In the past a bookkeeper had to have a physical location, where the clients came, to bring paperwork and to go over reports. Clients bring their paperwork to the bookkeeper whenever they have time, sometimes once a month, but usually longer and quite often only once a year, at tax time. The process is not very efficient and was very time consuming for everyone involved. It also means businesses seldom have access to important financial information about their company on a monthly basis. It’s hard to make critical business decisions, based on sound financial information in a timely fashion in this model. The financial information is often ‘assumed’ when decisions need to be made quickly, which is risky and often wrong.
This process also means all your information is usually in the bookkeeper’s hands, in a software package on their desktop computer, which you have no access to. If you want to change service providers or if they ‘disappear’, all your information is gone (I’m surprised and upset at how often we’ve heard this has happened).
Technology advancement has made it very easy to take any physical piece of paper and turn it into a digital record that can easily and quickly be transferred and stored anywhere in the world, in a matter of seconds. COVID-19 forced most businesses, as well as their clients and customers, to learn how to work without the physical interaction they were both accustomed to. The world moved to where everything is done online, rather than going to a ‘physical’ location, it is done at a ‘virtual’ location, through an online connection.
Due to the nature of a bookkeeping business, most bookkeepers and their clients have not been able to ‘see’ how bookkeeping can be done ‘virtually’. But really, with all the cool technological tools available today it is very easy to do all of the bookkeeping tasks ‘virtually’. Which means a bookkeeper doesn’t need a physical location to meet their clients, gather paperwork and share reports. It can all be done digitally, virtually, through online apps.
Star Taxes and Books has done extensive research to find the technologies and tools that enable our clients to easily and securely capture and collect all of their financial paperwork (receipts, invoices, statements, etc) and digitally transfer them to us. In many cases the transfer of information is done automatically (without client involvement), on a monthly basis.
For your protection, we put all your information into secure online tools and services and give you access to them. In the case of Quickbooks, we use Quickbooks Online, where we can create the account in our client’s name, with them as the owners. That way the client always has ownership and access to their information. You can login and look at your information anytime you want. Using our tools, receipts and invoices can easily be sent to us as you get them, with no need to collect them until you can bring them to us. Once we get these digital records, as in the past, we enter them into our bookkeeping system and then produce the appropriate reports for each of our clients’ businesses.
With your financial information coming to us on a regular basis we can provide detailed financial reports for a previous month (usually by the middle of the following month), so you can make timely financial decisions with more detailed information. It’s easier for you to meet with us on a regular basis because we ‘meet’ either by phone or via an online conference software, where we can virtually look over and talk about reports together. There is no need to take time away from your business to go to a physical office, because you can meet with us from anywhere you want to be, in your office, at home, or on the beach! This gives our clients more time to work with and support their customers, while still getting more detailed financial information than most bookkeeping services provide with in-person services. A nice bonus for our clients is they also now have a digital record of all their paperwork (receipts, invoices, statements, etc).
It doesn’t matter where you are physically located, or where we are physically located, we have tools that make it easy to get your paperwork to us and for us to get you the reports you need to run your business. Give us a call and let us show you how we can give you better data than you’re currently getting and do it all virtually, while freeing up more of your time as well!