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

Do you have the 5 biggest problems in your back office...

  1. Is your bookkeeping behind and it’s affecting cash flow?
  2. Is your business unfocused and you are not making enough money?
  3. Are you doing the books yourself and it’s a total waste of your time? >
  4. Is your spouse or office manager stuck with the job and they don’t like it?
  5. Are back office costs to high or do you have too many employees?

1) What are you selling? To hire me to do your bookkeeping

I will solve your problem once and for all!
I will take the responsibility to get your bookkeeping done faster, better and cheaper then 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’ll find your books completed and a ‘score card’ report of sales, profits and cash on hand.

Every month I will help you focus on what works in your company by providing great numbers and insight based on the 80/20 principle. We believe that the fastest way to positive cash flow is to use bookkeeping to figure out what you are doing really well and simply advise you on doing 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 you’re 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 and reconcile the credit cards, deposits and bank accounts with a fee as low as $115 a week.
  2. Our full blown service, where we do almost everything including provide financial advisory services (like a CFO) can run to $495 a week and 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 ball park answer on pricing is to calculate the burden rate of doing books in house (we’ll show you how to calculate total burden rate of employees if you need a formula) and then figure were going to charge about ½ what it is costing you now. However, outsourcing works a whole lot better if you’re looking for ‘Best Practices’ to run a great business, not trying to shave 100 bucks a week off your overhead.

SUMMERY: 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’ll 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 don’t 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 doing 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 don’t 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 exact process.
We follow a set of standards known as ‘Best Practices’ when we take your bookkeeping problems away.

On the following pages you’ll 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’ll get as part of your outsourcing service. This best practices list begins with…
    1. How does the business work
      1. What do we sell
      2. How is it delivered
      3. How do we get paid
      4. How much do we make selling this product if everything goes well
    2. Do you have high speed internet access in your office?
    3. Create a Paperless Overnight FTP site so the client no longer has piles of paper and all the friction paper causes in a fast well run company.
    4. Determine if the customer has a fax or scanner and program it to send documents to the Paperless Overnight servers
    5. Set up Maximail account for fax and voice mail
    6. Set up the application service provider (ASP) that host your QuickBooks on a secure server site – with real time back up, virus protection and security protocols in place.

  2. Day two: Analyzing the transactions and accounts that occur in your business
    1. Install and set up the QB Package of so we understand the clients 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 be competent at. 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
    5. Train the staff and owner on the use of page type and page assignments

  3. Day three: our staff will set up your online and virtual tools to make your bill paying and on line banking and credit cards work in real time so you have 100% control and daily cash control and expense data at hand.
    1. On line bill pay with QuickBooks
    2. credit card down loads, setting up the virtual office
    3. Order entry process review and accounts receivable process put in place

  4. Day four to thirty
    1. We clarify transactions and begin the standardization process
    2. All data entry and bookkeeping is accomplished overnight
    3. All accounting problems are addressed daily
    4. You receive good numbers every morning to run your business
    5. Weekly teleconference to review your progress toward a better business
    6. You are notified 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.
    7. Our goal is to reduce bookkeeping to less than 5 Minutes a day.

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

  1. Improving the Processes for Accounts Receivable
    1. Look for ways to improve order entry
    2. Look for ways to accelerate collections
    3. Customer quality controls to improve the type of person we sell to
  2. Process for Accounts Payable
    1. Verification process for accounts payable (stop overcharges from vendors)
    2. Purchase orders as a control where needed
    3. Review of invoices at time of bill pay by SME
    4. How to pay bills on-line with the least amount of time and trouble
    5. Vendor account accuracy (is vendor over charging us)
    6. Do we get the bills paid more accurately and keep account balances right.
  3. What remedial steps need to be taken to complete past work that is not done
    1. Why back work cannot be ignored
      1. Tax implications (QB needs to agree with your tax returns)
      2. Poor historical data causes bad business decisions or no decisions
      3. Inaccurate account balances effect receivables and payables
    2. The scope of work not done in previous accounting periods
    3. The 3 methods of taking care of the back work and what the SME wishes
  4. The 100 steps of work and how we are going to WINK them. 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. What were the dangers the business owner see’s on the horizon
  2. What are the opportunities the owner wants to capture but can’t get to
  3. What are the businesses strengths, where should they focus their efforts
  4. How do we focus the owner on these goals following the Peter Drucker concept of “First, do the right things.”

From 90 days to 1 year

  1. The 100 common bookkeeping events are standardized and improved.
  2. Introduce the 50 most common chaos items in any 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. How we will build WINK 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. What business opportunities does the owner see on the horizon
    1. What do you want to do that you can’t get to
    2. What are you 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 in the future 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 into a national business.

How do I find out more?

The first step is call out 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 US and we’ve seen about every problem you could throw at us.
We’ll 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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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 CPA 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.