In order to provide a flat-rate fee, our company needs to clearly state a few requirements.

Access to your businesses’ online bank records

We use a direct connection between our accounting software and your bank in order to download records. Yes, this means we can download your banking statements at any time. However it also means that, because this information is saved securely within the accounting software, we will not actually have access to your account. We will not know your banking access information, and will not be able to use it outside of our accounting software.

This is one of our primary tools that we use to keep costs low, and as such, it is one of our most fundamental requirements. Additional bank fees may result from this access.

Without this automatic access, we would need to meet with you in person each and every week in order to make use of a much more laborious “web connect” method, whereby you would have to access your own financial institution on our computers to download those records for us manually. Because of the logistical nightmare of trying to coordinate 52 appointments a year, we are not using this method and have no intention of making use of it in the future.

Clear notes on invoices and receipts

In order to classify the function of purchased items, it is necessary that you get in the habit of noting why an item was purchased. The easiest way is to write on the back of the receipt or invoice. This becomes even more important with our Job Tracking & Process Costing add-on package, as it is crucially important to know which materials were used for which client and/or product batch.

Weekly assembly and hand-off of invoices and receipts

In order to provide timely and accurate financial information, we need to act quickly on all financial transactions while the information is still fresh. We can make arrangements to meet with you either at a predetermined location, or wherever you might be on the weekend. There is no need to file the invoices and receipts ahead of time; the “shoebox method” is adequate enough so long as what you provide us is inclusive of the week’s spending.