What are the better options for bookkeeping? - The Book-keepers Forum (UK)

Hector · Newbie

What are the better options for bookkeeping?

Nimac · Senior Member

One of the ways would be to contact the Institue of Certified Bookkeepers who would let you advertise on their website, this advert would be seen by certified bookkeepers who would offer the kind of services you need.

I am a certified bookkeeper and offer remote bookkeeping as part of my service, you can PM me if you like or else contact the ICB, it's up to you.

Nimac

AccountantsCircle · Senior Member

Are the people you've currently selected bookkeepers? Or have they had adequate training, or experience to do this task? Do they also have other duties (ie. are they employees and this is an additional task for them)?

If they are bookkeepers contracted specifically to do this task, and as long as the task and schedule are realistic, it does sound like they are not up to the job.

We can assist you in finding a suitable bookkeeper or accountant for your specific needs with our free Find An Accountant service. It's not simply a recommendation, but considers your industry and how you would like to work.

thewallstreetkid · Member

Hi Hector

We are in the process of setting up a remote online based bookkeeping service.

This is going to be a very convenient setup for business like your type where you need the

reports on a frequent basis but are concerned about keeping things within budget.

Please feel free to message me your details and I shall be in touch if your requirements are

not fulfilled by other means.

Roberto

Julie · Senior Member

Hello Roberto,

Just a quick question..... How do you set up a remote bookkeeping service ?

I run my own bookkeeping business and currently either work on a clients premises or take the books home to work on. Sometimes, it would be nice not to have to bother with travelling to an from clients, but I do not have a clue as to how to offer remote bookkeeping. Any pointers would be gratefullly appreciated.

Julie

AccountantsCircle · Senior Member

We work with quite a few that provide remote bookkeeping services.

Using online software can be a big step towards this as clients can access the same software and data at the same as you. Popular software such as e-conomic, winweb, kashflow, liberty and a few others can be quite good.

Another step towards this is the exchange of information. Our members, and their clients often just fax us documents, invoices, statements which come straight through electronically. Sometimes scanning is perfectly fine, and more rarely is the postage of documents - all things that can be done regularly by clients' junior staff.

We also have a partner offer with e-conomic, which means a free subscription for those in practice, bureau rates (free access to client accounts for bookkeepers, accountants, and outsourced service providers such as ourselves)... so it's one of the best valued packages available, especially considering the software too!

Much of it is then just getting smooth processes in place, and clients falling into a habit.

It's something I've dealt with for years now, and many people think of it as just dealing with people from a distance, or to save in costs... but I've mostly seen it as a way to focus attention towards providing a better service.

No need to visit clients weekly just to do the books, less travel time, quicker answering of queries as data is easily available (those 5 min queries can be dealt with then and there)... and... when visiting a client it can be for more significant management matters. Less time spent with the client, but much more of it can be quality time - looking at the figures, discussing what changes or improvements can be made and so on.

Any questions - just ask me!

Julie · Senior Member

Thanks for the info on remote bookkeeping, I will seriously look into it, certainly put it on my `to do list`.

Thanks again John.

Julie

AccountantsCircle · Senior Member

Hey Julie

Glad to help.

It's certainly worth looking into, as it can help free up some of your time so you can grow your service as well as improve things for your clients.

I have seen some practices manage to lower their rates a little to clients, improve the service as well as provide it more profitably by providing services in a much more efficient manner.

It is a little different if you're new to it but once you do start you'll wonder why you didn't go for it sooner!

steve99.9 · Veteran Member

Hi John

I've just been looking at e-conomic via your link and it does look very interesting.I have just completed the level 2 (comp) final assignment and whilst waiting for the result I am starting to investigate various options for starting a bookkeeping service.

As has been said earlier in this thread it would be very apealing to not have to travel regularly to clients just to pick up paperwork and also to be able to do the work easily in whatever location at whatever time I choose.

Can you trial the software first? or do you just sign up and then presumably you can work on your own books first or run a dummy company to see how it all works.

Can you also explain a little more about the subscription charges. When you say a bureau basis at £7.75 per month as opposed to the £9.45 p/m charge does this mean that with the cheaper option my clients would not have access to their accounts online.

I am also having difficulty visualising the correct market for this type of service so that I could direct my advertsing efforts correctly. What type of businesses currently use remote services of this nature and whats the best way to find them?

I would think that small sole traders, say for instance a local shopkeeper who spends 6 days a week runing his business would want to push all his source documents into a shoebox and have me collect them and sort them out wouldn't he? I would not think I could easily sell him a service where he had to spend most of sunday morning faxing me or scanning and emailing documents.

Regards

Steve

AccountantsCircle · Senior Member

Hi Steve

I'm glad you've had a look as it really is good software. I'm surprised a few more don't consider it as an option.

They certainly do provide a trial, 2 weeks which you can get direct or we can arrange... but as a bookkeeper in business (though I know you mightn't quite be at that stage, but not far off!) - might as well just take the free subscription offer we have.

That way you can use it for your own books and take the time to get a good feel for it. Also included is the project accounting module - so you can record hours, mileage, and expenses for automated billing.

The bureau basis is just as you say - where the client doesn't require any access themselves, so it's just used internally as other bureau version software would be.

The normal charge with client access is £13.50/month (up to 2000 transactions). Our service and business members can get that at a generous 30% discount which is the £9.45/month.

I wouldn't think it's only good for remote bookkeeping as such. There's nothing wrong with using online software even if just from one location as there are certainly other benefits such as:

managers can access securely from home, office, holiday;
bookkeepers/accountants can answer queries quickly if not in;
back-ups are done hourly;
no large up-front costs;
completely free access for bookkeepers & accountants to client accounts;
software updates are done automatically, no installation;
support is included;
and I want to stop there because I'm sounding like a sales guy!

We actually don't sell the software, no commission or anything like that... but if a good business is willing to support our members and also the industry to the extent of e-conomic, we're only more than happy to support them too!

It won't always be the most suitable option, but it can be a good option to have... and doesn't cost you to have it there like many others.

With businesses that are happy to work remotely, from what I've seen it's sometimes led by the practice recommending it, but sometimes the client - when the client is a little more tech-savvy, or forward thinking they will be much more open to SaaS (Software as a Service).

Just like other software - it doesn't mean people have to scan or fax documents. That's just one way it can work. Of course the shoebox or plastic bag of documents can be collected, or posted (if you are working from a distance).

This way it's not much different to traditional desktop software, and if you do already have software and the client doesn't want access... I'd probably recommend just using what you have. If you don't... £7.75/month for this sort of software is not a great deal when compared to other costs, sometimes club memberships etc.

It really can depend on your situation. Some can work fine with the free Microsoft Office Accounting too - another option to consider. That ones a bit mixed as quite a few find it slow and some other little problems.

There are plenty of options out there... almost too many but it does keep it competitive!

thewallstreetkid · Member

Hi Julie

Sorry for the late response, I did not have a clue you asked me a question until i came on this link .

Well its just by asking the clients to scan the documents to your office, or fax them rather than going there physically.

They are other complicated methods but i am prepared for the scan & fax methods for the time being ;)

I have seen members have already got good grip of other methods as well.

thanks for the questions as i got answers to some questions i was looking for.

Regards

Roberto

brog13 · Veteran Member

Hi Hector

Most of my bookkeeping clients are remote. I live in Reading, and one company drops off the paperwork, and others post (recorded delivery or courier) each week.

I then bring the accounts through to bank reconciliation, and E mail the clients profit and loss to date, creditors and debtors lists, and any notes and queries.

Before each month end, I e mail the company the supplier's statements, so that they can send them with the payment.

I also send out customer statements direct at the end of each month.

Each quarter I prepare the VAT return to send to the accountant, and in the weeks before, I keep the client informed as to the amount of VAT due to date.

And I have, I think, happy clients!

I think the best way to get a good bookkeeper is from recommendation, or as suggested , through the certified sites.

Good luck. Babs

Mrs_Fireeyestiger · Member

How do you deal with the Money Laundering requirements of establishing ID with Remote Bookkeeping? Do I assume that you have to have at least 1 face to face meeting so that you can confirm their ID or have I missed something?

Thanks