The Ambitious Bookkeeper Podcast

199 | [Q&A] Handling Clients, Cash vs Accrual, Inventory, and Solo Bookkeeper Vacation Planning

Serena Shoup, CPA Episode 199

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This episode comes from April’s Live Q&A session, where Serena answered various questions from bookkeepers about pricing strategies, software recommendations, financial statement presentation, and business growth challenges.

In this episode you’ll hear:

  • Learn how to confidently set your prices for bookkeeping setups and avoid undercharging
  • Discover effective ways to present financial statements that truly benefit your clients
  • Find out how to balance multiple professional identities on LinkedIn
  • Get strategies for taking a break from your bookkeeping business without losing clients

Resources mentioned in this episode:


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All right everyone, thank you so much for joining our April Live q and a. Ashley, if you'd like to unmute and ask your question, I see you're raising your hand. You can un unmute and ask or you can, um, pop the question in the chat. It's up to you. Hi, good morning, So I have new questions. Actually, I. So first I'm struggling to find a client because I just started, um, I am still starting my bookkeeping business. recently I just put in a resignation, so I decide this is the route I'm gonna go, but I don't have a client. so initially I, I was struggling to find client, but then I, there's a people who reach out to me said, Hey, this is, I want you to do, can you set up my book? do bed feed and, uh, and I will take over after you get everything said and done. And they think they can do it themself or their family member can do it. I can't argue for them, but at least, hey, they asked me, he asked, the, the owner asked me to set up for him. But now my question is, how am I gonna, how much am am I gonna charge them? So after this, the same question to probably four different bookkeeping group on Facebook. Man, the answer I got is even more confusing. It start from $25 per hour. That big variance, I think. Okay. Um, I think it's more complicated than I thought. Yeah. So I just kind of wanna hear your thoughts or other people thought, how, how am I going to structure this? Yeah. You know, especially since it's the first, my first client, I do not wanna intimidate when you ask a question to a group of other bookkeepers, like what they would charge, everyone has their own level of confidence in what they're charging. And so that's why there's such a huge disparity. And everyone is in like a different, some people are in a different market, right? So they have a different type of client base. All of that plays into it. But the biggest thing that plays into the disparity in pricing is people's confidence level in understanding their value. And that's not something that you're just gonna get to overnight, most of us, right? So I definitely wouldn't charge $25 an hour. But for you, I would reflect on how much, since it is one of your first clients, you probably do wanna do an hourly rate, especially for a setup cleanup type situation. and then as you. Execute that new one. That first one, you'll kind of get an idea of how long things take the questions that you're gonna have to ask. It's all gonna be a learning experience. So it's really up to you what you're comfortable charging someone as you're learning, but also charging what the true value is. so I, I always try to say like, look at. What you wanna be paid per hour and increase that by 20 to 30% because you also have some overhead running your business. And start with that and see how that feels. And then the other piece of it is being able to actually verbalize a price to somebody is difficult if you've never done that and you're starting out. So I would suggest actually practicing that in front of the mirror. So whatever price you decide on. Talk to yourself in the mirror and say, this is the price for X, Y, Z, and you're probably gonna feel uncomfortable. You should feel a little bit uncomfortable. Otherwise, if you don't feel uncomfortable saying a price, and it's your very first client, you're probably undercharging. So I know it's, I'm not giving you an exact number. But everyone charges differently for their setups. Every business also has different needs during the setup. So it depends on the complexity. So a lot of our clients are really, really simple when we're doing setups.'cause they're brand new businesses. They have maybe a handful of revenue streams or maybe just one or two. they don't have sales tax. They may not. Have employees because they're just starting out. So that makes a setup super simple. And so we don't charge as much as I would've would charge a company with multiple locations, lots of employees, sales, tax, integrations, all that kind of stuff. So I hope that helps. Yeah, it, it does actually, this owner being, um, just to give you a little bit background, I didn't, um. So he is actually commercial property owner. He owns probably five location. Um, uh, uh, his property is located in five different locations. He said, uh, he's been using Wave, the software Wave. I never used it before. He basically just use Wave, uh, hire a and just only generated here now. There's no balance sheet whatsoever, for three years. So he said probably like 150 transactions per location, per month. so that's, that's I I, sounds like there's a lot of transactions to me. Mm-hmm. Yeah. There might be a lot of transactions. And so are you doing a setup and going back in time to just like recreate everything because he was in wave. Yes. I'm not sure. I think that's some of further communication I need to, need to have with him because,'cause he was just only set up. My understanding is set up is just to set up a chart account, do best feed, get everything, uh, up and run. But as far as reconciliation for the past three years, or categorize. In the proper way. That would be, I would think that that would be different, would be additional go above, beyond, uh, from addition, uh, initial setup. Yeah. Am I understanding right? Yeah. That would be an addition to just initial setup. So there's like the price you would chart, and that's probably why you got such a. Huge disparity in pricing discussion is there's a difference between just setting up books for somebody and like setting up the initial account, linking their bank accounts and just, you know, setting up their chart of accounts and maybe some reporting stuff for them versus, actually setting up their books and either doing a catch up where you just go back in time and recreate. However many periods, whether it's a year or a few months, the kind of my rule of thumb with it, I do have a discussion with the clients. I would ask, okay, gonna set you up? How far back do we want to bring in information into these new set of books? Because they have everything in wave. But when did, do they have everything caught up in wave through the end of the year and they just wanna keep everything there? And start fresh for this year, or do they want you to go back to 2024 to bring all the information in? All that kind of stuff. Okay. That's really helpful. Uh, one following, just one following, question is, um. Sometime, you know, I know some clients mentioned that they ask, I just hear other people's conversation. They, they said, oh, my bookkeepers charge every minute questions that ask them. They're kind of really not happy about it. And they said, I just overheard, one of the owners said, I just showed her email and then she ended up charging me like a one hour's read or something. So I don't know. You know, for example, when you assume that I already have this owner's business set up and up and run, and if he has questions regarding the setup, do I need to charge actuaries extra, uh, monies or is actually free with the service? Yeah. The way that, the way that I do my setups, if we're not gonna continue the bookkeeping for them, and they're going to either have it in-house or do it themselves. Mm-hmm. I typically offer them 30 days of communication so that they have 30 days to ask all the questions that they need as they're getting up and running. there's also the component of adding a training package to it. So not just the setting, but also. Or set up, but also, you know, training them. So offering a number of training sessions, which you'd wanna price out also at either an hourly rate or more, especially if you're gonna give them the recordings, which I would suggest doing so that they're not continuing to come back to you. so these are all things that play into the pricing. So a setup could end up $5,000 thing if you're also training them. Creating. Mm-hmm. Procedures for them and all that kind of stuff. And then offering 30 days of support. so that's the way that I like to do it, because I don't want people to feel nickel and dimed. I don't typically charge. For communication when the client works with us. But if they're not gonna continue to work with us, it's good to, to set parameters around that and boundaries of, okay, you have me and un un you have unlimited communication with me for 30 days, and after that, you're on your own, otherwise you're gonna be paying for, you know, I'll, I have links on my calendar that people can book at a, at a paid rate in that case. So that's also an option. That's a good idea. Thank you so much. You're welcome. Yeah. So I'm gonna go back to the chat and look at some questions. Let's see. Kelvin says, question about when to recognize income received through a POS or a merchant services processor. Sometimes a credit card transaction date falls in a different month Then the deposit date. Funds into a client's bank account with cash basis accounting. We recognize income when the client has access to the funds, correct? Yes. So typically the way that we handle bookkeeping is we always enter things into the system with the date of like what's on the source document. So technically we're kind of doing accrual accounting, but we can run. Reports either way in zero. And so that's kind of, that's just how I do it. I know in QuickBooks Online it's a little more, I. Difficult to get accrual versus cash correctly unless you're entering things as cash basis. But then you don't really like have an option for an accrual basis report in that situation. So depends on what system you're in. This is one of the many reasons I love Xero is because we just, and we just account for things as if the client is pretty much accrual basis. We don't. Do journal entry accruals for most of our clients, unless they are actually wanting accrual, true accrual financials. But as far as the day-to-day transactions, if we have a bill. We have, information from the POS system integrated. It's gonna come in at the date of the transaction and then it's just gonna show as an outstanding deposit on the bank reconciliation or whatever. So that's my process. but you are correct if you are actually doing cash bases accounting, you want to recognize things when they hit the bank. And so if that makes things simpler for you, especially if you're in QuickBooks online and the client has no desire to have accrual financials, then absolutely just wait post those, receipts when they actually hit the bank. so I hope that, I hope that helps. I. Ashley asks, what software do you recommend to use for receiving payments? I heard memeo and bill.com. it really depends on the industry of the client and what, what they need. I've never used Bill or Memeo for receiving payments, among any of my clients. Most of my clients use Stripe and PayPal. or GoCardless for, so, and that, that's what I use as well. It integrates into zero. It takes a CH, you can do auto recurring payments and things like that. but I know you can do the same thing for Meow and Bill. So I would just evaluate the pricing among the softwares that you're looking at and how they integrate with the software that you're wanting to use. And I don't know if you're wondering for clients or for yourself, but that's how I would approach that. I, I'm, I'm assuming MEO is cheaper. Another option is Pluto, P-L-O-O-T-O. And I know their transaction fees are a lot lower. Alyssa Lang, the workflow queen has a whole blog on that. So if you go to workflow queen.com and. Go look at the blog. I'm sure you can search Pluto and get the scoop on all of that. Terry says, what is the best way you handle inventory when the client doesn't use the inventory process in QBO or use any inventory software? Would all expenses that come through the bank feed go to inventory that are inventory related? Then after a physical account is done, is that when the inventory and COGS adjusted to actual, yes. Actually, I think I covered this on last month's q and a, the exact same question. but yeah, so most of our clients, like I said, they're not officially accrual basis clients. They don't file taxes, accrual basis. the rules around keeping, keeping inventory on the balance sheet and reporting that for tax purposes are, like you don't have to do that until the client is making like 20 million a year for three years or something like that. Don't quote me on the exact amount I need to look this up to make sure it hasn't changed, but it's like an astronomical amount compared to our small clients. So I usually ask the client how they want to see inventory. Generally, they're keeping inventory in their Shopify or whatever, and they're managing their inventory in house. All of our clients are, are small enough that they don't really have to worry about control processes like inventory control because they don't have other people in the warehouse. however, when you get a business that does have. Other employees in the warehouse, you, that's something that I would discuss with a client is making sure they have proper inventory controls to make sure there's no theft and things walking out the door. but yes, what you explained is periodic inventory and that is exactly how we handle it. Well, almost. I personally prefer to put everything to cost a good sold. And adjust to inventory, um, to back it out of cost of goods sold for whatever's left at your end. but you're, it's the same effect of what you're doing, so you can put it to inventory if you want. The problem that I have with that is I. A lot of people don't pay attention to the balance sheet. And so if you aren't doing a period, if you're not doing a periodic count until quarter end or maybe even year end, it's gonna make the client look profitable all year. And you don't want, them to think that they're super profitable all year. If then at the end of the year you're gonna take all of that out of inventory and put it in cogs. So my preference is to actually book everything to cogs, so it shows up on the p and l, the report that. Business owners are more likely to look at than the balance sheet, and so at least they have kind of an idea of what their cost of goods sold is from pur, from the purchasing standpoint. Throughout the year. And so that's how we look at it with our clients. And then when you look at it at the end of the year and take an average, that's their true, their true gross profit margin. So that would be my preference, is to change the process slightly for you and actually book, all the purchases to COGS throughout the year. Christina says, hi, Serena. Are you planning to add more paid workshops in the future to the website? For example, how you manage payroll with gusto? Thank you. I haven't thought about that. I'm open to suggestions on things like that, that people need. I absolutely let me know what you guys are struggling with. that would be a great, little workshop to do on managing payroll for Gusto. However, I don't actually manage payroll for any of my clients these days. What we do is, and I'll just give you kind of like a little rundown of the process. We manage the integration and make sure everything's flowing through correctly to zero. So I will facilitate the payroll setup. So depending on how savvy and involved the client wants to be, we will set up their Gusto account, we will. Facilitate, making sure they're answering all the questions. I will go in and answer and do as much of the setup as I can for the client. And then I ask them to log in, sign the documents, do all the things that they actually have to do. and my preference is to have clients run their own payroll because they need to be looking at time sheets and all that stuff. And I don't wanna be on the hook for running weekly or biweekly payroll for anyone. Um, and that's just a personal, personal preference. However, it doesn't mean that we won't do that in the future. So I do have a process that I used in the past for actually managing someone's payroll. So I could absolutely do a workshop on that if that's needed. but depending on. What it is you're looking for. Gusto also has a lot of training material. So, yeah, if you want to shoot me an email about exactly what you're struggling with and where the gaps are in the Gusto trainings, I would be happy to consider doing another workshop on that. Kim says, when you're collecting information and documenting uploads on Dedo for onboarding new clients. Is that secure? Are you concerned about collecting sensitive client company data or having them upload their previous tax returns? Okay, so just to clarify, I don't have clients actually upload anything into dedo. Our setup has a link. we use a custom field inside of the Dato intake form. That we've created on the backend, and we pop in their Google Drive share folder. So this is, we use the business version of Google Drive. It's more secure. Every one of our clients gets set up with a shared folder, and that's where we drop. We have this opportunity for them to share secure documents with us, and this is also where we put their financial statements. So nothing is going through email. That's really, that needs to be secure. So that's the, the difference. I don't, yeah, I don't have them actually use the Dsto portal because I did ask them when I first started using dsto and things may have changed. so it's worth you doing your research and, and asking the people at deto, but when I first started using it, I did ask that question. For me, it's really important for all of the softwares that I'm using and putting sensitive information into should have a SOC one and SOC two report, which is basically an audit of their security. so Google Business, Google Drive. Google Workspace or whatever it's called now that does have a soc one and SOC two report. So I, I think I did a podcast episode on this a long time ago, or at least have a blog on it. so that is the research I did when I first started using DeSoto and they said, no, we don't recommend actually putting any tax returns and sensitive documentation in the portal. so I didn't, and that's why we do the things the, the way that we do it. I hope that helps. Yeah. Okay. Michael. Hello. If anything is on the table regarding creating your social profiles, specifically LinkedIn, if bookkeeping is for now your side hustle example, my wife and I have been realtors for over 20 years. Every profile I have is real estate focused. How do I now introduce bookkeeping in a peer professional, not a side hustle as I want to make it my main gig without losing or diluting what we are now doing to put food on the table. That's a really good question. I would. I would consider how important you feel it is for that information to be on LinkedIn. I think it's totally acceptable if you look at a lot of like multi-passionate entrepreneurs and people who are a part of multiple projects, like sitting on board boards for certain companies and also maybe they have their own company and also maybe they work in corporate. You'll see that. In their work history things, there will be three or four things that say, you know, whatever year too current or present. So I think that's completely acceptable to show that you have a company on your profile and, put it in your like, you know, work experience section and maybe even in your heading or something like that too. Especially if you're. I mean, I don't know if you're niching, but if you have a real estate license and you understand the industry, it might be really wise to niche in that industry. I don't know if that's your preference or not, but that can, also boost and help get business for your bookkeeping business. it's also something that you could start posting about and writing about, your journey as you build This new business, if you spin it as like you guys are just entrepreneurs and you have multiple things going on, I think that's very common these days for people to not have all their eggs in one basket. And I don't think there's anything wrong with it personally, but there's probably a good way to go about it. So like you said, it doesn't dilute. what you're now doing. The other option too is to actually create a company page in LinkedIn and do all of your, you know, social posting for your bookkeeping business. On that, and then when it's relevant, you can share it as you personally. So for example, if you were to go to my personal LinkedIn, Serena Sch CPA, you'll see in my heading it says, accountant for Online Businesses, host of the the Ambitious Bookkeeper Podcast. And there might be something else in my like little heading blurb. And then you'll see in my experience, I own my bookkeeping business. I own the brand, the ambitious bookkeeper, and then I also have a separate company page for the ambitious bookkeeper. And that is where we post all of the actual, like social media stuff for that. on my personal page is where I usually, I do posting for both. It just depends on what I'm inspired for, but, Yeah. So it's really up to you how you manage your LinkedIn. The other option too is to actually, maybe not post any of your bookkeeping stuff on LinkedIn, and if, especially if you're not gonna niche in real estate and find the platform that a. You like and B makes sense for your ideal customer. So it might be a moot point if you're not doing real estate bookkeeping and it's some other industry where the decision makers are not on LinkedIn, then you need to do social media on the platform where those decision makers are. So that, is my long-winded response to that. I hope it was helpful. Tang says, hi, Serena. After month end and recs are completed, how do you present the client's financial statements that make it more useful for them? I run the financial statements for them, but that's it. so I actually have a. a podcast episode on it. I don't think I have the video training posted anywhere, but, um, last year I, presented in, a summit for accountants talking about, crafting deliverables that matter. So that, I think is the title of the podcast episode. and I walk through the reports and what we do each month. so just to kind of like summarize it. we do a bullet point for all of our clients. We do bullet pointed emails with their, you know, with the links to their financials, but most of the time they don't look at 'em. So we want them to at least have the information that's important from them. So we do a bullet pointed, little summary inside the email about their revenue, their cost to get sold, their profit margins, their expenses, in a summarized format so that they can, at a glance, understand where they're at each month. So that's like a quick and dirty version of that presentation was an hour long. So I go more into depth on that. I would suggest go listen to that. also, I just created a bunch of Spotify playlists on Spotify, obviously for the podcast. so if, if you have Spotify, you can. My team is going to put together a, a page, so that you can get access to all the lists and the links of all the. Um, playlist that I just created. One of 'em is on advisory and so I think I put that specific podcast episode into that playlist. Plus there's some other, podcast episodes that are probably gonna talk about the same thing, the reporting and all that kind of stuff. Your other option, if you want to dive really deep and go for a paid option, elevate is the next move for you. So I go over how to analyze financial statements, how to review them to make sure your team is doing their job. If you have other bookkeepers that their quality control is there. How to summarize the information for the clients, what reports to give them, how to budget forecast, and then how to become more of a partner in strategy for the client as well. So, that's an option as well, and that you can access@ambitiousbookkeeper.com slash elevate. It's always open for enrollment, and it is a self-paced program. All right, so hopefully that helps. you can also go to my Instagram and in my highlights, the podcast highlight. I saved all of those playlists in my stories, so, they're linked there as well. Nadia says, I charged my client $3,000 for a year of cleanup work, and now they're asking how much I would charge for ongoing monthly bookkeeping. I typically charge $800 per month for the amount of work they require. In this case, they might ask why a monthly fee is more expensive than the annual cleanup, suggesting they could just have me do a yearly catch up and save money instead of paying monthly. How would I handle these questions? I love this question. Okay. Let me get up on my soapbox real quick. This is a really common thing and it's something that I think I know you're not the only one that struggles with it. I've come across this as well. Number one, this is what you have to sell. The benefits of it is, yes, it is cheaper. In this last year, it was cheaper. So if you have to have this conversation with the client, this is how I would have it. This last year, it was cheaper than. Than if you would have been working with us monthly. however, what you were missing out on is being able to make decisions throughout the year on your numbers by having them caught up. So the value is not. All in just the bookkeeping. It is in having the visibility to your numbers throughout the year and the peace of mind that you don't have to wait for a cleanup. Um, next year, my cleanup prices are actually going to be X, Y, Z and make them higher than that $800 a month. Okay. Especially for that client so that they don't have an incentive to repeat this pattern. And if there's anything else that you're offering in that monthly package like communication. Strategy, financial statements with the bullet points, whatever it is, make sure you highlight that and let them know, like, if you have this throughout the year, you can avoid X, Y, Z. So if you came across something during their cleanup that, if they had known during the year. How it would've changed the trajectory of anything or changed them, being able to tax plan or whatever. If they missed out on a tax planning opportunity because they didn't have their bookkeeping done and didn't know where they were at at year end, that's a really good thing to highlight and you can highlight to them what that actually cost them. So in theory, it didn't cost just $3,000. It actually cost you. 10,000 because you weren't able to tax plan and convert to an S corporation or whatever it was. Right? Or you weren't able to tax plan and set aside, create a 401k for your company and set aside profits into that and all that. So, I'm not sure what your level of going in depth with them was or what knowledge you have about their tax situation, but that's also, that's also an opportunity to let them know it didn't just actually cost you $3,000, it cost you this much, or it could have cost you up to $25,000 in tax savings or whatever. that's my suggestion for you to recap if you have this conversation with this particular client. Also, let me say real quick. If they haven't said that yet, don't project your own, like fear of them potentially bringing that up as a, like why would it cost more? because they might. Yeah, exactly. Also, if there is fraud that happened, it can be caught in time. because they might not see it that way. They might actually realize, yeah, if, if I have it done throughout the year, it's more valuable because I can actually make decisions. so for you, if you have to have this conversation with this particular client, let them know that next year, let me get a calculator.'cause I can't do math in my head. 800 times 12. Next year their cleanup is gonna be $10,000. so they may as well just work with you monthly. alright. So that is one thing going forward I would Try to do your cleanup pricing as such so that it's not an incentive for them. Although for some businesses, they are small enough that it really doesn't matter to them. And if it doesn't put a wrench in your, you know, your year end or anything like that, you get to decide how much you're going to charge. But I would try to make, I would try to close that gap and make it to where your cleanup prices start at a point that, Is in line with what your monthly fee is, if that makes sense. Okay, Nadia, I have another question. Yay. I currently have 15 clients and handle all the work myself without any contractors or employees. I'm not quite ready to hire someone permanently, but if I wanted to take a break for a month or two, what are my options? Would it make sense to temporarily hire an outside bookkeeper just for that period? Yeah. So that is a really good thing to consider. So like. Consider this is called contingency planning, whether you have it, whether you're planning for a vacation or not. something in life could happen. And so for you, if you are handling all the work yourself without any contractors or employees, I would say, you can absolutely probably find someone that can contract with you and step in and get things done good enough. Probably not to the level that you would, but good enough, and you would want to prep your clients for that period as well, letting them know like, these two months I'm going to be, out on a sabbatical or whatever the thing is, if it's maternity leave, if it's literally you just need a mini retirement, whatever it is, let them know I'm gonna be out on a sabbatical for the months of blah, blah, blah, and blah, blah, blah. So. I'm going to over the next couple months. You wanna give them time to prepare over the next couple months. Let them know that you're prepping for this. I am training someone to get them up to speed. The only thing that's going to be different is the communication is going to come from this other person. and it's just gonna be a temporary thing unless. We decide to bring them on permanently. most of your clients will probably understand and maybe be a little bit jealous that you get to step away from your business. yeah, so I would just be very forthcoming with your client base, communicate the transition. Um, you can absolutely find a contractor to step in. you're gonna be paying more for someone if they're, you know, knowledgeable. Like there's probably someone in this community, to be honest. if you're in the Facebook group, I would post in there, someone that's just left corporate working on building their own book of business, that probably knows their stuff really well. And as long as you have your particular process documented, that's gonna be the other key. as long as you have your particular processes documented, anyone. That is working on starting their business and has that accounting background should be able to step in and execute as long as they have access to everything they need. So that would be a really good approach. and maybe you'll find that you enjoy not doing all the bookkeeping yourself and you can after you come back from your vacation or whatever it is that you are gonna do, you can hire a bookkeeper to take on a lot of the day to day and you can step into that. next level CEO role. Awesome. Okay, everyone, thank you so much for coming to the live, the April Live q and a. I don't think it ended up broadcasting onto YouTube, so I'm just gonna have to upload it. I also have been uploading the audio of the podcast. Of q and a's onto the podcast about a month after they, occur. So each month you can expect a q and a episode on the podcast if you, want to just wait for them to pop up there. So I think we've been doing that at least all of this year. There's several from prior years also, and those are also on one of the Spotify playlists for q and As. So, be on the lookout for that. If you are on our email list, you will be getting an email, towards the end of April or beginning of May. It's called the Monthly Digest. this is going to have all of this information in it. It's gonna have the links to. The landing page with all of the Spotify playlists, some other news and upcoming fun things that we're doing in the community. So make sure if you're not on our email list that you are subscribed and you can do that by going to ambitious bookkeeper.com/subscribe. make sure you're on the email list. We have lots of fun, cool things coming up, and I wanna make sure you guys are aware of them and as. Like I said, if you are on the email list, you will get the links to all the Spotify playlists. You won't have to go hunt for them. everyone else who is not on the email list will have the opportunity to opt into that later on, but yeah, if you're already on the list, you're gonna get it. So. Alright, everyone, thank you so much for spending time with me this morning.

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