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  • James Flawith

    Member
    September 27, 2018 at 5:26 pm

    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