Hello Beverlee,

Thanks for your feedback. An update: after searching I decided to try to clarify my expectations with my current bookkeeper by creating a Bookkeeping Services Agreement. Here’s what it looks like:

Precision Tree Services Ltd

Accounting Department Task List

Current Challenges:

• Development and implementation of a per job/contract costing system
  • Jobber? No.
  • QBO? No.
  • Internal custom designed app
• Look to streamline the system, remove inefficiencies and redundancy
  • Can Jobber time tracking replace TSheets? No. Use TSheets API for time tracking in internal Precision App.
  • Is Hubdoc needed? Yes.
  • Does QBO work better for us than QB Desktop would? Yes. Remote access to financials. Current custom reporting.

Weekly Responsibilities

• Post payables to QBO from Hubdoc
• Create (raise) sales invoices to BC Hydro via Ariba Network as they occur
• Check that Jobber has synced with QBO successfully and make changes as necessary
• Generate and send AP, AR, and Credit Card Balances reports to James and PTS Executive Assistant (Lindsey) every Thursday
• Phone and email support as needed

Bi-Weekly Responsibilities

• Add new employees from completed TD1 forms and Direct Deposit authorization forms
• Run payroll
  • James to review and approve time in TSheets (or Jobber) every other Monday
  • Post time and run payroll
  • Forward manual cheques info to PTS Executive Assistant (Lindsey) for payment
  • Crate paystubs and upload to Dropbox (folder for each employee?)
• LifeBiz Customer Experience Manager Lindsey’s LBE hours (cost) moved to LBE – currently paid by Precision
• Prepare any ROE’s

Monthly

• Reconcile all bank and credit card accounts; to be completed by the 15th day of the following month
• Ensure the “Due To/From Life Biz” ledger is balanced with its counterpart in the Life Biz Books
• Transfer for “Precision Savings Plan” = 15% of all Revenues transferred from PTS chequing to PTS savings each month
• Remit and pay source deductions
• Remit corporate tax installment payments
• Post any accruals as required
• Review Loan balances and their terms
• Monthly meeting to review systems, policies, procedures and target improvements
  • Issues, improvements, performance

Quarterly

• WorkSafeBC reporting and remittance
• GST preparation and remittance

Annually

• T4 and T4A’s for all employees and contractors
• Year-end for the company completed by November 30th annually
• Respond to questions from the YE CPA

Notes

• Please ensure all correspondence addressed to precisiontreeservicesltd@gmail.com
• No payments or movement of monies in and out of any precision bank and credit card account will be performed without written permission from a signing authority on the account
• Monthly meeting, if necessary. An agenda will be created sent ahead of meeting for review. The Agenda will always start with a review of the Balance Sheet and P&L and bank reconciliation reports.

I have also been extremely diligent in limiting the communication with the bookkeeper. I had been engaging them for financial planning and strategy but have stopped using them for this service. I know consult my accountant on things like my “Precision Profit Sharing Plan.”

Hope this helps anyone else with bookkeeping issues.

~James