Frequently Asked Questions

1. What is Online Bookkeeping?
   Online bookkeeping refers to bookkeeping done via the Internet (and sometimes by fax ) by a person at a remote location rather than by an employee of the business. We use QuickBooks® Financial Software to track the data from the business. Our clients can access their data 24/7 through a secure internet connection.

2. How does Online Bookkeeping work?
   Our system uses internet based QuickBooks® and a paperless work flow management system. Documents are transmitted via a scanner, fax machine, or e- mail. The actual bookkeeping work is not done online, but at our office.
   

3. Why should I use online bookkeeping?
   There are four main reasons :

   1. Quality – There is a shortage of qualified bookkeepers. We take your books to a new level by having our data entry staff input your information. Their work is then reviewed daily for quality and accuracy.

   2. Security – We design an accounting system, complete with checks and balances. Although no internal controls are foolproof, having our system in place allows the business owner to do virtually all functions related to money management in a very short amount of time. This provides protection for the business owner from misappropriation or theft of business assets.

   3. Time Saving – Our clients can focus their time and energy on growing their business instead of paperwork. Someone once said “You can't be a secretary and a mechanic at the same time”. We take the headache of paperwork out of your daily grind.

   4. Cost- Most business owners do not know what it actually costs to have an employee do their bookkeeping. The cost of a bookkeeper is the sum of the bookkeeper’s wage and overhead costs. Overhead costs not only include benefits and office costs, but also the time it takes to train, supervise, and provide back-up for time off, etc. All of those costs are eliminated with outsourced bookkeeping, thereby costing less than an in-house employee.

4. Does Online Bookkeeping safeguard my assets?
   We do not handle your money. Our system is designed specifically for your business in consultation with you and includes a system of checks and balances. Although no internal controls are foolproof, having our system in place allows the business owner to do virtually all functions related to money management in a very short amount of time. This provides protection for the business owner from misappropriation or theft of business assets.

5. What does Online Bookkeeping cost?
   The cost is a little different for each business, but is based on a rate of just $15 per hour. The more transactions each month, the number of bank reconciliations, and the complexity of payroll all affect the time required and thus the cost. Our service can be performed for most small businesses with less than ten employees for about $30 per week, sometimes less. Of course there may be businesses that require only one hour per week or even less. Our initial consultation will examine your needs and both parties can reach an agreement on the fee. Remember, other thanyour setup costs, your first two months are free.
   

6. How can I compare the cost of Online Bookkeeping to hiring a bookkeeper?
   The cost of hiring a bookkeeper is often difficult to calculate. The direct costs are easy to calculate. This would be wages and payroll taxes. However, there are more costs involved. The easiest way to calculate the overhead associated with each employee is as follows: 1) subtract wages and salaries from your total expenses. 2) Divide the total wages and salaries by the number you calculated in step 1. This will usually be a factor of 2 or 3. Now multiply this factor by the hourly wage of your bookkeeper. This is the overhead that each hour of labor must carry in the business. Converting that bookkeeper labor to a sales person or administrative assistant will cause income generation in exchange for this expense.

7. Is outsourcing my bookkeeping cost effective?
   Outsourcing your bookkeeping is wise because it allows the business owner to have better information and spend less time on functions of business that don’t make them money. Surprisingly, outsourced bookkeeping is usually cheaper than hiring a bookkeeper. Also our accountants who review your account every day usually have more training and experience than an average bookkeeper. This means you get great value for the money.

8. Does Online Bookkeeping include payroll services?
   Yes. Our office prepares payroll on the pay frequency you have established for your employees. You have the option to print payroll checks or set up direct deposit for your employees. Direct deposit is the simplest, and pay stubs can be emailed to your employees. Our office also prepares all monthly, quarterly and annual payroll reports. We are an IRS Reporting Agent, meaning we can prepare payroll reports and send them directly to the necessary government agencies.

9. Do Online Bookkeeping services include accounts payable?
   Yes, we process accounts payable. Vendor invoices and bills are sent to our paperless system for data entry. Vendor statements are also sent to our paperless system for account reconciliation. Bills are paid by the client using or software or directly by voucher, company check or online systems such as Paypal. Bill paying is a separate function that is the sole province of the client unless separate arrangements are made.

10. I want to process accounts receivable from my office. Is this possible?
    You may process any portion of your bookkeeping that you desire, using any software or other system you choose. Our service fees are only required for services rendered. You do not pay for services we do not perform.
    

11. Can I use purchase orders with Online Bookkeeping System?
    Yes, we encourage our clients to use purchase orders for inventory type purchases. This means that your purchasing agent generates the purchase order. When the order is received, our staff matches authorized receipt documents with the purchase order and vendor billing in the QuickBooks® system.

12. I need my data available quickly. How will outsourcing my books help with that?
    All documents submitted by the end of the day are entered into your bookkeeping file by the following morning. You can receive a limited  selection of reports within hours of the opening of the business day. Month end closings are done within a couple of days of our receipt of bank statements and other month end documents.

13. How can I get financial information from your Online Bookkeeping System?
    We design reports you can review every day to make effective decisions in your business. The result is higher profits for your business.

14. Will I lose control of my assets and information if I outsource my bookkeeping?
    The goal of our accounting and bookkeeping systems are to give you accurate bookkeeping without surrendering control of your assets. We do not handle your money, make deposits or pay vendors, but we set up systems so you can perform these tasks and keep accurate records. Also, your information remains your property. We will return it to you without any hassles if you decide to discontinue your relationship with us.

15. Will I have to fire my current bookkeeper?
    That decision varies for customers that have hired us. Sometimes the bookkeeper is given duties that better match their skills, such as administrative assistant. Other times the bookkeeper position is eliminated and the employee is released from employment.

16. Who will work on my account?
    Each client is assigned an account representative who is available throughout the day and reviews your online file daily for accurate data entry.

17. What happens to the documents I fax to your work flow management system?
    Your documents are reviewed and verified by your representative then transferred directly from our computer to a secure CD or DVD which is kept in a secure location. We do not store your files on our computer or on the Internet. This gives you an added layer of security for your business information.

    We recommend that our clients place documents in a box or safe after faxing and scanning. When the box gets full, place it in a secure location. This is so you can easily retrieve a paper copy of the document, based on when you submitted it to the paperless system, in the event a fax submission did not come through clearly and the document needs to be resubmitted. We create a system of document identification that you include on each document which makes it easier to locate should we need additional information. It also keeps you from having to read every document when conducting your search. Our bookkeepers then enter the data from these documents into your file every single day that you submit documents.

18. My staff will need help with the QuickBooks® program. Will you train us?
    We provide training for all users during the first few weeks of setting up your bookkeeping system and for 60 days as necessary after that time period.

19. Will I need to back up my data?
    Our files are backed up daily. They also run on redundant servers. This means we have up time of over 98% and you no longer have to back up your bookkeeping system. Of course you may use any backup system you wish as another level of security and safety for your documents.

20. Is my data secured on an Online Bookkeeping System?
    Data security is an important issue to us. We use a nationally recognized application service provider. All normal security tools are in place on their system. Furthermore, you will have earthquake, flood, and fire and equipment failure protection.

21. Do I need to leave my current accountant?
    No, we encourage you to maintain a relationship with an accountant. We work with your accountant to maximize tax planning and transition smoothly to tax preparation.

22. Will Online Bookkeeping make it harder for my accountant to work with my business?
    Our online bookkeeping system simplifies data transfer to your accountant and auditor. We can even provide them with a login to your data if you prefer. The accuracy of our accounting and bookkeeping system will greatly enhance tax planning and tax return preparation.

23. Can my accountant/business adviser access my data file?
    You have complete control over the access to your data. If you would like your accountant or other advisers to directly access your bookkeeping records, we can easily set that up.

24. Do I have to sign a long term contract for your services?
    No. We require NO CONTRACT at all. Our initial setup process involves certain costs such as software license and initial data entry. Since we do not pass these costs on to you through our fees, we do ask that you pay two months of your estimated fee in advance which covers these costs. The setup fee is NOT REFUNDABLE but your first two  months of service is free. You may cancel your agreement with us at any time for any reason. Just complete our cancellation form which relieves us of further authority and responsibility once your documents are returned to you.
    

25. What happens if I want to cancel my Online Bookkeeping agreement?
    After the 90 days, if for any reason you would like to terminate our relationship you may cancel at any time. Upon your termination date, we return your file to you. Within two weeks (usually much sooner) we will send your paperless document images to you on a CD. All books and records remain your property.

26. Is outsourcing my bookkeeping right for my business?
    There are certain instances where outsourced bookkeeping is not in your best interest. Contact us and we can quickly analyze whether outsourced bookkeeping is right for you.

27. Will outsourcing help my business be more successful?
    Online bookkeeping should make your business more successful because: You will have accurate information daily to operate your business, all payroll reporting and financial reporting will be accurate and timely, and, your account representative will be available one hour each month for a strategic planning call with you. This service is included in your fee.

28. How can outsourced bookkeeping help my business grow?
    Online bookkeeping is a natural fit for growing companies. As our clients grow, we provide assistance for financing and important decisions. We can do the bookkeeping for multiple locations with ease. Most important, we provide accurate information timely, so you can make good decisions and spend less time on office issues.

29. How can outsourced bookkeeping help me manage my business better?
    We set up reports to give you information about what is going on in your business. We encourage our business owner clients to review that data as often as possible. Then, your monthly conference can be scheduled to discuss problems or issues arising from the information your reports contain..

30. What software does CSA Business Services use for Online Bookkeeping?
    We use several configurations of QuickBooks® and other software. This is not QuickBooks® Online, but a fully functioning version of QuickBooks®.

31. How long does it take for my accounting function to be transferred to your online system?
    We expect the system set up to take 2 weeks and the implementation process to take up to 90 days. Once the system set up is done, you can begin accessing your QuickBooks® through our online system and we will be doing all the data entry and processing. The implementation process is the period of time when we develop best practices for your business to get accounting information to us and we train your staff.

32. What equipment or programs do I need to use Online Bookkeeping?
    Hi-Speed Internet, Fax Machine, Fax Line, Current Year QB License, and E-Mail are all recommended but not all are required for Online Bookkeeping. You may also forgo a fax machine and fax line by using your computer connected printer or scanner and email account to send files. Contact us for details if desired.

33. I need help securing bank financing. Will Online Bookkeeping help with that process?
    We prepare business plans and financing requests for our clients as a seperate service. These bank financing packages can be generated quickly with current financial data from our Online Bookkeeping System.

34. Can you help me with income tax planning?
    We are partnered with firms that offer income tax planning and preparation of tax returns.

35. What other services do you offer?

    We offer bid consultation, personal or company resumes, Incorporation including registered agent services, inventory auditing, website design, installation and administration, grant writing, business pans, project management, and market research. We also offer company seminars and computer training.
    

36. We are constantly expanding our services to the small business owner. We also maintain working relationships with many other service providers who subcontract some of our services.

37. What if I have more questions?
    Please write, fax, email or give us a call so we have an opportunity to answer any questions you may have or discuss our services in more detail.