Bookkeeping, "virtually"?

[Ideal VA]

Okay, I am a new graduate of a accounting and bookkeeping course... so I am new to the bookkeeping world altogether. How do you become a virtual bookkeeper? How do you share information with clients if they are another state away? What is the BEST software in opinion I should use? I was taught the old school way... paper and pencil. Keeping everything in a book. I was never taught anything with software so I don't know anything about it. When you do bookkeeping and you purchase the software, do you still do things the "old school" way too? If there is any other thing you can add to this please do!

[debhowardgreenleaf]

Dekota: I'm a little biased, but QuickBooks is the defacto standard for small business bookkeeping. I would suggest that your first step be to get your hands on a copy of QuickBooks Pro. If you have a good grasp of your debits and credits, you should be able to pick up how to use the software fairly quickly. There are books out there to learn the software, seminars, and the in-product help system. Once you have learned your way around QB, my second suggestion would be to sign up for the QB Certified User program. It includes training on using the product, as well as the certification test. Only when you have that good of a grasp on the software would I recommend that you start looking for paying clients to whom you can sell your services.

You will find that the software completely replaces all of your ledgers and journals. Of course, nothing will replace the original source documents and receipts that need to be kept for a minimum of three years!

Regarding sharing information with your client, most of my clients email me receipts and bank statements. Most of my clients have also given me access to their bank accounts for statements and digital check copies. I have two clients that just keep a big envelope on their desk, put anything bookkeeping-related into it (receipts, invoices, bills, you name it) and mail me the envelope once a week.

I hope that answers a few of your questions!

Deb

[Business-Bytes]

Okay, I am a new graduate of a accounting and bookkeeping course... so I am new to the bookkeeping world altogether. How do you become a virtual bookkeeper? How do you share information with clients if they are another state away? What is the BEST software in opinion I should use? I was taught the old school way... paper and pencil. Keeping everything in a book. I was never taught anything with software so I don't know anything about it. When you do bookkeeping and you purchase the software, do you still do things the "old school" way too? If there is any other thing you can add to this please do!

Hi Dekota,

I've been a bookkeeper with an accounting background for many years and still learning as to how to work virtually doing this. Some ways that information and documents such as receipts, invoices, etc. can be transmitted to you is via email attachment, file-sharing on the web using a service (free or otherwise), fax, and good ole postal mail.

As far as software, even though I am partial to Peachtree Accounting, I would suggest Quickbooks because that is what most clients will have. I downloaded the free version (http://oe.quickbooks.com/bookkeeping...NAVFREE-090721) to mess around with it (I use QB Pro at my son's business, but I'm not there enough to get into the nuts 'n bolts ). What version of Quickbooks I am still trying to figure out, but am leaning towards QB Pro. I want something that is "backward compatible" for clients that use an older version - but I need to find out if QB Pro does that.

I would suggest you maybe download the free version get acquainted with it, then get QB Pro and access tutorials and a sample company that comes with it. (The free version also has a sample company.)

And, no, you don't need to do it the "old school" way, too.

HTH a bit,

[Ideal VA]

Thanks... I guess I need to brush up on everything too... make sure I remember what I am doing. I have been out of school for about a month now and I have a fear of everything I learned slipping away. Maybe its just like riding a bike??? If you guys have any other advice or anything you think I should wisely invest in let me know.

[MrsAn]

Don't worry, it will all come rushing back! LOL! I have a bookkeeping client on the east coast, I'm on the west. Everything I do for him is remote.

I use QB for my software, my clients sometimes will just add me as a user on their QB versions. Especially if they have a system in place already. It is working great so far!

QB is very easy to use in my opinion.

[VirtualRachel]

Hi,
I also have questions. I have an Accounting Degree and Business Administration Degree. I am proficient with computer software such as Quickbooks and Peachtree. I had computerized classes for general ledger through school. Plus I have been using a computer for about 20 years. My problem besides learning the best procedures to work with a client virtually is actually getting clients. I realize that is a concern for everyone. In the area I live the industries were furniture and that is what I had always worked in. I went back to school to learn a new career and did at the same time working a fulltime job. The furniture industry is not good in my area anymore, like other businesses plants have closed and I got laid off. I worked some temporary jobs in accounting and as administrative assistant and have good references for what I did, I just don't have years experience in accounting, although I can do it and am good at it. What is the best way to convince a prospective client without years of experience behind you, that you can do the job? Did everyone working virtual have several years experience before they tried it virtually?
Rachel

[christinenc]

What version of Quickbooks I am still trying to figure out, but am leaning towards QB Pro. I want something that is "backward compatible" for clients that use an older version - but I need to find out if QB Pro does that.

Hi Business-Bytes,

As far as QB and backwards compatibility goes, you have to have the same "year" version as your client to open their file. So, the client either has to upgrade to your version or you need to buy the older version if they won't upgrade. You can check Ebay for older versions, just make sure they have not been previously registered. You also have to have a the same or higher edition to open the file; meaning if they have QB Pro, then you have to have Pro or Premier edition. You cannot open their Pro file with Simple Start. My specialty is bookkeeping and I have always used the Premier Accountant version.

Christine

[SaraASB]

Its funny.
I've been doing public accounting for over twenty years and I never heard the term "Virtual Assistant" until I bumped into this incredible forum! And I am one!

After spending a fortune on overhead and dealing with lots of employees, I made myself sick. I started having panic attacks when I had to leave to go see a client. Not to mention the migraines. Out of sheer desperation I kept dropping clients and finally moved the offices home and took my favorite 2 employees and about 60 out of 110 clients. I now have 30 clients and one employee and am actually making more money.
The end result was doing more and more work on line and more bookkeeping than on site consulting. We use the mail, email, a drop off box out front, my terminal server, WebEx that comes with the QuickBooks Accountant's version and PC Anywhere. Sometimes I realize that the only time I drive my car is to church. The downside is that I bumped into a client that I have had since the 80's and I had no idea it was him! So now I do visit clients and get face time. LOL Every client is unique and every contract is different.
I am very blessed in that my husband is an IT Director at a CPA firm. Without him, I would not have half some of the "toys" I have. (Like a terminal server and network.) But you can keep it simple and be just as successful!

[Ideal VA]

The virtual aspect is what I am struggling with as well. I can't grasp what exactly I need to have in order to become a virtual bookkeeper. These small and large things I have to get set before I necessarily open for business. I don't have all of the software that I need just yet, I wish I did. Times are tough when the hubs is the only income and you have two babys to care for! Anyone can share on what I need to have in line in order to make virtual bookkeeping truly work for me?

Although, I think I have got it, fresh perspective would be nice any how! lol

[SaraASB]

Well, your most important "tool' is your software. If you are serious about going into business for yourself, you have to spend money to make money. Once you pick your software, you still have the learning curve of getting to know the software inside and out. Go through tutorials. Read software blogs.

One idea is to hook up with a good CPA who is willing to help you. Even though I have been in public accounting for over 20 years, I still need to ask questions. When you get a client, they will need or have a CPA. They should have an interest in what you do, because the better you are... the easier their job is at year end.

The name of the game is to strive for no adjusting entries except for maybe depreciation. If you can do that, you will know that you are really good at it and word will get out and the work will come in.

If you can afford it, take it slow and don't take on just anyone. One bad client can sink you financially and emotionally.