virtual accounting - HOW IT WORKS

WE GOT THIS

 

KYB has a proven, proprietary process that has been helping small to mid-sized businesses grow since 2005.

1) CONSULTATION

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First we talk, so we can start to understand your current and future situation and business requirements: where you are today, your growth goals, etc.

We take a look at your current accounting environment via guest access to your books.

2) ASSESSMENT

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3) DESIGN

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Based on the information you’ve shared in steps 1 & 2 above, we determine the scope of your needs and prepare a draft version of your customized set of deliverables.

We review the scope together and adjust as needed. Once finalized, we provide you a fixed-fee, monthly price quote.

4) ADJUST AND CONFIRM

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5) LAUNCH

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Upon contract execution, we’ll get you up and running within 3-5 business days, starting with a phone call to meet your assigned, dedicated account team.

We manage the accounting, so you can
focus on your business.

6) we'll take it from here

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GET ACCESS TO THE LATEST TECHNOLOGY

When you work with KYB, you get all the latest technology for billing, payroll, time tracking and more!

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FREQUENTLY ASKED QUESTIONS about outsourcing accounting and bookkeeping service

GENERAL

Q: WHY SHOULD I USE KYB INSTEAD OF HIRING MY OWN IN-HOUSE BOOKKEEPER?

There are many costs involved with hiring, training, and retaining a permanent in-house staff person. You must consider the overall cost of employing a bookkeeper, including overhead costs, vacation time, insurance, equipment, training, and the risk of supervising a function you are not an expert in. Bookkeeping is our only business and our staff are supervised by our managers. We assign duties to the staff best skilled to accomplish each task. We have developed systems and procedures that work which we customize and document for each client. Our team approach of training multiple staff on each client will make you less vulnerable to turnover than with an in-house bookkeeper.

Q: WE ARE A SMALL BUSINESS. WILL OUTSOURCING WORK FOR US?

Technology has evolved so much over the years and Keeping Your Balance uses it to make outsourcing a reality for small businesses. We add value by adding the professional aspect of an accounting department available to our clients without the cost of an in-house team. Keeping Your Balance are members of The Sleeter Group, a national organization of bookkeeping consultants, which keeps our finger on the pulse on what’s new and exciting.

Q: IF WE HIRE KEEPING YOUR BALANCE, DO WE STILL NEED A CPA?

Some of our clients are able to use our services exclusively and for others we recommend they have an outside CPA. If you need one, we can connect you to a few that we love to work with. If you already have a CPA, we are happy to work with them and they will be grateful for accurate data that they can really use to make tax planning and preparation run more smoothly.

SECURITY

Q: WILL MY BUSINESS DATA REMAIN CONFIDENTIAL?

Data protection is the most important aspect of our business. We have implemented very high levels of security to protect the confidentiality of your data. All financial documents are stored on our secure server and we keep very little paper in our office (we love shredding!). At Keeping Your Balance we take great care not to email attachments containing confidential information and strongly encourage our clients not to do so as well. We provide the necessary tools to interact with our office in a secure environment. Our clients can rest assured that their sensitive financial information is kept under lock and key and completely confidential.

Q: WON'T I LOSE CONTROL OF MY BOOKS IF THEY ARE DONE BY AN OUTSIDE SERVICE?

If your books aren’t being done accurately, you are not in control of them. With Keeping Your Balance you can feel comfortable because we can work with you to put controls in place to reduce your stress.

WORKING TOGETHER

Q: WHO WILL BE MY CONTACT AT KEEPING YOUR BALANCE?

Keeping Your Balance will assign you an account manager as well as a bookkeeper so you have a main as well as a backup point of contact. We want to ensure that you have timely responses to emails and requests so we make sure each client has at least 2 internal points of contact.

Q: DO YOU COME ONSITE TO DO OUR BOOKS, PAYROLL, OR TAXES?

Keeping Your Balance offers offsite, outsourced solutions and do not work onsite at our clients offices. We are happy to accommodate special requests from time to time to attend a board meeting or satisfy other one-off needs but we do not come on a regular basis.

Q: WILL MY VENDORS/CLIENTS KNOW YOU ARE SEPARATE FROM MY COMPANY IF YOU CONTACT THEM?

Keeping Your Balance tries to keep it as transparent as possible. We can have dedicated email addresses, fax numbers and even phone numbers; we work hard to give the feel of an in-house accounting department.

HOW IT WORKS

Q: CAN YOU WORK DIRECTLY WITH THE QUICKBOOKS ON OUR SERVER USING A REMOTE CONNECTION?

No, Keeping Your Balance requires direct access to your QuickBooks file, therefore we need to host it on our server or implement an online SaaS solution. We do offer 24 hour access to your QuickBooks file through our server so you always have access wherever you have an internet connection.

Q: PAPERLESS? ISN'T ACCOUNTING ALL PAPER? HOW WILL I GET MY BILLS/RECEIPTS TO YOUR OFFICE?

It’s Easy! There are actually several options.

  1. Scanning! This is our most popular option. Scanners have come a long way and can scan 20-30 pages per minute, then everything can be uploaded to our secure server and you can archive or shred your originals.
  2. Courier – we will set you up with a courier system to send the originals (or copies) to us, we will scan, store on our secure server and shred.
  3. Mail – you will mail us originals (or copies) to us, we will scan, store on our secure server and shred.
  4. Direct – have everything accounting-related sent to our office directly (by using our Market Street address as your billing address), we will work directly with your vendors to arrange online delivery of as much as possible.
Q: CAN WE TRACK VACATION, SICKDAYS, AND/OR PTO THROUGH YOUR PAPERLESS PAYROLL SYSTEM?

Yes, our payroll system can track it all and clearly detail on each employee’s paystub. Each employee will have a unique login to a secure website where they can access their paystubs directly and securely.

DOWNLOAD OUR FREE RESOURCES

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The Benefits of Outsourcing Your Accounting vs. Managing it In-House

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9 Reasons A Virtual Accountant Is Better For Your Business

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Why Cloud Based Accounting Is A Better Way To Go

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How To Hire A Full Service Accountant For Your Small Business

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