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FAQs

  • What does a bookkeeper do?
    Broadly speaking, a bookkeeper collects, organizes, and categorizes your business’s day-to-day financial transactions. This is usually performed using software such as Quickbooks Online. Bookkeepers maintain financial records for accuracy, reconcile bank accounts, and produce financial reports. Bookkeepers can also process payroll, prepare and submit invoices, and pay bills. Message me to discuss what I can do for you.
  • What is a journal entry?
    A journal entry is any financial transaction on the books of a business. For example, this could be an expense, invoice, or bill. It could also be an entry not tied to a bank or credit card statement (called a Journal Entry in Quickbooks online), such as accumulated depreciation or owner’s investment. Whenever possible, one of Quickbooks' regular transaction types should be used (Invoice, Sales Receipt, Expense, Bill, etc). If no other transaction type works, then a Journal Entry can be used.
  • Can I delete a transaction in Quickbooks Online?
    Yes, although this should be considered a last resort. The question we will need to address is, Why do we have an extra transaction on the books? Duplicate transactions can often be matched or merged. We may need to discuss workflow changes that will eliminate duplicate transactions showing up in your file.
  • What does it look like to work with me?
    Once the Service Agreement is signed, deposit received, and requested documents uploaded, I can get to work I will start by asking for Accountant User access to your QBO file. You will receive an invite to be set up in my secure portal. I will request access to statements and copies of cleared checks. This may involve bookkeeper access to your financial institutions. (No, I do not have access to your funds!) I may ask for an introduction to your accountant. I may ask you to refrain from using QBO while we are in the initial stages of working together. If you are a cleanup, catchup, or file review client: Sometimes the work just involves a catchup of transactions that have fallen behind. Other times it involves a cleanup of transactions, company settings, and/or processes. Many times it’s a combination of them all. As they arise, I will compile questions in my portal and send periodic requests, grouping them together as I can. Mostly likely there will also be periodic phone calls to ask more complex questions. Depending on how many months and how many transactions we are cleaning up, a cleanup can take a few days to a few weeks. Once the specified work is completed, we can schedule a video call to review the work I did and perhaps propose improved and streamlined processes. If you are a monthly client, I will start by doing a complete file review to ensure that your file is up-to-date. If anything unusual stands out to me, we will discuss how to address those items. Once I am sure we are at a good starting point, I will get to work on your monthly bookkeeping. Initially, I will be asking a lot of questions as I get more familiar with your transactions. Most transaction-related questions can be asked and answered through my portal at your convenience. As the months progress, the questions may slow down, but you can always reach me via email or schedule a phone/video call. Depending on the level of complexity, I may access and work on your file weekly or monthly. Financial reports will be provided based on your needs, usually monthly. If you wish to contact me at any time during the month, the best ways to get a hold of me are to email me or set up an established client phone appointment. I will likely be interfacing with your CPA to discuss any adjusting entries that need to be made.
  • What happens during the Discovery Call?
    Upon booking a call, I will ask you to fill out a brief Intake Questionnaire that will help me prepare for our call. If there is anything you think would be helpful for me to know ahead of time, please let me know on the Questionnaire. During our call, I would like to hear from you about how you operate your business, how you are set up for legal and tax purposes, how you have been handling bookkeeping to this point, and any bookkeeping challenges you have. I will then provide you with my recommended next steps.
  • How does a cleanup work?
    I usually start by recommending a review of your books. From there, I can determine the scope of the work and provide an approximation of the number of hours I will need for the cleanup. If you decide to engage my services, I will credit the review to your cleanup. During the cleanup, I will ask that you not make any changes to historical transactions.
  • Are you an accountant or CPA?
    No, but I work with your tax preparer to ensure appropriate reporting and seamless reporting to the IRS at tax time. I usually ask for an introduction to your tax preparer when you engage my services.
  • What is the process to get started?
    We always start with a no obligation discovery call. It is the best way for us to get to know you, your business, and your bookkeeping needs. File review. The next step is to perform a bookkeeping file review to get an overview of where I will be starting. Customized proposal. We send a customized proposal for bookkeeping services for your review and approval. Service Agreement, payment authorization, and deposit. Once the proposal is accepted, we formalize a Service Agreement, and securely obtain payment authorization and a deposit. We get started on your file.
  • How do you keep my information secure?
    I use two-factor authentication with an authenticator app when available. I work on a secure network with a password. I use a single encrypted computer to access your files. My cloud-based file storage employs Transport Layer Security (TLS) during transit, and AES-256 encryption at rest.
  • What happens if I don’t like working with you?
    I aim to have satisfied, happy customers! If you are neither satisfied nor happy, I would appreciate feedback that helps me to improve my service. Having said that, you are welcome at any time to disengage my services per the terms of our Service Agreement, generally 30 days. No hard feelings, I promise!
  • What do you need from me while you are performing a File Review or Cleanup/Catchup?
    While I'm working on your account, please do not make any entries or changes to QuickBooks. This ensures that our work is accurate and reflects the most up-to-date information. Making changes during our work may lead to discrepancies and errors in your financial records. We strive to provide the best bookkeeping services possible, and your cooperation in this matter will help us maintain the integrity and accuracy of your financial data. Thank you for understanding and for entrusting us with your bookkeeping needs.
  • What accounting software do you use?
    I currently work exclusively with Quickbooks Online. Do you work with another program? Contact me to discuss migration to Quickbooks Online. In addition, I work with software that is integrated with QBO, such as a practice management system, bill payment service, and payment processors.
  • How should I manage my receipts?
    There are many methods that can work for receipt records. A lot of it depends on your workflow which we will discuss during onboarding. As of this writing the IRS recommends keeping copies of records for up to seven years.
  • How do I contact you?
    Email me at andrea@velostone.com or call or text me at 503-383-1781. There is also a contact form on this website.
  • What if I have multiple businesses?
    Quickbooks Online is designed for single-entity use. In cases where limited activity takes place within multiple entities, and subscription costs are a consideration, we may be able to utilize a limited version of Quickbooks Online called Ledger. Ledger is only available through a Quickbooks ProAdvisor.
  • Do you offer payroll service?
    I work in conjunction with a third-party payroll service provider to meet your payroll needs.
  • Are you familiar with trust/IOLTA accounting?
    Yes. Legal trust accounting is governed by the state Bar Association and subject to strict regulation. It is extremely important to keep your trust account in balance. Talk to me about how I can help with this.
  • What is included with Monthly Bookkeeping Services?
    These are completely customizable to your business’s needs. Contact me to discuss what you have in mind.
  • What happens if I want to change the scope of work?
    Message me to discuss updating your Service Agreement.
  • Do you prepare taxes?
    No, but I can refer you to a trusted accountant if you need tax preparation services.
  • What do you need from me in order to get started?
    Depending on your situation, I may need the following: Access to bank, credit card, and loan statements; as well as payroll reports. For my monthly clients, I request bookkeeper access (not Signor access) to your account so that I may view statements and cleared checks. Ensure that your bank and credit card Bank feeds are connected and active within Quickbooks Online. QBO may need you to re-authenticate your login periodically. Possibly an income tax return. Possibly an introduction to your accountant. I will need you to create an account within my portal where you will find questions from me about individual transactions. I will send email reminders for you to answer any questions I have
  • Do you prepare 1099s?
    Yes. Message me to discuss. If you are a month-to-month client, you will have the option to select this service during onboarding.
  • What are 1099 best practices?
    My number one recommendation is to collect a W9 from your contractors before submitting your first payment to them.
  • Do I need to collect a W9 from contractors who have elected S-corp status?
    Yes! Their W9 will assist in deciding whether or not they need a 1099 at year-end.
  • Do I need to collect a W9 from my contractors?
    Yes!
  • Who else do I need to collect a W9 from?
    There are many types of 1099s. Most commonly, you may need to issue a 1099 to your attorney or landlord, so it is always a good idea to collect a W9 from them.
  • What if my contractor won’t give me a W9 and I have already paid them?
    You may be required to withhold a percentage of subsequent payments, and you may need to file a paper 1099 with "Refused" in the TIN box.
  • How do you interface with my accountant?
    I may occasionally reach out to your accountant throughout the year to discuss accounting and bookkeeping-related questions.
  • How much does it cost?
    Every business’s needs are unique. Contact me or Book a call to set up a complimentary consultation to discuss what you have in mind.
  • What forms of payment do you accept?
    Major credit cards and ACH transfers.
  • What is included with the Onboarding Fee?
    The Onboarding Fee covers my time to review and familiarize myself your file its integrations. I use this time to address any outstanding issues or questions such as old, uncleared transactions, old AP, or old AR. I also review financial statements for anything unusual that may need attention as I work on your file. I also use this time to get set up with appropriate financial institution access and confirm Bank Feed connections in Quickbooks Online.
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