Asking an accountant or bookkeeping to handle your business finances is a big deal. This is one of the most confidential, private and most important details of your business. Here are some of the most frequently asked questions concerning how we operate and handle the financial health of your business.
Q: Why would we want to contract with you over someone else?
A: We provide a system specifically designed for each of our clients, with their needs, goals, education and company in mind. Someone who is more number oriented with a service business requires a system vastly different from a retail seller with no desire to crunch numbers. Our approach to each client is different as well. There are no cookie cutters here. The basic accounting procedures and principles are the same, however, clients are not and that is the important thing to remember. Our mandate is "make it as easy as possible for a client to do business with us." We go the extra mile, anticipate the question(s) and do anything we can to make life easier. Finances tend to be complex but we don't think it should be mysterious. Business owners need to know where their money is coming from and where it is going and how to get that information from their accountant or accounting system very quickly.
Q: Who is your CEO and what experience does she bring to the table?
A: Our CEO is Suzette Flemming. Please visit the CEO Profile to read more about her.
Q: My financial data is highly sensitive, what type of security to you provide?
A: We use PGP to encrypt sensitive emails. Which means any email containing financial data is encrypted including instructions for sending invoices, login and password information and any emails with financial attachments. If files are too large for email we have private, password protected pages on our web site that only you can access. These pages are not indexed or accessible to anyone else.
Q. Is it difficult to do the type of work you do via long distance, if not, why not?
A: Actually it is easier. If a client has a question he/she sends a quick email, fax or phones us. We like to touch base by telephone once a month or so. Clients don't have to make time to gather their materials, get in the car, drive to our location and have an hour meeting. Likewise, we are not driving around the greater Seattle area gathering materials from clients (although, we do this on occasion). Time, energy and money is saved working via the internet. We encourage each client to keep an envelope by their computer to place their receipts and statements in each month. Then around the 20th or so we have them ship it to us. Nothing needs to be organized or sorted in any fashion. Most items are self-explanatory and if not then we send an email or pick-up the phone.
Q: How do you overcome the geography?
A. Using the internet, telephone, skype, fax and snail mail. Most of the information we need to keep accounts current is available from online sources. After we sign an NDA (non-disclosure agreement) we obtain login and password information from the client either by telephone or encrypted emails. We can then download the information.
Q: Are there a lot of FedEx expenses?
A: We don't incur much in the way of shipping expenses because we get most everything we need online. Several clients ship a box or large envelope once a month using UPS or US Mail with a tracking number. Both are more cost effective than FedEx.
Q: How do you handle preparing and remitting sales tax, payroll tax, etc. for clients?
A: For sales tax, payroll tax, etc. we complete the forms. In many cases we also remit payment then add the amount to the client's next invoice. Some clients' tax bills are too large for this method, so we calculate the tax, send a fax to get authorization, then pay the tax online using their credit card. Or if the client prefers, we forward the completed forms and an addressed envelope to them for remittance to the proper agency
Q: What happens when an original signature is required?
A: When an original signature is needed on a form, we complete everything, enclose a check and a stamped, addressed envelope to the client. All that he/she needs to do is sign it, put it in the envelope and send it (we always keep a copy, of course).
Q: Do you process credit card payments for clients?
A: Several clients accept credit cards using Paypal. For others we set-up credit card acceptance via electronic portals, QuickBooks and Netledger. That means we do the processing and verifying of the credit cards. No worries, no hassles.
Q: What forms of payment do you accept?
A: We like to make life as easy as possible. Therefore, we accept credit card payments directly, personal and business checks and payments via Paypal.
Q: How will my project fit in with all the other projects you have on your schedule?
A: That is a very good question. We ask clients to pay for services in advance. That allows us to put you in pen on our calendar. Each client is scheduled according to their needs. No one is overlooked or forgotten. In the event of an emergency, prepaid clients are prioritized should they require extra time.
Q: What advantages do you provide a client over someone that presently works with a CPA?
A: This is an excellent question. We have an unlimited question policy that allows my clients to call, email or fax an unlimited number of questions each month. We also have a 24 hour response policy. All questions are addressed within 24 hours. Some concerns and issues may take a bit longer to resolve and we keep the client informed of our progress. We are more flexible with the accounting services we provide. We use several accounting programs that most CPAs (accountants and bookkeepers) don't use. We keep current with Quicken and QuickBooks. We are business financial specialists. As an added service to our clients, we also prepare personal tax returns and can advise with other personal financial matters.
