Ideas for bookkeepers

Ideas for bookkeepers

• Uncategorized questions

  Every morning, pull the uncategorized transactions from QuickBooks, group them by client, and draft one plain-language question email per client for me to approve.

  Brea reads each ledger, writes the questions with dates and amounts, and sends them once you say go.

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  • Email

• Missing document chase

  Every Monday, check which clients haven't sent last month's bank statements and email each one a reminder until it arrives.

  Brea checks your inbox for what arrived, sends the requests, and nudges again each week until every statement lands.

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  • Email
  • Reminders on a schedule

• Close board

  Make a Google Sheet with every client, which accounts are reconciled, and what's blocked for this month's close, then post the blocked list in our Slack channel.

  Brea builds the checklist from QuickBooks and shares what is holding up the close.

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• Payout check

  Every Friday, compare this week's Stripe payouts with the deposits in QuickBooks and text me anything that doesn't match.

  Brea lines up both sides and sends only the differences.

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  • Reminders on a schedule

• Missing receipt chase

  Every Monday, find Expensify expenses over $75 with no receipt and email each person a reminder to upload it.

  Brea lists the expenses missing a receipt and sends each person one reminder with the details.

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  • Email

• Statement filing

  When a bank statement arrives by email, save it to that client's folder in Google Drive, named by month.

  Brea checks your inbox for statements, files each one in the right folder, and names it the same way every time.

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  • Reads files

• Overdue invoice nudges

  Every Tuesday, list the QuickBooks invoices more than 30 days overdue and draft a polite reminder to each customer for me to approve.

  Brea finds what is overdue and drafts each reminder with the invoice number and amount.

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  • Email

• Month-end client summary

  After close, write each client a short summary of last month's revenue, expenses, and anything unusual from QuickBooks, ready to send.

  Brea reads each client's books and drafts a plain-language summary they will actually read.

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  • Email

• Tax deadline reminders

  Put every client's sales tax and estimated tax deadlines from my deadlines sheet on my calendar, and remind me a week before each.

  Brea turns the sheet into calendar events and texts you a week ahead of every filing.

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  • Calendar

• Client inbox triage

  Every morning, sort my Outlook inbox into client questions, documents received, and everything else, and text me the questions.

  Brea reads the new mail, groups it, and sends you only what needs an answer.

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  • Email
  • Reminders on a schedule

• Unusual transaction check

  Every morning, review yesterday's QuickBooks transactions and post anything unusual, like duplicates, odd amounts, or new vendors, in our Slack channel.

  Brea reads each new transaction and flags only what needs a person to look at it.

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  • Reminders on a schedule

• Big payment alert

  A few times a day, check Stripe for payments over $5,000 and text me when one lands.

  Brea checks your Stripe payments through the day and tells you about the ones you care about.

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  • Keeps watch

• W-9 requests

  Find the QuickBooks vendors we paid over $600 this year with no W-9 in their Google Drive folder, and email each one a request.

  Brea compares what you paid with what you have on file and drafts every request for you to approve.

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• Client requests to tasks

  Every morning, turn yesterday's client requests in my inbox into Asana tasks with due dates.

  Brea reads the requests and adds each one to your task list, so nothing lives only in email.

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  • Email

• Quarterly review booking

  Find a time next month for a quarterly review with each client on my list, email them two options, and book the one they pick.

  Brea checks your calendar, handles the back and forth, and books each review.

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  • Calendar

• Morning bookkeeping brief

  Every weekday at 8, text me overdue invoices, client replies waiting on me, and this week's deadlines.

  Brea reads QuickBooks, your inbox, and your calendar and sends one short brief.

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• Bank statement downloads

  Sign in to Chase for Business, download last month's statements for the Riverside account, and save them to that client's Google Drive folder.

  Brea uses the bank's website with the login you saved and asks you for any security code.

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  • Uses websites for you
  • Reads files

• Sales tax filing check

  Check the state sales tax portal and tell me whether each client's Q3 return shows as filed.

  Brea signs in to the portal, looks up each account, and sends you one list.

  • Uses websites for you