Bit by bit, or one lump sum

[bbSquire]

Hey, I just got my first call, (99% sure it's not going through to client stage) and after chatting I understood that they way they want to do it virtual is they send me a fax or email and within one hour or so (as soon as I can) I enter it. Even if it ends up with me enter 4 or 5 transactions every day, so that the books are up to the minute as can be. I was thinking that they could send me stuff and then once a week (or even less) I work on it for so many solid hours and it's done. Do I have to enter it as I get it, (only doing a few munties multiple times a day) or can I hold on to it and do it at the end of the week? Or Should I do it at the end of the day if there is a lot of transactions?

The thing I really worry about is if they do want it as they send it to me and I am sick or have to run out for an emergency or even for a doctor's appointment, and it's not done that day, then they complain. I'd really rather not have a lot of clients that I work for a few minutes each day.

What is the proper time frame to offer, or accecpt?

Kim.

[leedrozak]

worry about is if they do want it as they send it to me and I am sick or have to run out for an emergency or even for a doctor's appointment,

This would be my main concern as well. I have a 24-48 hour turn time, depending on the project. What do your policies say? I would explain that while you will try to accommodate them this is not your standard practice.

[D_Victoria_Virtual_Assistance]

Hi Kim,

Your question, what is the proper time frame to offer for work turnaround really isn't entirely cut and dry. It's your business, your time and you create the work environment that is best suited for you. This includes setting a work turnaround time you are comfortable with. So if you are concerned/worried that taking on a client who needs something done right then and there isn't going to work for you, then that isn't the right client for you. I have to tell you, that that probably isn't the right client for almost any VA, but that's just my opinion

As your business grows, you are going to find that you have to find a balance between all of the different client work you are doing.. dropping what you are doing for client X because client Y just sent you a fax that has to be entered into a database, well that will just reek havoc on your schedule, and in fact probably throw you off schedule.

What I like to do is schedule out my time each day for each client. I work on Client A for an hour or 2, then on to Client B and so on. I generally provide a turnaround time of a day or two... depending on what the project is of course.

Remember, it is your business... you get to decide what is most comfortable for you in terms of time and you get to decide who you want to work with too.

[Balanced Business Service]

I agree with Kim! Let your clients know upfront that you work on updating bookkeeping once a week (or whatever your schedule is). If that doesn't work for them then you're faced with either accommodating them (which as said above will be too much) or letting them know that you all may not be a good fit for one another. It can be hard to turn away an opportunity but if it keeps you from your own goals instead of helping you to achieve them, what's the point?

[bbSquire]

Thanks everyone. After thinking over our conversation I realized that she may have been meaning that she just wants it done everyday. You know, like and hour at the end of the day? But still... It makes it hard to organize the rest of your time around it. If I was working on another clients files and it was taking longer then usual I'd have to stop on that client and switch to her, making the other client's work late. I'd rather be able to set it up so that I could do all of a clients work in one large bulk of time then have to peice it together around someone else's work.

Again, thanks everyone!

[bluewaterbusiness]

I have a 24-48 hour turn around also. However, the majority of my clients provide me their documents once per month and I have them done on an agreed upon date each month. If they specifically want expedited services (under 24 hours), if I am available to do so, I have in my contract that my rates are double and my minimum charge is for 2 billable hours.

You will get the hang of scheduling and knowing how long each task takes for each client.

Wish you great success!