Asked Questions

Pilot aims for accuracy and transparency in both our books and how our service works. If anything remains unclear or if you have a question not covered in this FAQ, please send us a message and we will happily get you the answers you need.

How It Works

How do taxes work with Pilot?

We can seamlessly hand off your prepared books to the tax prep firm of your choice. (If you don’t have a tax preparer yet, we’re happy to recommend someone for your specific situation). Also, working with your tax prep firm is included as part of your plan — no additional fees.

How does pricing work?

Our pricing is a simple monthly subscription where you pay for what you use based on your expense rate in the prior 3 months. There are no hourly charges. If you're on Pilot Core, you can try our service for one month risk free and receive a full refund if you're not satisfied. See our pricing page for more details.

Is support included? Can I ask questions?

Yes! Support is included as part of your plan — no extra hourly charges to worry about. Your dedicated account manager is happy to answer any questions you might have. We strive to address questions in a business day or less.

What's the difference between accrual and cash bookkeeping?

Cash bookkeeping only looks at when money enters or leaves a bank account. Accrual bookkeeping is a more sophisticated approach that records when the money was earned or owed. Most larger companies use accrual and Pilot does accrual from day one so there’s no painful transition later.

What companies is Pilot suited for?

Generally, our customers are startups, technology companies, and nonprofits with 1–300 employees. But we think Pilot is a great match for any forward thinking company no matter the industry. If you’re not sure Pilot is right for you, please get in touch with us.


Do you charge hourly fees if I have questions or need help?

No, there are no extra fees for asking questions – in fact, we encourage it.

How do prices change as I grow?

We understand the importance of predictability and transparency. Every month, we’ll average your prior 3 months of Pilot books to understand your current expense rate. That expense rate feeds into the pricing table above (or the table in your quote) and you’ll be charged the corresponding amount. No hidden fees or tricks.

How should I calculate my monthly expenses? What does that include?

For pricing purposes, we generally include in expenses all of the money your company spends each month, including payroll, cost of goods sold, and distributions. If a large percentage of your expenses are cost of goods sold (COGS), please reach out to us for a custom quote.

Why do you price based on expenses?

Our goal is simple and transparent pricing. In examining different models, we found that expenses closely reflected business complexity while also having the advantage of being simple to calculate.

What is your cancellation policy? What if I prepaid for the year?

We want you to use Pilot because you’re happy with the service, not because you signed a contract. You can cancel anytime. If you’re on the year prepay plan, we will provide a refund for the remaining unelapsed full months.

If I prepay for a year, does that lock in my price?

Prepaying significantly reduces your costs because it locks you into a cheaper pricing table than paying monthly. If your expense rate exceeds the amount you’ve prepaid for, you’ll simply get billed the difference that month (at the discounted yearly rate).

Are there any one time fees when I sign up for Pilot?

Yes, there's an onboarding fee equal to one month of bookkeeping to help us make sure your setup process is a smooth one.

Taxes and Integration

Why use QuickBooks?

Pilot does all of its bookkeeping in QuickBooks Online because it offers a number of advantages:

  • Seamless tax prep. Virtually every tax preparer in the US knows how to work with QuickBooks. You’ll have the freedom to choose any tax preparer you want.
  • Industry standard. In addition to tax preparers, most other financial professionals (e.g. attorneys, bankers, and venture capitalists) all know how to work with QuickBooks. Again, this gives you the most freedom when making financial decisions.
  • Data portability. QuickBooks means you’re not locked in. If you ever decide to move on from Pilot, your data goes with you, in a format that is immediately useful.
How do taxes work with Pilot?

We can seamlessly hand off the books we've prepared to the tax prep firm of your choice. (If you don’t have a tax preparer, we’re happy to recommend someone for your specific situation). We won't charge you any additional fees for answering questions from your tax prep firm.

Start Pilot Today

Signing up for Pilot is easy. We think once you experience truly stress-free bookkeeping, you won’t want to go back.

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