The Freelance Bookkeeper s Business Blueprint

Transcription

1 Transition to Transition BK101 Ongoing Set-Up Mgr Notify Ongoing new ready for transition. Set up time to meet Review client s folder and formulates questions prior to meeting Meet with Set-Up Mgr and agree to a transition date Determine staff to be assigned to account Communicate staff assignment to Updates Office Contact Info Notifies Ongoing schedule updated. Holds until transition meeting with client has occurred Schedules meeting with client to introduce Mgr All parties meet and review Schedule with Client Notifies Transition Meeting has occurred Sends standard congratulating client on moving to Is this a BK101 client? Adds to appropriate tracking schedules Wait until 1 st event occurs in Ongoing Support AC101

2 1 st Time Annual Planning Process Set-Up Manager Identify all key milestones for client on Key Milestone Summary Determine basic processing frequency for client and communicate to Ongoing Prepare Basic Processing Calendar Prepare Month End or Quarter End Processing Calendar Prepare Payroll Processing Calendar Send to Mgr & to review calendars Prepare Processing Frequency Form for Transition Meeting

3 Ongoing Annual Planning Process Is it October? Update all calendars (Basic Processing, Month or Quarter End Close, Payroll) for coming year by 15 th of October for all clients Ongoing calendars are ready for review File in Client Planning folder on server Wait until October Any Changes/ Additions/ Deletions? Make all changes/ additions/deletions Ongoing ready for review Ongoing Review calendars for each client. Communicate changes to

4 Historical Write-Up (BK101) Information Request Phase Processing Review & Approval 1 st Monday of Month or Quarter? Information Request Forms to all BK101 clients Is info received when due? Notify Mgr & Staff, Update Info Tracking Summary Bookkeeper From BK101 C Notify Mgr & Staff. Update Info Tracking Summary Reviews information received to Information Request Form. Notes all items received BK101 A Organizes data for input according to standard guidelines Completes processing within 4 business days & Updates Status Report Notifies Ongoing account is ready for review Ongoing Biz Day 5 reviews file and write-up review notes BK101 B

5 Historical Write-Up (BK101 A) Information Request Phase Sends standard From 1 st attempt to for 1 st Client reached/ BK101 contact client? attempt requesting responds? status Update Ongoing & assigned staff Notifies Mgr 2 nd attempt to contact client? Sends standard for 2 nd attempt requesting status s client confirming conversation (cc Mgr) Info Received by new date? 3 rd attempt to contact client? Send standard fax for 3 rd attempt requesting status BK101 C Notifies Mgr Ongoing Works client back into schedule & notifies staff of schedule change BK101

6 Historical Write-Up (BK101 B) Reviewing Ongoing Bookkeeper Reviews Mgr s Review Notes & makes updates From BK101 Account ready for approval? Makes Mgr s changes per review meeting Prepares next month s Information Request Form Speak w/assigned staff and review client account Prepares outgoing client package according to standard guidelines Sends out info to Client

7 Historical Write-Up (BK101 C) Information Request Phase From BK 101 A Notify via Mgr Notify via Accounting Notify via Staff assigned to account Ongoing Keep eye on situation and determine when appropriate to step in Adjusts next month s schedule to include additional processing time Bookkeeper Accounting Update Information Request Form to include current month s and next month s info Place on server for Admin Assistant Bill client late fee Mgr account on hold until payment of late fee is remitted Late fee paid when due? Notify Mgr and Admin hold status has been lifted Notify Mgr hold status on client account still in place

8 Accounting 101 (AC101) Review Information Tracking Summary to determine which client s info is due today Is it 10:30 AM? Wait until 10:30 AM Yes Have all clients due submitted info? Does client /fax info? Update Info Tracking Summary. Notify Mgr and Bookkeeper assigned to account info not received Scan documents onto server client to obtain status of when info will be received Client Reached? Mgr and Bookkeeper client could not be reached Mgr and Bookkeeper with latest news on info submission Update Info Tracking Summary. Go to central account and move received data to appropriate client folder Bookkeeper Review information received and place in processing order according to standard guidelines Completes basic processing Update Status Report Client prints own checks? client checks are ready for printing AC101 A Verify client has printed checks on the accounting file reports for that processing cycle

9 Accounting 101 (AC101 A) From AC101 Client uses online bill pay? client Bill Payment Authorization Report for approval Pay vendor bills authorized on Bill Payment Authorization Report via bill pay Bookkeeper Print checks on client s check stock Record bill pay confirm information on accounting file reports for that processing cycle Mail printed checks via FedEx to client along with other package contents