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04 Sep 2015


Bookkeeper Houston
I recieve this question asked a lot as many small business owners just do not like bookkeeping or not have the time. I can tell you that virtual bookkeeping can be done pretty easily but it does depend on what system you might have in place and how comfortable you're with delegating in your virtual bookkeeper.

Microsoft Dynamics SL Houston
The very first consideration:

1. Accounting Program. If you use QuickBooks, Peachtree or any other accounting software, you need to make sure that your version is equivalent to the virtual bookkeeper. Most accounting programs will assist you to restore a file from either precisely the same version or version below (QuickBooks Pro 2009) however you would not be able to restore the file back off to your version (QuickBooks Pro 2008). Most QuickBooks ProAdvisors do have multiple versions of QuickBooks on their computers. I personally have clients still using more aged versions and they have opted not to upgrade because the version just works for them.

2. An alternative is QuickBooks Online. QuickBooks online allows 3 users to access the account (company owner, bookkeeper and accountant). What is nice about QuickBooks Online, is you do not need to purchase software each and every year and the file is copied on the Intuit server every day. You can also access the file everywhere you have computer access - in your home office office, if you travel frequently - from your hotel, or even assess the file directly from your accountant's office. The QuickBooks Online version differs from the desktop version however if you just use QuickBooks for invoicing and entering payables, this technique will work fine for you. If you're thinking about using QuickBooks online, please talk to your QuickBooks ProAdvisor and they can explain the different packages available as along with help set up your bank account. The monthly fee is between $9.95 - $34.95 according to what package you select and keep in mind that most QuickBooks ProAdvisors do pass on their discounts with their clients.

3. It's also possible to use remote access sites such as logmein, gotomypc or pcanywhere where the virtual bookkeeper can log into your computer, access your QuickBooks file rrmprove as needed. The only problem with that way is it will prevent you from using your computer concurrently as the bookkeeper in most cases the entering transactions may take a little bit more time as a result of type of internet connection you might have.

The second consideration: just how do i get the information on the bookkeeper. There are a few ways to handle this and again it will depend on what process works for you and the bookkeeper.

1. Create a file folder for every month of the year - January through December. Throughout the month, insert your plastic card receipts, vendor bills, and money outlays into the appropriate file folder. If the bank statement is received, you can then send the file folder to the bookkeeper via Priority Mail, Express Mail, FedEx or UPS. As soon as the bookkeeper receives the file, the charge card charges are entered into the accounting program and the statement reconciled along with your business banks. For this method, most clients do pay their vendor bills and send the check stubs on the bookkeeper for reconciling. After the reconciliations have been completed, the bookkeeper will email you the monthly financial reports (Profit & Loss, Balance Sheet) and mail to you all the receipts, which have now been linked to the appropriate statements (bank or credit card) for filing.

2. For client invoicing, you can email, fax or mail the knowledge needed for preparing the consumer invoice. For monthly invoicing, an authority invoice template can be set up with the client filing in the necessary information and then emailing to the bookkeeper for completion. The virtual bookkeeper can prepare and either mail or email the invoice on your behalf. The virtual bookkeeper may also help you in keeping close track of your accounts receivable.

3. For anybody who have online banking, it is rather easy to use a virtual bookkeeper. There are a couple of ways this can be done - you can download your bank activity weekly, bi-weekly or monthly and email the knowledge to the bookkeeper for entry combined with the monthly bank statement when it is available.

For those of you who may have had a long, established relationship with your bookkeeper, you can assign use of them through your bank, and they would then be able to log in and download the transactions and bank statements themselves. You can also email your bookkeeper vendor invoices with suggested payment dates along with the bookkeeper can set up the vendor for payment via your online bank account.

Lastly, getting a virtual bookkeeper. You'll be able to certainly contact your accountant and get if they can recommend a bookkeeper to help with your monthly transactions. Many bookkeepers do give you results closely with their client's accountants. Throughout the year I am sending QB files for quarterly or six review for tax planning discussions that my clients have using accountant. Another idea should be to ask other business owners that you know and ask them who assist's these with their bookkeeping.

1. Intuit (makers of QuickBooks) posseses an online database with their Certified QuickBooks ProAdvisors you can find at Intuit's website. One enters your zip code along with a list will show the Certified ProAdvisors locally. To become a QuickBooks Certified ProAdvisor you must take a test every year on the most recent edition of QuickBooks. It becomes an online test and usually takes up to 16 hours to accomplish.

2. Another recommendation is to use someone who is a Certified Bookkeeper. There's 2 organizations that offer certification programs for bookkeepers and they are generally the American Institute of Professional Bookkeepers (AIPB) as well as the National Association of Certified Professional Bookkeepers (NACPB). With organizations you need to obtain CE credits throughout every season in order to attain your certification. Furthermore, NACPB provides the nation's leading bookkeeper licenses. NACPB bookkeeper licenses assure small enterprise and nonprofit organizations that NACPB licensed bookkeepers are trusted and competent bookkeepers.

3. The International Virtual Assistants Association - a non-profit organization with well over 1,200 members is an additional association where you are able to find well-qualified bookkeepers or certified bookkeepers. They have got an RFP area where you can post your job requirements and members who match those qualifications will reply to your RFP.

These are just some of the methods that can be used whenever using a virtual bookkeeper. Additionally, there are other processes which can be used which I did not cover. It is crucial that when you are interviewing to your virtual bookkeeper, that you just both decide on what process will work best for both yourself along with the bookkeeper. Of course, once you start working together, you may find that emailing your QuickBooks file is just too big cumbersome and you may then want to use QuickBooks Online a treadmill of the remote access programs. It's going to certainly be the task in the bookkeeper to find the process that will work the best to suit your needs.


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