Our Virtual Bookkeeping System

1. First Consultation
After the initial contact with a new client, an appointment is set for the first consultation. This meeting can be held via telephone, Skype, Go To Meeting, Hangouts (Google+) and other video conferencing apps such as Vyew. At this meeting the client’s bookkeeping assignment is discussed and evaluated.

2. Legal Stuff
A bookkeeper/client agreement is drafted and sent to the client via email, mail or fax for signing. Once the agreement is signed, the bookkeeping can begin!

3. Accounting Software
Clients can choose between desktop-based (MYOB and QuickBooks) and cloud-based software (Xero and Saasu). Desktop data files can be emailed, shared via Dropbox, uploaded to our secure online storage facility and/or sent via mail on usb drive or CD format. Cloud-based software files are shared with us via an invitation that the client sends to us to become a user of their accounting file online.

4. How Clients send us Source Documents
Firstly, we send our clients a checklist to help them prepare their source documents for us. We list all data required and provide guidance on how to organise this data before sending it. Clients can use various methods to send their bookkeeping documents to us such as:

• The secure online storage system via our website. Clients are provided with login details and can upload/download their files to us anytime. This of course means that some data needs to be scanned first by the client in order to create files for upload. Many new printers/scanners can scan documents quickly and in bulk and we recommend that our clients purchase one of these machines in order to do the scanning. If clients don’t want to do this then we also recommend that they use Shoe-boxed, an online scanning service.
• If clients don’t wish to use our login system, then they can add their documents to Dropbox. Dropbox is an online storage facility which allows clients to share their accounts data with us. Another online sharing service is Box – this is an alternative to Dropbox but works in a similar fashion.
• Posting their documents to us via Express Post. Some clients may use a courier service to send documents if they have lots of documents.
• Emailing data (depending on the size of files)
• Facsimile.

5. The Bookkeeping Stage
Once we receive the client’s documents, we get to work and process the data into the client’s chosen accounting software.

6. The Reporting Stage
Once all bookkeeping is complete, we process various financial reports for the client. We then send these reports via email or share them via the client’s chosen method e.g. Dropbox.

7. Monthly Meetings
Every client is required to attend a monthly meeting at which the previous month’s bookkeeping is discussed. This is compulsory and is the key to a successful virtual bookkeeping relationship. Communication is the key here! Because we do not see or visit our clients regularly (sometimes never!) in person, it is possible for the virtual relationship to fall down – “out of sight, out of mind” as the saying goes. Not only are these meetings necessary to ensure that nothing is forgotten or misinterpreted in relation to a client’s accounts, but they also ensure there is a personal level of contact maintained between the bookkeeper and client, something that no amount emailing and texting can accomplish!

8. Returning Data to Clients
Data which is posted to us is posted back to clients at no cost to them. Data which is shared with us via Dropbox is retained in the shared folder at the discretion of the client and data which has been uploaded to our secure online storage facility remains in the client’s account until such time as the client may wish to terminate the bookkeeping agreement.

So that’s how I make virtual bookkeeping work at e-BAS Accounts! Does this work 100% of the time? No of course not! Things do go wrong but most of the time this system is fail-safe. It allows me to operate a successful virtual bookkeeping business which is not location-dependent all from the comfort of my lovely seaside office here in Torquay, Victoria! Perfect!

Recently I received an email congratulating me and advising me that someone thinks my success is amazing and have nominated me for the 2011 Telstra Business Women’s Awards – see attached link for further details about the Awards http://www.telstrabusinesswomensawards.com/2010-awards/program-overview-14.aspx .

To date, I still have not been able to find out who the culprit is, however, am truly honoured at just the thought of someone nominating me.

Today I have worked tirelessly on my application to be considered for this Award and now need to wait until early August to see whether I have successfully moved to the next round, which involves a face to face interview.  Either way, I feel like I have achieved so much already just by being recognised.

The application involved a number of questions that enabled me to reflect on my past achievements and to also give great consideration to my future business and personal growth. 

One of the questions I wish to share with you was ‘who has most inspired you during your career’?  The intent of this question was to identify influential and inspiring mentors or individuals who have inspired your professional journey and successes.   For me, the answer was simple.  “2 people.  My Dad and my very first boss, Catalina (who I am very proud to say is now a client)!  Both run their own businesses, both have been extremely successful, both have provided me with tremendous work ethics, training and mentoring.  They both continue to play a vital role in my life and my business and to them I am grateful”.

This message is really to let you know 2 things: 

1. As one of my very special clients, I have included you in my application as a potential business referee.  Many of you have already written me a testimonial and these have also been included as part of my application.
2. You have all contributed to my business in one way or another, and I have been privileged to be exposed to various industries and people through you.  Without my wonderful clients, my business could not be successful, so thank you.

Regards

A very excited Telstra Business Women’s Award Nominee

“Working with Leanne is a complete pleasure. I planned a last minute holiday and needed someone to man the fort and take care of my clients. Leanne was easy to deal with and efficient. She is peace of mind and professionalism all in one. I would recommend her to any busy person who needs an extra few hours in every day – Leanne is those extra few hours!”

Melanie Becker
Propieter
Female For Life
www.femaleforlife.com.au

Leanne Imbro of LSI Administrative Services is extremely proud to announce that effective today, she has been recognised as a Certified Australian Virtual Business  (CAVB) by the Australian Virtual Business Network (AVBN). 

This is Australia’s only network of fully prequalified and skills tested Virtual Business Operators and Virtual Assistants!

“It was a pleasant, yet not easy, application.  It consisted of a history of my business and qualifications, as well as a typing test, spelling and grammar test, and the MS Office Suite.  I also had to provide 3 client referees who had to answer further questions for the network.

After this nerve wracking series of events, after all, being a business owner, you’re never tested!  I am thrilled to say that I have passed the application and am now a proud CAVB!”

Another important part of our lives, if we are self employed business owner / operators, is to make sure our businesses are healthy.  This is very rarely touched on and not necessarily given the importance that it should be given.

This is where a virtual assistant can help you.  Quite often, your full time assistant is already overloaded and just needs that little bit of extra help, or maybe you don’t have an assistant, and you or even your partner are taking on the administrative workload.  All too often, the administrative side of the business is pushed to the “‘I’ll do it later” pile, as more important things demand your attention.  However, if the administrative side is left unattended for too long, the pile is then too high for you to deal with and it continues to grow! 

Administration is the foundation of your business, and as we know, like when building something, if the foundations are strong, it will hold up whatever is put on top of it. 

Don’t let your lack of focus on administrative tasks bring your business down.

This certification was brought to my attention recently, and even though certification is not compulsory within Australia, and it is only certifying your website, not your actual business, I thought it was reassuring that the aim of the certification is to ‘restore the confidence in people’.  With the gold seal of approval, visitors to the site know that the website is Australian owned and operated.

I believe this type of certification only provides my clients with further confidence that I am providing a professional service. Take a look at my ACW listing.

My advice to anyone thinking of employing a virtual assistant is to make contact with them, have a phone discussion and once terms and conditions are agreed upon, just start!  It’s as simple as that. 

Once you get the feel of how it all works, and how much better you feel offloading your administrative tasks, you will be surprised at how easy it is to just keep offloading and your only regret will be that you didn’t start sooner!

Customer service is all too often overlooked, yet it is a vital component to becoming and maintaining a successful, reputable business.

Leanne Imbro’s initial training was in 5 star hospitality and one of her core strengths is customer service.  Many of Leanne’s clients have given her the responsibility of overseeing the ‘face’ of their businesses and maintaining their customer relations on a day to day basis.  Michelle Duval from Equiilbrio International is one of these people. 

See what Equilibrio has to say about LSI.

Too many business owners get caught up in the time consuming day to day tasks of their business, which primarily consist of administration.

These tasks, usually with minimal training and handover, can be successfully managed by a virtual assistant, providing you with the opportunity to focus on the bigger picture….your business!

Men in White Painting Service hired the services of LSI in January 2009 and continues to do so to this day. 

See what Men in White Painting Service have to say about LSI.

All too often, business owners spend their time chasing outstanding payments, and during the process, potentially miss new opportunities.

Side Serve Premium Produce employed the services of LSI when slow paying clients impacted the businesses cash flow.

See what Side Serve Premium Produce has to say about LSI.