If you are tired of bookkeeping problems, I can get you caught up in just a few days.

The 5 biggest back office problems... Sound familiar?

  1. Is your bookkeeping behind and affecting cash flow?
  2. Is your business unfocused and not producing enough revenue?
  3. Are you the one doing the books and finding it’s a total waste of your time?
  4. Is your spouse or office manager stuck with the job and isn’t up to the task?
  5. Are back office costs too high and do you have too many employees?

1) What are we selling? Outsourced bookkeeping, I want to do your books

I will solve your problem once and for all!

I will take responsibility for getting your bookkeeping done faster, better and cheaper than you have ever experienced. I will help you build a great business by taking away your bookkeeping headaches forever. Each morning when you come to work you will find your books complete and up to date, with a ‘score card’ report of sales, profits and cash on hand.

Every month, by providing accurate bookkeeping, I will help you focus on what works in your company, insight that is based on the 80/20 principle. We believe that the fastest way to positive cash flow is to analyze your bookkeeping and figure out what you are doing well, then simply advise you to do more of the right thing.

How much does it cost to outsource your bookkeeping?

Of course that is almost impossible to answer until we see what your business looks like in terms of size, complexity and existing systems, but here are some of the indicators we use to determine your scope of engagement:

  1. If you want to keep your fee as low as possible, we can manage your accounts payable, enter deposits, reconcile the credit cards and bank accounts with a fee as low as $115 a week.
  2. Our full blown service, where we do most everything and provide financial advisory services (like a CFO), can run to $495 a week. (Maybe more if your business is complicated or your sales are over $2,000,000 a year.) Most of our customers are somewhere in between, as they decide what services they want.
  3. A good way to ascertain a ball park figure on pricing is to calculate the burden rate of doing books in house. (We will show you how to calculate the total burden rate of employees if you need a formula.) In most cases, figure our fee is going to be about half of what it is costing you now. Keep in mind, however, that outsourcing is far more effective if you’re looking for ‘Best Practices’ to run a great business, not just trying to shave 100 bucks a week off your overhead.

SUMMARY: It will cost less than doing books in-house, even if you do the work yourself, as your time is better spent on sales and staff management.

In about 15 to 20 minutes I can look at your current bookkeeping processes and give you a very clear idea on the cost of outsourcing. For more details call KC or Lin at 760-479-0052

How will outsourcing work in your business?

Outsourcing your bookkeeping will take about 20% of the time and effort of hiring a bookkeeper in house. That’s on top of cutting the cost by half. Best of all, it is the LAST time you will have to deal with the task. We don’t take vacations, call in sick or bring emotional problems from home. We don’t even close – your accounting data is available 24/7 from your home, office, customers’ location, job site or on vacation.

Plus you will have complete and total control of your business at all times. This is a critical ‘best practices’ upgrade for you. Very few business owners have a real handle on expenses, collections and back office activity. Good controls can make the difference between getting by and getting ahead. With outsourcing we put those controls in your hands every morning – you know exactly what is working or not – every day.

A simple outline of how we manage your bookkeeping.

If you own a fax machine, you do not need a bookkeeper. Simply throw your invoices, deposit slips and bills on the fax. Once or twice a day hit the speed dial and your source documents end up on our secure server as PDF files in Allen Town, PA. We then link our PC to your PC. As we enter your transactions, reconcile your accounts and set your bills up for payment, you can watch the progress of your bookkeeping right from your computer. It takes us about 3 to 5 days to get a handle on your business, but the entire process ramps up very quickly. You can actually be out of handling your own bookkeeping by this time tomorrow.

A detailed explanation of how we deliver ‘Best Practices’ bookkeeping solutions

(You can skip this section if you are not a detail person.)

Now most business owners do not want to know all the details, but in case you are wondering just how we can deliver a better experience and still cut your cost by half, here is the key to our process.
We follow a set of standards known as ‘Best Practices’ when handling all of your bookkeeping functions.

On the following pages you will see exactly how your books are outsourced. We have a distinct set of tasks that we do over the first 3, 30 and 90 days, followed by our 3 year plan to build out a ‘best practices’ business for you.
In the first 30 days…

  1. Day One: We come to your office with one or two members of our team. The team will begin by running through a check list of technology, processes and systems that you will receive as part of our outsourcing service. This best practices list begins with…
    1. How does the business work?
      1. What do you sell?
      2. How is it delivered?
      3. How do you get paid?
      4. What are your profit margins if everything goes well?
    2. Do you have high speed internet access in your office?
    3. Do you have a fax or scanner? (If so we program it to send documents to the Paperless Overnight servers- if not, we get you one)
    4. Do you have the following services in place? If not, we set them up for you
      1. Paperless Overnight FTP site so you no longer have piles of paper and all the friction paper causes in a fast well run company
      2. MaxEmail account for fax and voice mail
      3. Application service provider (ASP) that hosts your QuickBooks on a secure server site – with real time back up, virus protection and security protocols in place.

  2. Day two: Analyzing the type of accounts and most common transactions that occur in your business
    1. Install and set up the QB Package to ensure we fully understand your business.
    2. Start tracking the 100 most common events in this business. By reverse engineering the business for the past 3 months, we can create a list of ‘events’ such as sales orders, inventory or payroll reports that make up the 100 most common tasks your bookkeeper needs to handle. We immediately begin documenting how these tasks are handled now, with the goal of improving any ‘event’ that is cumbersome.
    3. Train the staff on how to make sure we get all source documents in real time
    4. Train the staff and the owner on how to retrieve documents from the DMS (Document Management System)
    5. Train the staff and owner on the use of page type and page assignments

  3. Day three: Our staff will set up online and virtual tools to make your bill paying, on line banking and Credit cards work in real time. This allows you to have 100% control of daily cash and real time access to expense data.
    1. On line bill pay with QuickBooks
    2. credit card down loads, setting up the virtual office
    3. Order entry process review
    4. Accounts receiveable process review

  4. Day four to thirty
    1. We clarify transactions and begin the standardization process
    2. We accomplish all data entry and bookkeeping overnight, so all accounting problems are addressed daily
    3. We show you how to access good numbers every morning to run your business
    4. We hold a weekly teleconference with you, to review your progress toward running a more profitable business
    5. We notify you once a week to log on and pay your bills, (you are the only person who can issue cash out of the company) using your secret PIN
    6. We help you reduce your involvement with bookkeeping to less than 5 Minutes a day (The goal we shoot for)

What’s in it for me? A faster, better and cheaper operation for starters...

  1. Improve your process for Accounts Receivable. We will help you…
    1. Find ways to improve order entry
    2. Put processes in place to accelerate collections
    3. Implement customer quality controls to help you target grade A clients
  2. Improve your process for Accounts Payable. We will help you…
    1. Set up a verification process for accounts payable (stop overcharges from vendors)
    2. Use purchase orders as a control where needed
    3. Set up a review of invoices at time of bill pay per client
    4. Learn to pay bills on-line with the least amount of time and trouble
    5. Verify vendor account accuracy (is vendor over charging us?)
    6. Make sure bills are paid on time and that account balances are accurate
  3. Take remedial steps needed to complete past work that is not done. We will help you…
    1. Understand why back work cannot be ignored (We’ll get it caught up for you)
      1. Learn about tax implications (QB needs to agree with your tax returns)
      2. Avoid poor historical data that causes bad business decisions or no decisions
      3. Eliminate inaccurate account balances that effect receivables and payables
    2. Outline the scope of work not done in previous accounting periods
    3. Learn about the 3 methods of taking care of back work and then decide which method is the best fit for your firm
  4. Learn how we take the 100 most common steps of work and create training (what we call “winks”) for your firm, so you never have to train a new employee again. This is a constant process that will evolve over the first 90 days. We’ll standardize your entire business process and then start improving the 100 most common events one at a time. This could be the foundation of a franchise or multi-location expansion or sale of your company, if that is in your future.

From 30 days to 90 days

  1. We’ll help you evaluate what dangers you, as the business owner, see on the horizon
  2. We’ll help you analyze the opportunities you want to capture, but can’t seem to get to
  3. We’ll sit down and look at the businesses strengths, where you should focus your efforts
  4. We’ll help you concentrate on what’s important in your business, using the Peter Drucker concept of, “First, do the right things.”

From 90 days to 1 year

  1. Standardization and improvement of the 100 common bookkeeping events in your firm
  2. Identification of the 50 most common items creating “chaos” in your business and remedial fixes. For example…
    1. Too many employees
    2. Lifetime value of a customer and how that relates to the advertising budget
    3. Too many vendors causing cost control problems
  3. System for building WINK files to clear these problems

From 1 year to 3 years: Increased revenue opportunities

  1. Increasing the business 10% to 20% in the three easiest areas
    1. Increase average sales price per unit
    2. Increase average total sale per transaction
    3. Increase repeat number of sales in a month or year
  2. Identify what you are doing now, that you may want to stop doing

3 Years from Today:
You will have created wealth, and have many more choices available to you, such as selling at a great price, hiring a manager and letting the business run itself, or staying in place and using the foundation we’ve built to grow your firm into a national business.

How do I find out more?

The first step is to call our office, 5 Minute Books, at 760-479-0052 and ask for Lin or KC Truby. Hit us with your toughest questions right out of the gate – we’ve helped hundreds of businesses across the U.S. and have seen most problems you can throw our way.

We will come by your office and take a quick look at your bookkeeping. In less than an hour we’ll be able to give you three things…

  1. What we can do for you and how much it will cost
  2. What you will need to do from your end to make this work
  3. What will happen in your business if we do this together

It is our goal to keep you out of the mundane tasks of bookkeeping as much as possible. We manage hundreds of details behind the scene to help you run a faster, better and cheaper back office. If you would like to get more details by email complete this form…
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Questions for Lin

5 Minute Books LLC

Lin Baumbach Certified QuickBooks Pro Advisor
Certified Small Business Bookkeeper
1692 Neptune Encinitas CA 92024
Phone (760) 479 0052 Email lsbaumbach@netzero.com

APPENDIX: WHAT IS THE Paperless Overnight System?

A patent pending paperless document management system and work flow process invented by KC Truby and programmed by Cosmic Technologies. KC invented the system as a way to get rid of bookkeeping in his own companies; a ranch in Wyoming and a software training company called Bridge21. The process worked so well, that KC started training CPAs and other financial services firms around the US on how to follow a simple process to deliver high quality low cost bookkeeping on an outsourced basis.

The entire process is founded on the concept of the 3 Ds’. Do it, Document it, and then Delegate it. Today over 150 accounting firms use the Paperless Overnight system to help small business owners run a faster ,better and cheaper operation.

Who else uses the Paperless Overnight System? Today over 150 accounting firms nationwide use this process to help their small business clients get and keep control of their business. These accounting firms help clients run a faster better and cheaper back office operation. The outcome is that business owners all over the US have good numbers every day. Numbers that point out the 20% of what you are doing that generates 80% of the profits and impact. Getting reports every day based on the 80/20 rule is the most valuable outcome of outsourced bookkeeping.