Easy Bookkeeping: The Ideal Bookkeeper

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EasyBookkeeping Client Guide

This client guide explains the responsibilites of the client and of EasyBookkeeping.

Getting Started

  1. Tell us what version of QuickBooks® you’re currently using. In order to work within our system this must be QuickBooks® Pro 2003 or later. QuickBooks® will phase out their payroll support of 2002 at the end of 2004 so that you’ll have to update at that time anyway. The update costs $199.95 and must be installed on your computer. It’s easy enough to do on your own, but we’re always available to help you through this if necessary.
  2. Have LapLink® installed by your computer person. This can be downloaded from the Internet. We’ll give you a $100.00 credit on your first invoice.
  3. Send us a $100.00 check made payable to your company. We’ll open an account for you in our local bank. The bank will send you signature cards so that only you or your designee can sign checks or remove funds.
  4. Provide us with a credit card number that we can use to order QuickBooks® deposit slips and checks. We’ll have these delivered to us and will provide you with a supply of checks to use when you can’t wait for us to write them. (Please remember to supply us with a copy of these hand written items.)
  5. We’ll also have two “Pay to Mail to” stamps made. We’ll send you one to use on your invoices to customers. We’ll keep one to use on your monthly customer statements. The cost for each stamp is $30.00 and will be billed on your first invoice.
  6. We need a backup disk(s), preferably a zip disk, to install in our computer so that we have your file name and the most up to date information available. Please address Item #1 before doing this.

I. Accounts Receivable/Sales/Bank Deposits/Sales Tax Returns (if any)

YOU

  1. If you maintain Accounts Receivable, write up your own invoices through QuickBooks®. We suggest this since you know your customers and pricing structures and we don’t. You can, however, mail us copies of your invoices and we’ll enter them for you. Stamp the invoice with your “Pay to Mail to” stamp. Mail the invoice to your customer. We don’t need a copy.
  2. If you receive any payments from customers, we suggest that you mail them to us. If you deposit them yourself, please use our form to indicate:
    • Date of deposit
    • Customer(s)
    • Amounts
    • Mail form to us
  3. If you don’t maintain Accounts Receivable, use our form to indicate the sales categories, taxable sales, non-taxable sales and sales tax (if any).

WE

  1. Record all payments received from you and your customers on the day we receive them.
  2. Record all deposit forms received from you on the day we receive them.
  3. Deposit all payments received from you and your customers on the following business day.
  4. If you maintain Accounts Receivable we’ll mail statements to all your customers with outstanding balances (adding finance charges if you want) on the first day of the following month and send you an aged Accounts Receivable schedule.
  5. If you charge sales tax, we’ll prepare a monthly and/or quarterly sales tax return (depending on your State requirements) and send it to you shortly after the end of the month and/or quarter for signature and mailing.

II Accounts Payable/Expenses/Cost of Goods Sold/Vendor Payments

YOU

  1. Examine and initial your vendor invoices as approval. Make any corrections right on the invoice and mail them to us.
  2. Send us copies of any checks you’ve written by hand and remember to indicate the expense or cost category.

WE

  1. If you maintain Accounts Payable, we’ll enter these invoices as we receive them and pay them all on the tenth day of the following month unless you instruct us otherwise. We pay all “expense” invoices such as your telephone bill, however, when we receive them.
  2. If you buy merchandise for resale or manufacture, we’ll enter these invoices to Cost of Goods Sold accounts.
  3. If you don’t maintain Accounts Payable, we’ll pay all invoices when we receive them.
  4. We’ll send you the checks to sign and mail with a stub attached for the vendor listing the invoices and amounts paid. The bottom check stub will be stapled to the bills we’ve paid for your review. These will be in alphabetical order for easy filing. (After doing business with us for a time, you may decide that since our system works so well you can save the time of signing and mailing by providing us with a signature stamp.)
  5. If you maintain Accounts Payable, we’ll send you an aged Accounts Payable schedule at the beginning of the following month if any invoices remain unpaid.
  6. Prepare and mail all eligible vendor 1099s for the calendar year and file electronically.

III Payroll/Payroll Checks, Payroll Tax Deposits/Payroll Tax Returns

YOU

  1. If you have hourly employees, you need to establish a week ending date if you don’t already have one. For example: If you pay on Friday, your week ending date should be Wednesday. (If all your employees are salaried, this isn’t necessary.)
  2. On Thursday, Fax or E-Mail us the hours by employee and indicate any other payments needed to be made such as vacation or sick pay.
  3. Use our form any time there’s a change in payroll.
    • New employee
    • Termination
    • Change in hourly rate, salary or benefits
    • Change in withholding or marital status

WE

  1. Prepare all your payroll checks on Thursday (in the above example) and put them into your print cue so that you can print them on Friday morning.
  2. Prepare your weekly/monthly/quarterly Federal and State payroll tax deposits (depending on IRS and State requirements) and file both electronically.
  3. Prepare your quarterly and yearly payroll tax returns and send them to you for signature and mailing.
  4. Prepare your monthly/quarterly reports for all benefit programs. (This does not include yearly 5500 series returns.)
  5. Prepare and mail all employee W2s for the calendar year and file electronically.

IV. Bank Reconciliations

YOU

Need to call your bank(s) and have them send your bank statement(s) directly to us or you need to send them to us when they’re received.

WE

Reconcile your bank balances(s) to your book balance(s) and send you the bank reconciliation(s) along with the bank statement(s) and deposit slips accumulated for those accounts.

V. Financial Statements

WE

Shortly after the end of the month we’ll send you and/or your accountant:

  1. Your monthly Income Statement
  2. Your year to date Income Statement
  3. Your Balance Sheet

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