We often work with small, craft producers and boutique winery Businesses that represent more than just revenue: they embody the owners’ passion, dreams, and livelihood.
In this case study, we show how a seemingly minor concern (merchant fees) revealed a deeper opportunity, and how clear, detailed accounting made a real difference.
Our client is a small, family-run winery not in a central wine state. Every dollar they invest is personal: the operation is their whole livelihood, and the business is inseparable from their identity and future.
The owner reached out with a concern: merchant fees were mounting, and she wasn’t certain why. She needed to know whether she was being overcharged, but lacked the time and detailed financial visibility to dig in herself.
To most onlookers, merchant fees are just an unavoidable cost of doing business. But for a small business where margins are tight, those “unseen” fees can add up and sometimes conceal something more.

What We Did: From Scrutiny to Strategy

We didn’t just accept the statements; we dissected them.
- We gathered her merchant account records and mapped every type of charge she incurred (transaction fees, monthly service fees, equipment fees, etc.).
- We conducted a month-over-month comparative analysis, reviewing all of 2024’s data to spot anomalies, trends, and inconsistencies.
- We held conversations with her to understand how she used her POS equipment, how her providers billed, and whether any contractual terms might lead to hidden or duplicative charges.
- Where necessary, we pushed back, offering what might be called “tough love,” guiding her to demand clarity and accountability from her merchant services provider.
Throughout, we translated the numbers into stories: “Here’s where an extra $30 is being charged repeatedly. Here’s how that compounds across the year.”
The Discovery & Resolution
Our analysis revealed a critical issue: the client was being double-charged for her POS equipment fees every month. What appeared to be small, routine costs were actually recurring overpayments.
Armed with line-by-line evidence, the client approached her POS provider and presented the data. The result? A refund of approximately $3,500.


The Outcome: More Than Money
Yes, she got money back. But the impact went deeper:
- Financial relief — $3,500 refunded is meaningful to any small business.
- Clarity and control — the client now understands her merchant fee structure in detail.
- Confidence — she now has the tools to monitor, question, and challenge charges in the future.
- Peace of mind — no more nagging uncertainty over whether she’s leaving money on the table.
In a business where every dollar counts, this win matters.
Why This Story Matters
This case reinforces something we believe strongly: accounting is not a cost center, it’s a protector of value.
For small businesses, especially in passion-driven industries, the line between personal and professional is fragile. One hidden overcharge can be the difference between making payroll and cutting corners. In that context, our role is to turn opaque statements into clear insights and financial anxiety into informed decisions.
We don’t just deliver reports, we become advocates. We don’t just track, we interrogate. Sometimes the biggest wins come from small details.
If your business is outsourcing accounting, or debating whether to invest in better financial oversight, remember: it’s not just about compliance. It’s about uncovering value, safeguarding your margins, and giving you confidence to move forward.
