Question for bookkeepers

[CYMMTJ]

(I hope this is the right place to post?)

Hello all bookkeepers!

I have a question for you.

I have been working on getting my VA business up and running, providing bookkeeping services...

After taking these courses - I have had this question nagging away at me...

Could you list of all bookkeeping aspect that can be outsourced? That can be done from home office....

The reason I ask this is because when I shared with people my goals - some says that it is just not possible one to have someone handle their books outside their office. While I am sure this is the case for some aspect - I do wonder what *can* be done from home by emailing, faxing, snail mail the paperwork.

So a list would be great! Especially if it is detailed. I would really appreciate this. This will also help me know what to put down on my website the type I can do from my home office.

Oh - hmm, what about hours? For an employee with 40 hours - how long does it take for a VA to do?

How about 20 hrs from an employee would take how long for a VA?

I realize that it varies - but it would be helpful to have some kind of idea...

Thank you all! :0)

[tildavirtual]

Hi Yvonne, I currently do the following for my clients.

• Payroll
• Invoicing - the client emails me the details, I create the invoice and PDF it back to the client or direct to their client
• Payables - enter outstanding invoices from suppliers, creating an aged payables report, entering payments from source docs such as cheques, visa slips and internet banking
• End of month statements
• Business Activity Statements (Aussies only)
• End of year adjustments
• Liase with the client's accountant
• End of year reports

It's by no means exhaustive but I hope you get something from my list.

[Rebecka Melson]

I have a list of bookkeeping services on my website. Feel free to take a look.

[CYMMTJ]

Thank you, Kylie and Rebecka!

So how does one get started or set it up?

How do you get all the info needed for bookkeeping? Do you go and pick it up, have it mailed to you or email/fax to you?

How do you explain to your potiental clients how it works virtually as they would say it is impossible to do so?

Is there anyone else here that may be able to assist me with determining hours?

For an employee that takes either 40 or 20 hours/week - how long would it take for a VA?

Thanks so much!!

[Rebecka Melson]

Each of my clients is different, I assess their needs and their capabilities first before I decide how to set them up. I have some local clients that I pick up their information once a month, do the bookkeeping and prepare their reports and then either email them to the client or deliver them during my next pickup. With long distance clients I receive their stuff via a combination of mail, fax and email. I have some whose accounts I've setup and maintain on my own computer and others that I access via remote access, so they can work in the files as well.

It's really impossible to estimate time that will be spent on a clients books. I can't say that a VA could do it faster than an employee because that part depends on each individual's capabilities. When my clients ask me for an estimate I'm honest with them and tell them I can't give them one, because I haven't seen their stuff yet and I don't know what is going to be involved. Instead, I ask them what their budget is and I set up an initial stopping point, once I reach the agreed upon amount I will stop and assess the situation and talk to the client about where I'm at and what needs to be done to finish, at that point I can usually give them a time estimate because I've gotten into the groove and know how long each process is taking. I have one client who has one of the biggest messes I've ever seen, and I don't dare give him an estimate even though I've been working on it for 2 months now, because every time I turn around there is another problem to solve or mess to unravel.

[CYMMTJ]

Thanks Rebecka - I will keep that in mind.

[lanelt]

So how does one get started or set it up? I'm assuming you mean get a new client started/set-up. One thing you need to evaluate is whether you'll be accessing their files on their system remotely or keeping their files on your system. I have a private server that all my client data is kept on. My clients can access the system and I can access the system. There is a fee for that and my clients pay it. I tried the sending files back and forth option and it didn't work. I'm pretty strict on this, the only alternative is if they have a specialized software in-house in which case they need to proved me with remote access into their computer.

How do you get all the info needed for bookkeeping? Do you go and pick it up, have it mailed to you or email/fax to you? I don't do pick up or delivery. My clients either mail or fax it to me. I have one local client that will drop things off sometimes. A large number of my clients have given me log-in access to their bank accounts. I never ask for that upfront but most offer it after we've worked together for a while. Everything else is done via e-mail. I have some clients that have me auto cc'd on certain e-mail accounts which they use solely for bookkeeping tasks.

How do you explain to your potiental clients how it works virtually as they would say it is impossible to do so? I just explain that I have clients and subcontractors based all over the country. It works for them. I think because I'm already doing it, I honestly don't get this question any more. When I first went completely virtual not one of my clients blinked an eye.

Is there anyone else here that may be able to assist me with determining hours? There are some estimates online on how long it should take you to complete things but experience is your best bet in determining time. I always explain to my clients that the first few months are going to be the most time-intensive while we both work out any kinks. I need to learn how they do things in order to make things quicker and they need to learn how I do things in order to make some minor adjustments to make both our jobs easier.

For an employee that takes either 40 or 20 hours/week - how long would it take for a VA? That all depends on the person. I'm not any faster as a VA than I was as an employee.

As for your earlier question on what services I offer. It ranges by client. I do anywhere from after-the-fact reporting (taking their bank statements and preparing financial's) to full-charge bookkeeping and office management. I have one client that I do everything from overseeing his HR, assisting with bid preparation, billing, client relations, payroll, all his a/p including job costing, financial preparation, account reconciliation. I work with his tax preparer (honestly, I don't even know if he knows her phone number without calling me) and his insurance brokers and his customers. I physically see this person maybe once a week and then only because I'm related to him and want to see his kids -- work is very rarely discussed when we see each other. He will occasionally come by my place if he needs to pick up a check right then only because I won't let him keep a checkbook.

Hope that helps.

Lanel Taylor
Taylored Office Solutions

[CYMMTJ]

Wow Lanel! Thanks so much - it was helpful!! :0)

Remember I posted in the other thread that I just completed two courses in accounting and that I have just gotten a job as an accounting clerk...

Well, I went in the first day and did some work and then took the rest home and did the work from my home office!! Yay!!

I shall be coming back to your post often for the first while until I am up and running...its full of good info! :0)

Thanks so much again,
Yvonne