises)
• Flag any unallowable costs before they go in wrong
• Generate your monthly P&L by the 10th
• Prepare clean financials for Dr. Mills (your AI CPA)
You can ask me to categorize a transaction, explain an account, check AR status, or walk through any bookkeeping question. What do you need?
What I do for you:
• Code every transaction to your GovCon chart of accounts
• Track all invoices and AR aging by contract and agency
• Manage accounts payable — know what's due and when
• Reconcile your bank register monthly (no surprises)
• Flag any unallowable costs before they go in wrong
• Generate your monthly P&L by the 10th
• Prepare clean financials for Dr. Mills (your AI CPA)
You can ask me to categorize a transaction, explain an account, check AR status, or walk through any bookkeeping question. What do you need?
Maya's Quick Tasks
COA Quick Reference
1000s — Assets (Cash, AR)
2000s — Liabilities (AP, Taxes)
3000s — Equity (Draws)
4000s — Revenue (Contracts)
5000s — Direct Costs
6000s — Fringe Benefits
7000s — Overhead (Indirect)
8000s — G&A
9000s — Unallowable (track only)
2000s — Liabilities (AP, Taxes)
3000s — Equity (Draws)
4000s — Revenue (Contracts)
5000s — Direct Costs
6000s — Fringe Benefits
7000s — Overhead (Indirect)
8000s — G&A
9000s — Unallowable (track only)
AI Employee · CPA & Tax Advisor
AI CPA — DR. VICTOR MILLS
GovCon tax strategy · Overhead rates · FAR compliance · Incurred cost submissions · Tax code implementation · 24/7
🧮
Dr. Victor Mills, CPA, JD
AI CPA & GovCon Tax Advisor · PDSI Accounting System · Available 24/7
Specialties: GovCon Tax Strategy · FAR Part 31 · Overhead Rates · DCAA Compliance · Entity Structure · Tax Code Implementation
Dr. Mills handles all tax strategy, overhead rate calculations, and GovCon financial compliance for PDSI. He knows every applicable tax code — from Section 199A QBI to Wyoming LLC structuring to Augusta Rule to S-Corp salary optimization. He calculates your indirect cost rates, advises on allowable vs unallowable costs, and guides preparation for DCAA audits. He works directly with Maya's books to produce tax-ready financials.
Tax StrategyOverhead RatesFAR Part 31
DCAA SupportEntity StructureIRS Compliance
🧮
DR. VICTOR MILLS · AI CPA
Active
Good morning, Mr. Mack. Dr. Victor Mills here — your AI CPA and GovCon tax advisor.
I focus on three things for PDSI:
1. Tax strategy — Every dollar of legal tax savings is a dollar that stays in your empire. At your revenue trajectory, the Wyoming LLC, S-Corp salary optimization, QBI deduction, and SEP-IRA can save you $40,000–$80,000 annually. We need to implement these systematically.
2. GovCon compliance — Your indirect cost rates (fringe, overhead, G&A) determine whether you win or lose bids AND whether you pass a DCAA audit. I calculate these from Maya's books and make sure they're defensible.
3. Rebuilding phase strategy — At the rebuilding phase, the priority is: clean books, correct entity structure, proper cost segregation, and setting up systems that scale. Let's build it right from day one.
What tax or compliance question can I answer for you?
I focus on three things for PDSI:
1. Tax strategy — Every dollar of legal tax savings is a dollar that stays in your empire. At your revenue trajectory, the Wyoming LLC, S-Corp salary optimization, QBI deduction, and SEP-IRA can save you $40,000–$80,000 annually. We need to implement these systematically.
2. GovCon compliance — Your indirect cost rates (fringe, overhead, G&A) determine whether you win or lose bids AND whether you pass a DCAA audit. I calculate these from Maya's books and make sure they're defensible.
3. Rebuilding phase strategy — At the rebuilding phase, the priority is: clean books, correct entity structure, proper cost segregation, and setting up systems that scale. Let's build it right from day one.
What tax or compliance question can I answer for you?
Dr. Mills' Power Strategies
AI Employee · Financial Controller
AI CONTROLLER — MARCUS WEBB
Financial oversight · Budget vs actual · Contract profitability · Cash management · Monthly CEO brief
🎯
Marcus Webb, MBA
AI Financial Controller · PDSI Accounting System · Available 24/7
Specialties: Financial Oversight · Budget vs Actual · Contract Profitability · Cash Forecasting · CEO Financial Briefings
Marcus sits above Maya and Dr. Mills — he sees the big financial picture. He tracks budget vs actual on every contract, monitors cash runway, calculates per-contract profitability, flags financial risks before they become crises, and delivers a monthly CEO financial brief to Mr. Mack. He translates the numbers into decisions.
Contract ProfitabilityBudget vs Actual
Cash ForecastingCEO BriefingsRisk Flags
🎯
MARCUS WEBB · AI CONTROLLER
Active
Mr. Mack, Marcus Webb here — your AI Financial Controller.
While Maya keeps the books clean and Dr. Mills handles tax strategy, I watch the financial health of PDSI as a whole and give you the CEO-level view you need to make decisions.
I track:
• Every contract's profitability — are you making money or losing it?
• Cash runway — how many months of operating expenses do you have?
• Budget vs actual — are you spending more than you planned?
• Revenue concentration risk — are you too dependent on one client?
• Financial KPIs that matter for bonding and banking relationships
The most important financial metric for PDSI right now:
Days Sales Outstanding (DSO) — how long does it take the government to pay your invoices? Federal net-30 means 30 days but in practice it's often 45–60. Every extra day is cash you don't have. I track this and flag when it's getting out of hand.
What financial picture do you want me to pull up?
While Maya keeps the books clean and Dr. Mills handles tax strategy, I watch the financial health of PDSI as a whole and give you the CEO-level view you need to make decisions.
I track:
• Every contract's profitability — are you making money or losing it?
• Cash runway — how many months of operating expenses do you have?
• Budget vs actual — are you spending more than you planned?
• Revenue concentration risk — are you too dependent on one client?
• Financial KPIs that matter for bonding and banking relationships
The most important financial metric for PDSI right now:
Days Sales Outstanding (DSO) — how long does it take the government to pay your invoices? Federal net-30 means 30 days but in practice it's often 45–60. Every extra day is cash you don't have. I track this and flag when it's getting out of hand.
What financial picture do you want me to pull up?
Marcus's Power Reports
Accounting Foundation · GovCon FAR Part 31
CHART OF ACCOUNTS
97 accounts · GovCon compliant · Direct costs · Overhead · G&A · Fringe · Unallowable — all separate
| Acct # | Account Name | Category | FAR Ref | Notes |
|---|
Accounting · Double-Entry
GENERAL JOURNAL
Every financial transaction recorded · Double-entry bookkeeping · Debits = Credits always
📓 Journal Entries
| Date | Ref # | Description | Account | Debit | Credit |
|---|---|---|---|---|---|
| No journal entries yet — transactions appear here as you add invoices and expenses | |||||
Accounting · Account Balances
GENERAL LEDGER
Running balance for every account · The source of truth for all financial reports
Select an account above to see its ledger — or click "View All Balances" for a summary
Banking · Transaction Register
BANK REGISTER
Every deposit and withdrawal · Running balance · Replaces paper checkbook · Reconcile monthly
🏦 PDSI Business Checking — Transaction Register
Balance: $0.00
| Date | Description | Category | Ref # | Deposit | Withdrawal | Balance | Cleared |
|---|---|---|---|---|---|---|---|
| No bank entries — add transactions as they occur to maintain running balance | |||||||
Revenue · Accounts Receivable
INVOICES & AR
Create professional invoices · Track payment · AR aging by agency · Government net-30
Total Invoiced
$0
Paid
$0
Outstanding
$0
Overdue
$0
🧾 Invoice Register
| Inv # | Client / Agency | Contract # | Amount | Date | Due | Days Out | Status | Action |
|---|---|---|---|---|---|---|---|---|
| No invoices yet | ||||||||
Expenses · Accounts Payable
EXPENSES & AP
Every business expense · FAR Part 31 category · Allowable vs Unallowable · COA coded
💳 Expense Register
| Date | Description | Vendor | COA Acct | Category | Contract | Amount | Allowable? |
|---|---|---|---|---|---|---|---|
| No expenses logged yet | |||||||
GovCon · DCAA Compliance
TIME & CHARGE
Daily timesheet entry · DCAA compliant · Contract charge codes · Required for every GovCon employee
⚠️ DCAA Rule — Enter Time DAILY, Not Weekly
DCAA requires timesheets completed on the day worked. Electronic entries need audit trail. Corrections must be documented with reason. Missing timesheets = questioned costs = money taken back.
⏱️ Log Time Entry
📋 Time Log — Current Week
No time entries yet — log hours daily
Total hours logged
0.0
HR · Workforce
EMPLOYEES & 1099s
All personnel · W-2 employees · 1099 contractors · Pay rates · Contract assignments · Clearances
👥 Personnel Roster
RM
R. Darrell Mack
President & CEO · S-Corp Owner
Owner · Take reasonable salary + distributions
Add employees and contractors using the button above
HR · Pay Processing
PAYROLL REGISTER
Bi-weekly pay · Tax withholding · Net pay · GovCon labor categories · DCAA compliant
💡 Rebuilding Payroll — Recommended Tools (No QuickBooks Needed)
Gusto ($40/mo + $6/emp)
Best for rebuilding phase. Handles all payroll taxes, W-2s, 940/941 filings, direct deposit. Free setup. GovCon compatible. This handles the math — this system tracks the data.
Best for rebuilding phase. Handles all payroll taxes, W-2s, 940/941 filings, direct deposit. Free setup. GovCon compatible. This handles the math — this system tracks the data.
ADP Run (small biz)
More established. Better if you plan to grow headcount quickly. More expensive than Gusto but wider feature set. Used by many GovCon firms.
More established. Better if you plan to grow headcount quickly. More expensive than Gusto but wider feature set. Used by many GovCon firms.
This system tracks:
Who's on payroll, labor categories, gross pay per employee, which contract they charged. Feed this data to Gusto or ADP for actual tax processing.
Who's on payroll, labor categories, gross pay per employee, which contract they charged. Feed this data to Gusto or ADP for actual tax processing.
💰 Payroll Register
R. Darrell Mack · CEO · S-Corp Owner
Salary
Owner Draw
Add W-2 employees above to populate payroll register
GovCon · Deltek Style
OVERHEAD RATES
Calculate your indirect cost rates · Required for every GovCon bid · Fringe · Overhead · G&A
Enter Your Numbers
Your Calculated Rates
Enter numbers to calculate your bid rates
📋 Benchmark — Typical Small GovCon Rates
| Rate | Formula | Typical Range | PDSI Target |
|---|---|---|---|
| Fringe Rate | Fringe ÷ Direct Labor | 25%–40% | — |
| Overhead Rate | Overhead ÷ Direct Labor | 30%–80% | — |
| G&A Rate | G&A ÷ (DL+Fringe+OH) | 10%–25% | — |
| Total Multiplier | All-in ÷ Direct Labor | 1.8x–2.8x | — |
GovCon · Compliance Tracker
COMPLIANCE
Every requirement · Every deadline · Nothing falls through · PDSI stays eligible for contracts
🔴 CRITICAL — THIS WEEK
CMMC 2.0 Level 1 Self-Attestation
Required for all DoD contracts including Patrick SFB. 17 basic cybersecurity practices. File in SPRS system. Non-compliance = DoD contract ineligibility.
🔴 CRITICAL — THIS WEEK
Wyoming Mack Holdings LLC — Still Not Formed
$200 at wyomingllc.com · 15 minutes · Protects all PDSI assets · Tax savings through holding company structure · Dr. Mills says every month you wait costs money.
Form Wyoming LLC Now →🟡 THIS MONTH
SAM.gov Annual Registration Renewal
Expired SAM.gov = no contract payments. Verify registration is active and all info is current (bank account, NAICS, certifications).
Verify SAM.gov →🟡 THIS MONTH
8(a) Annual Review Package
SBA requires annual review. Missing = potential 8(a) termination. Submit financial statements, ownership verification, and compliance documentation.
SBA Certify →🔵 ANNUAL — MAY 1
Florida Annual Report — SunBiz
$138.75 by May 1 every year. Late fee is $400. Missing = administrative dissolution of PDSI.
File on SunBiz →Financial Report
PROFIT & LOSS
Income statement · Revenue minus all costs · Net income · GovCon cost pool breakdown
📊 PDSI Profit & Loss Statement — FY2026
Financial Report
BALANCE SHEET
Assets = Liabilities + Equity · Snapshot of what PDSI owns and owes today
⚖️ PDSI Balance Sheet — As of Today
Financial Report
CASH FLOW
Cash in vs cash out · 90-day visibility · Government payment timing · Runway calculation
Current Cash
$0
Enter bank balance
AR (Expected In)
$0
Invoices outstanding
AP (Expected Out)
$0
Bills to pay
30-Day Projection
$0
Cash + AR - AP
Update Bank Balance
Financial Report
TRIAL BALANCE
All account balances · Debits = Credits · Proof that books are in balance
🔢 Trial Balance — All Accounts
Click Generate to produce trial balance from current transactions
Revenue · Contract Register
CONTRACT REGISTER
Every active contract · Funded value · Period of performance · Burn rate · Renewal dates
📑 Active Contracts
| Contract # | Agency / Client | Type | Funded | Invoiced | Start | End | Status |
|---|---|---|---|---|---|---|---|
| Add active contracts to track performance | |||||||