Bookkeepers

Build Your Income / Get New Clients

Increase your value as a bookkeeper

Learn exactly how we deliver outsourced bookkeeping using a paperless
work flow system and bottom up delegation and then learn how to turn
this knowledge into new income

“How to Find the work and
then deliver Outsourced Bookkeeping”

• Connect with CPAs’ who need to hire you as an outside contractor
• Find new business clients looking for an outsourced bookkeeper
• Double your productivity - see how we get 8 hours of work done in 3.5 hours a day. High productivity = high pay.

Work At home bookkeepers who want more contract work from a local CPA firm:

Every year my husband trains CPA firms nationwide on how to run an outsourced bookkeeping business. (See www.kctruby.biz for details) Many of those CPA are looking for bookkeepers who are self starters, who can work from home with out constant supervision and who can produce quality reports for their clients. If you would like to become more ‘attractive’ to these CPA firms that are located all across the USA, attend this conference and learn how our outsourced accounting system works. We are NOT guaranteeing you employment. However if you want more work, at the end of the conference, we will provide your name to our entire list of CPA’s. We’ll also provide you with the list of the CPA’s in your market area who provide outsourced accounting services.

Bookkeepers that work at an Accounting or Bookkeeping firm and want to increase productivity.

If you currently are employeed at one of the firms using the ‘Paperless Work Flow’ system to deliver outsourced bookkeeping – then you MUST attend this training. Finally you will be able to get a real handle on how the bottom up process works. Remember ALL income and personal fulfillment from our work is driven by our productivity. The more we accomplish and the more people we help – the higher our income. It is up to us, not our boss when it comes to pay levels and job satisfaction.

Home based bookkeeping service that desires more income by offering outsourced services directly to local businesses.

If you are self employed and looking to build your company, attend this conference. The systems we use will help you move into larger clients. For example many bookkeepers using the paperless work flow concept set their lowest fee at $500 per month and go up from there. In our office we bill our clients a minimum of $20,000 per year. You’ll see how yoo can too. If you want to hire people to work under you, this is especially critical training. You’ll see how to hire other bookkeepers, track the quality, work finished per hour and maintain performance standards.

This is not bookkeeping training
We assume you already know how to do books.

Buy this training if you want to work less and make more money

 

Written and presented by Linnea Truby. Lin (pictured here in her back yard on the beach in Encinitas, CA) started her outsourced bookkeeping business four years ago. In that time she has built a firm of 47 new clients paying her between $1,500 and $3,000 a month for real time outsourced bookkeeping. Linnea is a Certified Bookkeeper, QuickBooks Certified Pro Advisor, author of “QuickBooks Made Easy” the seminar system that over 300 accountants use to present QB sewminars as a marketing tool. She also wrote the process and procedure manuals for outsourced bookkeeping used at www.CashCowAccounting.com

We have over 150 CPA firms that use our paperless work flow system. All 150 hire contract bookkeepers to work from home on a part or full time basis.

You’ll receive a our entire internal operations manual. This is the exact manual Lin uses to deliver outsourced bookkeeping for her 47 clients. Since all her work is completed by ‘out of office’ contractors – we must have everything in writing. You get those written checklist, processes and instructions during this conference.


The conference is divided into 3 sections…

1. How to find CPA firms and business clients that want to use your outsource services
2. The bottom up work flow that allows us to get 8 hours of work done in 3.5 hours
3. The technology we use including paperless overnight document mgt system.

Most bookkeepers and accountants who attend this conference work at a public accounting firm and are coming to the conference to learn how they can get 8 hours of work done in 3.5 hours, how to manage the bottom up work flow process and how the paperless overnight work flow system functions. The majority of this conference is dedicated to the technology of outsourcing bookkeeping.

However we will reveal the results of our marketing efforts and research that got us so many grade A clients and referrals from so many CPA firms. My husband KC Truby will speak at the sessions on marketing. He charges $2,000 for a seminar ticket to sell out crowds of CPA’s. You can see his latest seminar at www.kctruby.biz - My seminar is a fraction of that price so you’ll get his best research without paying his high prices.

The marketing steps we use….

Question one: Do you need to advertise and market yourself. Maybe not. Start at the top of this list of tasks we use to build our bookkeeping business. You may never get past step 1 or maybe 2 and you’ll find all the business you’ll ever want.

So in descending order of cost versus reward here is what we know works to find a steady flow of good clients.

1. Local CPA firms send work to you. Become well known to a few dozen.
1. The 1 place to get a list of local accountants (From us FREE at this seminar)
2. 2 skills you must possess to get CPA’s to contract work out to you
3. 3 critical points to make in your sales letter to local CPA firms
4. How to prove your competent without a long drawn out interview and test period
5. 5 places we go to find accountants that have too much work and need to hire you
6. The 2 types of work that CPA firms will pay you the most for doing.

We have over 150 CPA firms that use our paperless work flow system. All 150 hire contract bookkeepers to work from home on a part or full time basis.

2. Bankers send work to you. Every banker has clients with bad books – your new clients.
1. 4 questions the local banker will have about you before you get a referral
2. When to approach the bank and what to say in your sales letter
3. When is it ok, to just walk in and talk to the banker
4. How do you come up with a list of local loan officers
3. Finding small business owners that will hire you
1. 5 types of businesses that make the best clients
2. 2 qualifying questions you must ask before doing work for a ‘new’ business
3. Why 20% of all businesses are prospects in any given year
4. The 2 things we do to make sure they call us when they have a bookkeeping failure
4. On line marketing for your bookkeeping business
1. Does it make sense to have a web site and how do you get one for under $250
2. 6 simple steps that will get your web site ‘in play’ from business owners
3. 3 strategies for using email to find new clients and the one step that makes it legal
4. 7 rules for using Google Ad words to find new clients for less then $25 a week.
5. The 4 steps and advertisements that work best for us with little or no money spent
1. What list of prospects works best when offering outsourced bookkeeping
2. The one on line classifieds that will bring in new business for free – every day
3. The ad copy we use that makes our phone ring with qualified prospects
4. When to use direct mail, where to print it and what to pay to get it done
5. What will happen if you send out 1,000 post cards looking for bookkeeping clients
6. When to use the newspaper and the 3 rules to keep your cost to a minimum.
6. Lawyer referral marketing: Most lawyers send bad bookkeeping to CPA firms, but you will occasionally find a client that needs 6 years of back books done before tax returns can be completed.
7. KC Sells for you – we mail a customized CD with an outsource sales pitch to all our prospective clients and referral sources. The CD can be done for under $5.00 each in lots of 100.
1. This one is for a promotion we did on QuickBooks seminars. But the outsource CD works well too.
2. We’ll give you samples of the CD at the seminar.
   
   

We’ll spend at least one hour on the process for getting the customer to say YES. Using a process we invented in 1984 for our own CPA when we taught him how to sell other clients. You’ll get the “Ducks In A Row” selling system: For outsourced accounting – a no rejection, no risk way to find out why clients want to buy, what they want to pay and when they want to start.

1. Set higher fees per engagement
2. Sell more services to current clients
3. How to bring in more new clients

We have discovered that those people who want to outsource – will buy your service quickly and easily. Those that don’t like the idea cannot be convinced within reason – so our focus is on ‘sorting’ not on ‘persuasion’ Marketing can be boiled down to…

1. Finding the people who are ready to buy.
2. Coming up with a way to easily explain how it works

Even if the prospect doesn’t buy now, your name and picture are waiting on their bookshelf, just waiting for something to go wrong with the bookkeeping. Then YOU get the call.

The 24 hour work day and why we don’t do any of the ‘real work’ ourselves.

The number one reason business owners buy outsourcing is to cut cost. The second reason is to remove the employee drama from their operation and the third reason is to get better accounting reports and analysis. To dramatically improve the quality of work the client receives, we have developed a 24 hour high speed business cycle that collects raw source documents all day and delivers posted work in the morning. NO ONE even comes close to this level of service and value. You will see every detail of how we get this done by using workers outside of our office.



You may see yourself in the delivery cycle and want to do the data entry or review. You might even decide you want to manage a block of outsourced clients and delegate the work to others. You will have the tools to go either direction after you leave this 3 day conference.

How the process works so well…. The client (that we call the SME, small medium enterprise) faxes or scans all source documents during the day. These documents are named (you are now paperless) by a service called Paperless Overnight (15 cents) and then sent into our work flow process to be recorded. We expect the people at the bottom of our skill chain at $8.50 hr (working outside our office) to accomplish 80% of the work Any task that takes over 2 minutes is judged difficult and moves up one level to our mid range staff (home working accountants at 12.50 to 16.00 an hour) The home worker can bring the task up to 95% to 98%+ completion. At this point, retired CPA’s in Florida and Arizona review the final work for a few minutes each day at $20.00 to $24.00/hr. By the time the transaction is 24 hours old, 3 to 4 people have ‘passed eyes’ over the event. That’s a lot of quality review.

In our firm, Lin’s CPAs’ provides simple financial analysis and advice to her utilizing the 80/20 rule. (We call this process 5 Minute Books and will demonstrate how it works for your customers during the conference.)

What we are looking for are areas of interest to point out to our clients -The 20% of their business that makes 80% of the money, and how to stop doing everything else. This 80/20 analysis is what makes Lin look like a genius on her weekly or monthly call to clients. The feedback is easy to give and very helpful to clients who aspire to greatness. This ‘advisory’ service is the added value that keeps our office out of the ‘lowest bid’ syndrome.

The bottom up work flow is tracked on a document management system

How we get 8 hours of work done in 3.5 hrs

The tactical steps for setting up and delivering the outsourced service
We will provide you with flow charts and check lists that your staff will use to set up new clients. This will save you hundreds of hours over the first year.

• The first step – setting up your own office so you can practice the virtual concept without fear of failing
• The methodical process we use to set up new clients
• How to use the JING software to create help files so you may transfer knowledge to your staff at ease (Very Important)
• How and why to use the on-line banking features and how to get set up with local banks
• How and why to use on-line bill pay
• How and why to use a merchant account with QuickBooks and how to help your clients
• Review of new-client-set-up checklist and how to implement the steps
• Review of 100 most common items in every business and how they work in QuickBooks
• QuickBooks set up details that match the 100 list and the clients business
• How to set up the fax and scanner at the clients office
• How to set up the Paperless Overnight service
  
  

The QBC table of contents pretty much explains the details of what you will take away from this training. This manual is the equivilant of a franchise operations manual. No details are left to chance, you get everything we know on how to operate an outsourced bookkeeping business.

Overview of Accounting Online................................................................................................................................................. 7
The Opportunity..................................................................................................................................................................... 7
Definition .............................................................................................................................................................................. 7
Why the Business Model Makes Sense........................................................................................................................................ 8
Why your Clients will Buy this Service........................................................................................................................................ 9
Questions & Answers to AOL................................................................................................................................................... 10
What Kind of Growth to Expect............................................................................................................................................... 11
Who Are the Players?............................................................................................................................................................. 12
Job Descriptions for the People in your Office.......................................................................................................................... 13
Distribution of Bookkeeping Labor........................................................................................................................................... 14
What Now?........................................................................................................................................................................... 15

The Opportunity:

In a down economy business owners are looking for a way to cut cost and get actionable information from the accounting data. Information that can be used to run a better business that generates more cash flow. Our business proposition to the small business owner is ‘Let us do your books on a part time basis as an outside contractor – you’ll save about 50% over an in house bookkeeper and get better numbers, every morning” We have trained over 200 CPA firms across America to offer this service and most are looking for additional staff right now. Using the paperless work flow, you can

Definition:

Outsourcing can be done with ‘after the fact’ bookkeeping where you might charge $495 a month, or like we do, replace the full or part time bookkeeper and provide real time bookkeeping. The business owner can’t tell you work down the hall not down the road. The important thing to remember is that we do not have to handle paper. The Paperless Work Flow system takes the biggest problem of accounting out of your hands.

Why the business Model Makes Sense.

If managed properly you will net 50% of the gross revenue. If you are looking for an accounting firm to work for, this is a great way to generate a decent hourly rate from your home.

Why clients buy this service 6 Reasons small businesses buy outsourced bookkeeping

1. They can cut cost by up to $50,000 per year when they outsource the bookkeeping function, as compared to a full time in-house bookkeeper
2. They can cut employee drama and management time to zero
3. They can access accurate, current numbers every morning – numbers that allow them to manage using the 80/20 rule so they can focus on what they do well
4. They can see their net cash flow double in 120 to 180 days, when they use good financials and focus on their strengths, rather than chasing the squeaky wheel
5. They can prosper because their accounts receivable are accurate and timely
6. They can have a handle on their cash position at all times and expected cash flow

What kind of growth can you expect?

If you are looking for work from a CPA’s office you will find 2 to 5 hours of work a day rather easy. If you want to do the books for some clients on your own, you can expect to bring in 1 to 3 new clients a month between $500 to $2,000 per month in revenue

Who are the players?

You’ll learn the position of the DOT who names pages in the paperless system, to the data entry staff, sr. bookkeepers who review the work, up to the CPA who works with the clients to make sense of the numbers we provide.
Job descriptions for the people in your delivery pyramid. Job descriptions and task check list make it easy to hire and manage additional help if you decide to grow your business.

Distribution of bookkeeping labor

We believe that the TEC should do 90% of the bookkeeping task, the Sr. Bookkeeper 10% and the CPA or Owner of the firm does that last 2% that is value added.

SECTION TWO: How to Get Set Up In Your Own Office and Why This Is a CRUCIAL First Step
AOL Master Checklist – Best Practice for the Back Office............................................................................................................ 17
The detailed check list of how we set up a new outsourced client. This is a guideline that will walk you through the entire process from A to Z.
Operating System Minimum Requirements................................................................................................................................. 19
Internet Explorer 7 or Higher.................................................................................................................................................. 19
High Speed Internet............................................................................................................................................................... 20
Dual Monitors........................................................................................................................................................................ 22
MSN Instant Messaging (IM)..................................................................................................................................................... 24
Right Networks ASP Service..................................................................................................................................................... 26
Latest Version of QuickBooks.................................................................................................................................................. 30
Paperless Overnight Document Workflow System (PWF)............................................................................................................... 31
Paperless Overnight Master Training Checklist........................................................................................................................... 33
Paperless Overnight Detailed CheckList.................................................................................................................................... 35
QBC Sets-up New Client on PWF.............................................................................................................................................. 39
How QBC Communicates Problems to the CEO and Vice Versa...................................................................................................... 44
Entering Customer/Vendor list for new SME.............................................................................................................................. 48
Scan Snap Scanner................................................................................................................................................................ 52
How to Create Help Files Using Jing......................................................................................................................................... 57
Fax to Email Service - MaxEmail................................................................................................................................................ 60
MaxEmail Lite:....................................................................................................................................................................... 61
MaxEmail Plus:....................................................................................................................................................................... 61
QB’s Online Banking/Bill Pay................................................................................................................................................... 65
Outsourced Payroll............................................................................................................................................................... 66
Merchant Account................................................................................................................................................................ 67
QuickBooks Merchant Account............................................................................................................................................... 67
Intuit Merchant Services........................................................................................................................................................ 68
Checks Net........................................................................................................................................................................... 69
Invoicing............................................................................................................................................................................... 71
OnLine Meeting Service.......................................................................................................................................................... 73
Got VMail............................................................................................................................................................................. 75

The Technology - low cost and simple to run,

it allows us to go virtual and hire anybody anywhere. On the first day you will learn how Lin and KC spend 1 week a month on vacation somewhere around the world and no one even knows they are gone.

Answering the phone in a virtual business with GotVmail.com

Why answer the phone? They don’t even answer the phone at the phone company. For $9.95 a month – you have eliminated the receptionist position.

Go Paperless Overnight – but NOT on your own computer

• Name pages for 15% of cost- naming pages normally costs you more than software
• Learn 3 ways to move your business paperless and the one way that works best
• Access any piece of paper in 3 clicks and one second
• Know everything happening in your firm - all the time from anywhere
• Learn how to get 8 hours of work done in 4 hours with PDF files & 2 screens
• Share a document from a job site with both staff & customer at once

If you have read the Emyth and wish you could build that business / watch this!

Learn how we use voice & video recordings linked to work papers to create a set of ‘how we do it here’ instructions. The process is so cheap and simple it is amazing, but you have to see it in action to understand how it works. You can have a complete manual on your internal processes and procedures in under a month at almost no cost or business disruption. Many business owners have been looking for this answer since 1987. 24 CPE Credits / Limited to 100 attendees

Access your QuickBooks from home, work, on vacation or customer’s location – let Intuit mail your invoices, post credit card payments, etc.

• Never worry about backup, virus, theft or servers going down, with an application service provider. These are giant computer centers that rent space to small business.
• 5 reasons to move your accounting software to a ‘ASP server farm’
• 3 cost cuts you will enjoy when you can get to accounting from home, job site or vacation
• Our choice vendor after 8 years and a dozen failures – name and phone of who we use

Go To Meeting - the $49 a month Gas Saver

• Every week we have dozens of meetings with clients to review work in progress.
• We don’t drive to the customers and they don’t come to my office. We are virtual.
• We link to my PC or the Customers and share our screens.
• In 15 minutes we accomplish so much work that driving an hour is just stupid.
• We use the service to train and manage staff, support customers and as a sales tool.
• You will see exactly how it works and why you should buy this service.

The 3 screens I use in my own Virtual Company

• This is the authors desk top, 3 screens hooked to one cheap PC
• All software is accessed from remote servers / cuts computer cost
• One phone line and a digital voice recorder for communications
• Learn why that’s all you need in a virtual office
• See all these low cost / high productivity processes in action

• Learn how the author runs 4 businesses with 65 employees in 4 countries
• Discover why we are so good at this - we have taught 1,425 CPA firms and 1,500 small businesses on our processes


SECTION THREE: FORMS TO SET UP NEW CLIENTS........................................................................................................................ 78
Forms Checklist..................................................................................................................................................................... 78
How to Set up your New Client – Master Checklist..................................................................................................................... 79
New Client Setup Checklist..................................................................................................................................................... 80
FORMS................................................................................................................................................................................. 81
Contracts............................................................................................................................................................................. 89
Control Task Checklist............................................................................................................................................................ 90
The 100 Transactions Performed in the Bookkeeping Cycle.......................................................................................................... 91
#QB Packet.......................................................................................................................................................................... 93
AOL Standard QuickBooks Forms & Questions............................................................................................................................ 95
Set up Fax Machine.............................................................................................................................................................. 120
Set up Client as SME on Paperless Overnight............................................................................................................................ 122
Check List: On-site Initial Training.......................................................................................................................................... 123
SECTION FOUR: NEW CLIENT SET UP PROCESS........................................................................................................................... 124
CEO COMPLETES THE ORDER.................................................................................................................................................. 124
Back Office Work Flow.......................................................................................................................................................... 125
Models for Running a Normal Tax, Accounting, and Bookkeeping Business.................................................................................... 126
First 90 Days........................................................................................................................................................................ 127
After 90 Days....................................................................................................................................................................... 127
QBC TAKES OVER.................................................................................................................................................................. 128
QBC SETS UP SME AOL TECHNOLOGY AT YOUR OFFICE............................................................................................................... 129
QBC PLANS TO INSTALL AOL TECHNOLOGY AT THE SME OFFICE................................................................................................... 130
THE BIG EVENT STARTS HERE.................................................................................................................................................. 131
QBC GOES ON SITE............................................................................................................................................................... 131
QBC MEETS WITH THE SME - Review Accounting Process............................................................................................................ 131
CEO CHECK IN WITH SME....................................................................................................................................................... 134
CEO POINTS OF INTEREST...................................................................................................................................................... 137
SECTION FIVE: Understanding the WorkFlow Process................................................................................................................. 138
Putting the Pieces Together................................................................................................................................................. 138
Sample Skill Chain for an Accounting Office............................................................................................................................. 140
How to Find Qualified Help.................................................................................................................................................... 141

You’ll leave this conference with everything you need to deliver outsourced bookkeeping in a high speed business cycle. You will be able to offer your services to a local CPA firm. You will be able to easily find local businesses that want to hire you to work from your home. This is a virtual model that does not tie you down to a desk or schedule.

Outsourced Bookkeeping
By KC Truby
It started in 1998 when my bookkeeper quit without notice. She was the 3rd one in less than 2 years. At the time I had a small ranch company in Wyoming and ran a QuickBooks seminar business for CPA firms (so they could find sales leads). Both were good little companies but I could NOT keep bookkeepers.

When I heard that Sue was leaving I was pretty upset, we had spent a lot of time training and hiring and we paid her 25% above market rates. Yet once again I was faced with turnover. So we decided to fix the staffing problem once and for all, by outsourcing the bookkeeping department. With the help of my office manager I mapped out the work flow for capturing bookkeeping documents and wrote the instructions on how our books could be done at a local CPA office. The best technology we could find in 1998 included PCanywhere, flat bed scanners and terminal server on Windows 95. Compared to what’s available today we were working with stone knives and bear claws. We felt we had a great system on the drawing board but then the problems started.

My own CPA wanted nothing to do with outsourced bookkeeping. He had never heard of the concept and said the only way he would even touch it was at $125 an hour, his open CPA rate. Well that didn’t work for us so we kept looking. Finally after being turned down by 3 local CPA firms I found an unemployed bookkeeper moving to Wyoming and convinced him and his wife to start a new company, with me as the only customer. The good news is, it all worked out. Pretty soon the bookkeeper was using the process we invented to deliver outsourcing to my business and 7 other local companies.

This outsource plan was working and of course being an entrepreneur I immediately wrote everything down and invited a dozen CPA firms to Wyoming to learn how we did it. However somewhere in the translation we lost the skill to make the outsource concept work on a large scale for CPA firms all over the US. For the next six years we struggled to sell the training and solutions package to CPA offices.

The local CPA was faced with insurmountable problems in marketing and sales to business owners, finding the right type of staff person to make the concept work, and utilizing the work flow and business processes we invented. Bottom line – very few CPAs’ were making money. No matter what I did the business just could not get off the ground and running.

Just as I was about to abandon the entire concept as a business model for accounting firms, I met a pretty bookkeeper from Michigan at one of our conferences. So in 2006 the entire project changed.

I talked Lin into moving to California and starting a bookkeeping firm, following what I thought was a brilliant path to outsourcing. Of course I had a lot of advice for her on how to sell accounting and she got 10 new clients in the first year.  Then it all went bad.

Lin started working every single night until 1:00 in the morning. As a newlywed I was not happy about this new development. So I started watching over her shoulder on how she managed the work flow, quality control and customer service. Sales have always been easy for me, but this was the first time I saw someone actually do the work. I was shocked at what I saw. Her practice was a mess! “Who taught you how to run a practice,” I asked? Her reply was, “This is how all CPA firms do the work”. She learned this way of running an accounting firm from her 50 person firm in Michigan and those partners had all learned it from the Big 8 when they were fresh out of college, 40 years ago.

It became obvious that if Lin got any more clients she would be working 3,000 hours a year, late into the night on most and that this would be her life for the next 30 years. Even worse, at the end of 30 years she would probably have only accumulated $300,000 or $400,000 in billing. I told her, “Lin I hate to say this, but your business stinks. We have to change this ASAP.”

With the help of Indian software engineers and an expert in work flow process planning, we developed an entirely new way to run her accounting business. Over the last 2 years Lin tested and refined the process we call “Paperless Work Flow”, to provide high speed, low cost delivery of outsourced bookkeeping.

Our goal was to cut Lin down to 4 hours of work per day x 4 days a week and only 40 weeks a year. We also wanted a model that took 98% of the daily tasks off Lin’s desk so she could spend all of her time with clients. Best of all we needed a business model that we could scale, a standardized method that would hold together at 40, 100 or even 300 new clients – each paying her $295 to $495 a week.

We both hope to see you in Las Vegas in September for a chance to see how we get 8 hours of work done in 3.5 hours, work from home, and delegate with confidence that our team knows what needs to be done.

Change your life with the paperless work flow process for outsourced bookkeeping

Reservation Form: Complete this page on line and click submit, or print the form and fax to 815-550-1128 OR mail to 5 Minute Books, 1692 Neptune, Encinitas CA, 92024 OR call Linnea Truby at (760) 487-1493 directly. If the phone is busy, leave a voice mail with the best time for KC to return your call. He will answer all your questions personally. This is the most advanced, intense training we have ever delivered. It is 85% new material and 100% based on the results of our most successful bookkeepers and accountants over the past 2 years. The seminar fee includes all the operations manuals we use for the delivery of outsourced bookkeeping.

Questions?  Email to lsbaumbach@netzero.net or call (760) 487-1493

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