We perform the bookkeeping one of 2 ways: 1) QuickBooks Online or 2) Cloud hosted platform or third party login to use QuickBooks Desktop or Enterprise.
Depending on the schedule that you choose for the books to be updated, we can perform the bookkeeping services daily, weekly, twice monthly, monthly, quarterly, and annually. Whenever our scheduled time occurs, the day before is the deadline to turn in documents that relate to the bookkeeping; bills, checks written, etc. During this update day, we will also perform any other tasks that may be due to process; online banking activity, payroll, paying bills, and reconciliations. We have many clients that don’t provide any documents, we can access the banking and credit card accounts online. This allows the bookkeeper to grab statements, look up check images, deposit details and be able to fill in a lot of the missing details without having to ask the client for all the information. If you don’t feel comfortable with that, we will rely on you to provide all the information. You should also check with your bank, many these days allow for view only access where we are assigned our own login.
Dropbox is our preferred, we also use, Google Drive, OneDrive, email, snail mail. We can conform to any process that makes our clients’ life easier.
We can start your bookkeeping project once we must receive a signed Statement of Work, Terms of Service and a completed credit card authorization form. Your engagement letter will detail the exact services we will be providing, your bookkeeping fee or fees, and other important information.
For our monthly bookkeeping packages, invoices will be prepared each month with payment being due on the 1st of the month. We can set up automatic bill pay using Visa or MasterCard.
All clients must keep an updated credit or debit card on file with our office. Your card will be charged within 24 hours of your invoice being emailed to you.
In some cases, you will be asked for a deposit which will be held on account until your project is completed or services are terminated.
If we are completing a retroactive bookkeeping project for you, the payment is due in three installments: a fifty percent deposit, a milestone payment, and the final amount is due upon completion of the project or 30 days after the Scope of Work is signed, whichever is sooner.
We deeply value our relationships with our clients. If you feel you have been billed in error, or are dissatisfied with our service in any way, we are committed to resolving it immediately and with ease.
Any scheduled calls or in-person appointments must be canceled 24 hours prior to the scheduled time. If the appointment is canceled with less than 24 hours notice, the client is responsible for a cancellation fee equal to one hour of time of all company personnel scheduled to participate.
Bookkeeping Services have a 30-day termination policy that must be submitted to our office in writing. If the termination is received with less than 30 days before your next billing date, you are responsible for paying your next monthly fee.
For example, if you cancel services on the 15th of the month, you will be responsible for the following month’s minimum monthly retainer.
All invoices must be paid in full prior to the release of any QuickBooks files, transfer of Master Administrator rights for QuickBooks Online, digital files or physical documents. Final payment must be sent by check, wire transfer or ACH.