Questions and Answers
Q: Why would we want to contract with you over someone else?
A: We are in the cloud. We have been cloud based before it was called "being in the cloud." We are tech savvy and we are constantly learning new apps and systems that work with QBDT and QBO. We provide systems 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. 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 as well as how to get that information from their accountant or accounting system very quickly.
Q: What accounting software packages do you use?
A: We use QuickBooks exclusively. We have used a variety of accounting software packages. However, we have found QuickBooks to be the best solution for small businesses. We use several versions of QuickBooks including Premier, Contractor, Manufacturing, Non-profit, Online and Enterprise.
Q: What is your pricing structure?
A: We like to charge a flat monthly fee for services rather than charging an hourly rate. We base our monthly service package upon the services requested, the number of bank, credit card and merchant accounts and the number of transactions within those accounts. However, we do charge an hourly rate for entering back data and reconciliation of accounts that are not current.
Q: What forms of payment do you accept?
A: We like to make life as easy as possible. Therefore, we accept Intuit payments, credit card payments, personal checks, business checks and Paypal payments. Fixed fee clients are invoiced on the 25th of the month and payments are due no later than the 1st of month. Each invoice contains an Intuit payment link that allows a bank-to-bank transfer of funds.
Q: How will my project fit in with all the other projects you have on your schedule?
A: We ask clients to pay for services in advance. That allows us to put you on our calendar. We schedule each client according to their needs (daily, weekly or monthly). No one is overlooked or forgotten.
Q: My financial data is highly sensitive, what type of security to you provide?
A: For individual documents and files, we like to use dropbox and Google docs to share as well as move documents. We also password protect highly sensitive documents. For our computers, we use Norton 360 to continually scan documents, emails and web sites for viruses, phising and more.
Q. Is it difficult to do the type of work you do over long distances? If not, why not?
A: Actually it is easier. If a client has a question he/she sends a quick email, Skype call/chat or calls us. 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 gathering materials from clients (although, we do this on occasion). Time, energy and money are saved working online. We encourage each client to keep an envelope by their computer to place their receipts and statements in each month. At the end of the month 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 geography?
A. Using the internet, telephone, fax and snail mail. Most of the information we need 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, Skype or dropbox. We can then download the information we need.
Q: Are there a lot of shipping expenses?
A: We incur very little in shipping expenses because we get what we need online. Affiliate checks, payments and invoices sent by US mail are generally included in the monthly investment.
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 using a client's debit/credit card or ach transfer. Or if the client prefers, we email the completed forms with the necessary information to mail the payment to the proper agency.