{"id":119724,"date":"2023-11-28t11:53:59","date_gmt":"2023-11-28t16:53:59","guid":{"rendered":"\/\/www.g005e.com\/?p=119724"},"modified":"2024-08-27t17:00:31","modified_gmt":"2024-08-27t21:00:31","slug":"every-back-office-support-client-needs-a-playbook","status":"publish","type":"post","link":"\/\/www.g005e.com\/2023\/11\/28\/every-back-office-support-client-needs-a-playbook\/","title":{"rendered":"every back office support client needs a playbook"},"content":{"rendered":"

\"woman<\/strong><\/p>\n

here\u2019s the specific information that should be included.<\/strong><\/p>\n

by penny breslin<\/i>
\nit\u2019s not just the numbers<\/i><\/a><\/p>\n

we use onenote to create a firm playbook for each client we work with. this program allows you to record voice and video and save it to a page or implant videos directly into the relevant onenote page.<\/p>\n

more<\/b>:<\/strong> you have to manage three kinds of procedures<\/a> | federated search: what it is, why it matters<\/a> | accounting tech tools to minimize your pain<\/a> | do your apps play well with others?<\/a> | it\u2019s ok to have favorite clients<\/a> | ten questions for teamwork<\/a> | yes, you can be an outsourcer<\/a>
\n\"goprocpa.com\"exclusively for pro members. <\/span><\/strong>log in here<\/a> or 2022世界杯足球排名 today<\/a>.<\/span><\/p><\/blockquote>\n

we get lots of zoom recordings on procedures from firms. in our world, the onenote template has a specific page for all videos as a subpage for each client. this onenote book resides on the shared server so that all the team members can access it at any time to verify, review or update procedures.
\n
\nsome firms will have a separate onenote book for internal partner-level information. that separation is a call the firm needs to make.<\/p>\n

our onenote templates all have the following setup:<\/p>\n

top tab is client<\/p>\n

page 1 = description of client<\/p>\n

page 2 = all login access we have<\/p>\n

page 3 = team<\/p>\n

page 4 = list of standard tasks and occurrence (this is also in the workflow, but we track it in procedures too just in case)<\/p>\n

pages 4 and beyond are subpages that detail the specific needs of a particular client. we create links from the task page to the specific subpages. as an example, we typically do u.s. sales tax with clients, but we have some that require gst and vat to be managed. the detail of that process is created as a separate page because of the amount of info required. some clients have four pages, but many have more with details for specific tasking outside the norm.<\/p>\n

if you do not make this a priority it will not get done<\/strong>! if you do not<\/strong> have regular meetings this will not<\/strong> get updated. if you do not<\/strong> have a dedicated person to manage this, it will not be<\/strong> done<\/strong> correctly<\/strong>.<\/p>\n

this is a screenshot of the template we use in onenote.<\/p>\n

\"screenshot\"<\/a><\/p>\n

we created a template so each procedure, whether internal or external, has the same layout on each page. this allows the teams to access the procedures quickly and get to the info they need. we have checklists for each procedure and embed them into the subpages where the protocol fits. the onenote books are accessible by all team members and are overseen by one person. she keeps these current as she sits in on each team meeting and notes any changes, additions or deletions to any procedure we utilize whether it be internal or external to the company.<\/p>\n

when the occasional email comes in instead of a slack message and we need to do something with it that affects the procedures, we can send it from email to onenote so the procedure manager can take care of it.<\/p>\n

try this experiment with your team or even just try to write it down for yourself.<\/p>\n

run a month-end reconciliation<\/strong><\/p>\n\n\n\n\n\n\n
task step order<\/td>\nwho<\/td>\ndescription<\/td>\nexternal information link<\/td>\ncompleted<\/td>\n<\/tr>\n
<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n
<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

 <\/p>\n

here is a simple one we used that defined the steps one of our clients wanted but never wrote down. so we did and added the checklist to the recurring task in their workflow.<\/p>\n

monthly reconciliation<\/strong><\/p>\n

    \n
  1. check dext for documents.<\/li>\n
  2. publish the receipts into qbo from dext.<\/li>\n
  3. match the transactions in qbo.<\/li>\n
  4. reconcile the bank accounts.<\/li>\n
  5. bookmark the statements received in the relevant source document with proper naming convention under the relevant heads as per the procedures.<\/li>\n
  6. ensure the documents are stamped with date and time if the transaction is entered appropriately.<\/li>\n
  7. mark the period, account number, ending balance and date with red and also make any notes required in red.<\/li>\n
  8. ap aging, ar aging summary report, balance sheet, general ledger, profit and loss and reconciliation report should be generated from qbo and saved in the relevant source document.<\/li>\n
  9. check whether the items in the vendor statements have been entered in qbo.<\/li>\n
  10. check whether there are any uncleared transactions and make a note of the reason.<\/li>\n
  11. check the balance sheet and ensure there are no abnormal balances.<\/li>\n
  12. post any queries in the question tab with the reference number, date, amount.<\/li>\n
  13. mark the relevant reference document in blue for easy identification of the query.<\/li>\n
  14. save the documents in the query folder.<\/li>\n
  15. move the task with questions posted if open point exists or bk review if no questions.<\/li>\n<\/ol>\n

    document a new client intake for your firm<\/strong><\/p>\n

    below is a simple checklist we created for onboarding new clients. this is a fun one to start with because you can find out if everyone in your team is on the same page.<\/p>\n

    what should be documented?<\/p>\n