Services

Outsourced Bookkeeping Services

Rest easy at night knowing your financial matters are in good hands.

At Virtual BeanCounters our focus is always on helping our entrepreneur customers monitor profitability and improve cash flow. We strive to make sure you understand the gross profit implications on every sale transaction, and how every decision you make will impact cash flow. We also work with you to plan and see where the business is headed in terms of profitability and cash flow.

Turning your books and records over to the professional accountants, bookkeepers, and strategic advisors at VBC provides you with the ability to focus on the talents that got you into business in the first place, and not waste time and energy managing your finance division.

Tired of not really knowing your true financial position?

Get complete accounting and financial strategy assistance – from day-to-day bookkeeping to long-term business strategy and financial planning – with our comprehensive program that enables you to take advantage of an outsourced, top-to-bottom, full-service financial department with zero employee overhead.

Just think… no more unreliable bookkeepers, inaccurate financial statements, payroll tax problems, cash flow rollercoasters, and other accounting and financial headaches that keep you up at night. Our clients sleep better knowing Virtual Bean Counters can account for their numbers, 24 hours a day, 7 days a week.

Here are some ways we can help you:

Outsourced Bookkeeping and Accounting Services

Daily and Weekly Bookkeeping

We assign a dedicated team of bookkeepers and accountants to your company who can provide the following services:

Accounts Receivable — prepare invoices and/or statements, receiving payments, posting deposits. We will review your accounts receivable aging on a regular basis to keep you apprised of slow paying customers. Updated accounts receivable aging reports are available at the end of business daily.

Accounts Payable – entering your vendor invoices as bills on a daily basis, and preparation of a weekly vendor payment checks for printing. The lead accountant assigned to your team will conduct a weekly phone call with the owner to review the unpaid bills, with a brief analysis of your current cash position and short term cash needs, so that you can control your cash outflows. Updated accounts payable aging reports are available at the end of business daily.

Payroll Services – we will either process the payroll using QuickBooks, or record the payroll processed by your third party provider – includes complete recording of gross wages, employer taxes & other payroll expenses, and payroll liabilities. Payroll tax returns are reconciled to general ledger accounts. If job costing is an integral part of your business all payroll job costing will be entered with each payroll.

Banking Activities – bank account activity is updated daily in your accounting file, so that you always know your available cash balance. On-line “read only” access to your bank and credit card accounts enables us to view and download transaction history. This “read only” secure access gives you the peace of mind that all transactions have been recorded so that you have up to date balances. Banking, credit card, and loan accounts are reconciled to the corresponding statements each month.

Reporting – One of the cornerstones of our service is providing business owners with accurate, up-to-date meaningful financial reporting. Once we have an in depth understanding of your business and what the key performance measures are, we work with you to understand what reports you should be looking at on a daily, weekly, and monthly basis. Just as important, we work with you to make sure you understand what the reports are telling you about your business. These reports could include any or all of the following, configured specifically for your company:

  • Income Statement – monthly, year-to-date (by division or location, by department or revenue stream)
  • Sales reports – broken down by rep, employee, division, territory, or whatever is important to analyzing your business results
  • Job cost reports – summary, detail, month, year-to-date, or broken down as indicated for sales reports
  • Balance Sheet
  • Statement of cash flows
  • Receivables and payables aging reports
  • Reconciliation reports – all bank accounts, credit cards, loans, inter-company accounts.
  • Payroll reports
  • General ledger
  • Actual vs Plan reports (if you have worked with us to prepare budgets or projections)

All daily bookkeeping processes and procedures are designed with your goals in mind – what reports, configured correctly, will help you run a more profitable business with improved cash flow.

Outsourced Financial Management and Controllership Services

Controllership

Controllership service provides a high level of review and analysis of your company’s financial data, ensuring accuracy, completeness, and peace-of-mind. The controller oversees the monthly and quarterly closing process so that accurate, high-quality financial statements can be generated. Some of the activities listed under bookkeeping services are actually controllership services we have built in to ensure the accuracy of our work. At the end of the month we reconcile and update every balance sheet account, including bank accounts and fixed assets and accruals. At Virtual BeanCounters Inc we also deploy our Accuracy Checkpoint System internally to catch any incomplete or inaccurate daily data inputs.

We strongly believe that we cannot offer quality outsource accounting services without controllership services, so often we include them in your monthly fee when your business requires tracking or reporting in any of the following areas

  • Cash management
  • Accrued Expenses and/or Payroll
  • Revenue accruals or deferrals
  • Prepaid expenses
  • Work In Process (WIP)
  • Inventory
  • Planning – budgeting or forecasting
  • Fixed Asset reporting and depreciation

Chief Financial Officer

Our CFO services enable growing companies to quickly and cost-efficiently fill any gaps in corporate financial planning and services. Much more than just a bookkeeper or accountant, this is a high-level, strategic planning partner with the expertise and experience to help plan and implement the next growth stage of your business.

With the expense of hiring an in-house CFO running way outside the budget of most small businesses, our strategic CFO services enable you to take advantage of all the benefits of having a CFO on staff at a fraction of the cost.

Our CFO services can include:

  • Strategic planning
  • Key performance indicator evaluation
  • Budget planning and preparation
  • Cash flow strategies
  • Banking and lender relations management
  • Exit strategy planning

…and more