STEP 2 OF 3 – HOW THE PROCESS WORKS
In Flowchart 2, we have laid out how the information flows through to completed status. If it is a check, a bill, or a bank statement, the chart shows your action / involvement and the bookkeeper’s actions / involvement.
- CLIENT STEP 1: Mail arrives and transaction activity happens. As it does, you compile documents / activity to copy up to your virtual desktop.
- CLIENT STEP 2: Scan documents and place on virtual desktop.
- BOOKKEEPER STEP 1: Bookkeepers at our Houston office access the same virtual desktop.
- BOOKKEEPER STEP 2: Process the documents received into QuickBooks.
- If you’re sending Unpaid Bills: Then we will process the bills into QuickBooks ready to pay.
- If you’re sending Paid Bills: We will confirm it in QuickBooks, then store it
- If you’re sending Statements: We will process and reconcile the statements.
- If you allow bank access: We will download monthly bank statements direct to QuickBooks for optimized reconciliation.
- If you’re sending Payroll Hours: We will make ready any and all employees’ payroll.
- If you’re sending Payroll Service documents: We will enter the info into QuickBooks.
- If you’re sending Credit Card statements: We will log everything into QuickBooks
- BOOKKEEPER STEP 3: In a pre-determined routine schedule, bookkeepers will engage / notify the client of bills requiring payment. We will print out an Unpaid Bills Detail Report and send to you or join you in a remote session to figure out what you want to pay.
- BOOKKEEPER STEP 4: Paying Bills. We will make ready for printing any bill you tell us to make ready.
- CLIENT STEP 2: Load checks into your end and print or we can print and have them electronically signed and sent out
- Clients can review QuickBooks data or access reports 24/7 by logging into the virtual desktop
With this system, clients always have accurate audit ready books. If the bookkeepers have any questions, they will contact you directly by phone, email or video conference to get advice on payees so they can post the proper chart of accounts to the expense. To ensure quality standards are constantly met, each client account are assigned a controller or account manager in addition to bookkeeping staff.