How to use a Virtual Bookkeeper
June 15, 2007 by Kylie Short · 5 Comments
The decision to use a Virtual Bookkeeper can be made due to many reasons. The business owner could be overworked and needs to focus on other areas within their business. Or the business is growing and needs a part time or full time bookkeeper to assist in record keeping to meet legislative requirements.
Using a Virtual Bookkeeper is no different to using an onsite or contracted bookeeper. The only difference is that they work from their own office and not yours.
So how different is using a Virtual Bookkeeper to using an in-house Bookkeeper? Even with an in-house bookkeeper you will still need to find the most efficient way to give them your source documents. Using a Virtual Bookkeeper is no different.
You can send your documents via email, snail mail, courier or by fax. You just need to choose a method that suits your needs and timeframes available.
Once your Virtual Bookkeeper has received your documents, the documents are entered into the Accounting Software of choice and filed according to your requirements. This could be in envelopes for each separate month or a lever arch binder for the whole year. For many of my clients, I file the source documents in a lever arch binder sorted into months. At the end of each month, I send all financial reports via email with the lever arch folder sent or couriered to the client at the end of the financial year, to enable them to present the finalised accounts to their accountant.
You will need to consider how you will communicate your requirements to your Virtual Bookkeeper and if you need your Business Activity Statements (for those Australians reading this newsletter) to be completed and lodged. If so, the Australian Taxation Office has strict legislation regarding the completion and lodgement of the BAS. So check to see if your Virtual Bookkeeper meets the criteria. If you are in another country, check your state and federal taxation legislation for your bookkeeping requirements.
Other issues to consider is the backing up your data file and confidentiality. Most if not all Virtual Bookkeepers should be willing to sign a Confidentiality Agreement. If you are not offered such an agreement, ask for it. You need to be confident that your data file and documents will be kept in the strictest of confidences. You also need to ensure your data and other files are being backed up regularly. Ask for a backup disk with your monthly Financial Statements.
Letting go of the actual data entry for your bookkeeping can be and will be hard. You may never get to meet your Virtual Bookkeeper in real life and building trust is extremely important to building your relationship with your Virtual Bookkeeper. Don’t give signatory authority over your bank accounts to anyone and check your Financial Statements to ensure your expenses have been allocated correctly.
Do all of these things and you will well and truely be on the way to building a relationship that allows you to work on your business and not just in it.
Show some cleavage - By Laurie Dart of Writing Wisely
June 13, 2007 by Kylie Short · Leave a Comment
If you want to draw people to your Web site, you’ve got to show some cleavage. What do I mean by that? Well, you want people to do a double-take when they get to your site. It should be pleasing to the eye and have copy with substance. You only have a few seconds to grab the attention of your reader. Take advantage of those precious seconds by showing some cleavage.
It doesn’t matter what you “sell” on your Web site – service or product – the idea is the same. Use action words in your copy. Don’t say “we can”, say “we will”. Don’t say – “If you want to – say pick up the phone today.” Tell your customers what you want them to do. We live in a society where we are accustomed to people telling us what to do and as long as they do it convincingly and not insultingly, we often do it. As a business owner, you decide what it is you want your customers to do.
Start by showing the benefits of your product or service. How can it make their life better? Can it make them stronger, smarter, younger, or slimmer? Will it grow hair, remove rust, fight decay or make them money. Lead them down the road you want them to travel. Tease them. Show them how you can help. Make them want your service or product.
Your sales copy should be written with your customer in mind. Use short active words in the present tense. Don’t stuff your Web site with garbage; make sure you provide substance for your reader. Include things that you know they will find interesting and useful. Giving away information helps establish recognition and awareness.
Once you’ve given them a glimpse of what you have to offer and teased them a bit, it’s time to deliver. Make sure you deliver!! It you told them they’ll be stronger, smarter, younger, or slimmer by using your product or service – make sure they are! Nothing dooms a business faster than making claims they can’t live up to.
Customers will feel betrayed if they’ve been led down a path only to be let down. Whether it’s your service or your product, make sure you follow through with your customers. A happy customer is a walking advertisement for your business. An unhappy customer spreads gloom wherever they go.
Excite your customers by giving them a glimpse of what you’ve got and how it can help them. Use action words to lead them down the path you want to travel and then tell them what to do – whether it’s signing up for your mailing list, buying your product or calling for a consultation. Mostly importantly, be sure to follow through because no one likes a tease. Keep your copy focused on the benefits your customers receive and you’ll be writing wisely.
Laurie Dart, owner of Writing Wisely, provides writing and editing services to individuals and businesses. Laurie began her career as a word processing operator. Working on machines that didn’t have spell check, she learned the fine art of proofreading. Working with individual writers and business owners, she learned how to write for different audiences.