If you have considered setting up a Virtual Bookkeeping Business, or you want to move your existing practice to the cloud, there are a few tools to use that will not only allow you to provide excellent client service but will also make your day-to-day processes much more streamlined too.
IT and Hardware
You most likely have all the IT and hardware you need to setup your Virtual Bookkeeping Business. I started with an old laptop, the internet connection and iPhone that I already had in use. I focused on gaining clients and building my infrastructure. In fact, I did not start upgrading my IT and hardware until after my first year in business. Then I added items slowly as needed to make sure that I did not over spend.
A Core Accounting App
You will no doubt need a core accounting app when it comes to setting up a Virtual Bookkeeping Business. QuickBooks Online and Xero are a couple of cloud accounting platforms that give you robust capabilities and oversight of your financials. Any size practice or business can use them, so they will scale with you.
An Established Workflow
Not an app or software platform per say, but you cannot underestimate the importance of a clearly defined process. From the very early stages with any new client, it should be clear that your Virtual Bookkeeping Business uses an established workflow. Your process should follow best practices, use specified apps, and include what your client can expect to receive in financial reports, and the schedule, be it weekly or monthly.
Project Management and Infrastructure
It’s one thing to establish a process, but another thing to follow it. A project management tool like Trello will allow you to keep your key deliverables in check. Staying organized is essential, particularly as you add more and more new clients to your roster. It took me the first 2 years of my Virtual Bookkeeping Business to get this working the way it need to manage my business and life. I work on refining processes as the need arises.
Communication is critical when it comes to being efficient and building trust with clients in a virtual setting. Video conferencing apps, such as Zoom, allow you to converse with your clients.
Document Management and Filing
As the keeper of the books, you are inherently also the keeper of valuable information. Don’t underestimate the value of document management and filing. Tools such as Google Drive and G Suite may prove useful for keeping an archive of files that you and your clients need to access from anywhere and update in real time.
While cloud accounting programs cover several bases, there are some applications specifically designed for managing payroll. Adopting one into your Virtual Bookkeeping Business will save you time and energy. Payroll platforms can deal with taxes and year-end filing, and issue employees online pay stubs.
Social Media Presence
You’ve got your Virtual Bookkeeping Business up and running and you’re ready to take on more clients – how do you get the word out? Your approach to social media can make all the difference. By starting a blog, publishing articles on LinkedIn, and participating in relevant Facebook forums, you will establish yourself as a thought leader and Virtual Bookkeeping expert. Promoting your business through social media will allow you to gain exposure to prospective clients that may not have been possible otherwise.
Virtual Bookkeeping can be done efficiently in a variety of different ways. A clear workflow and familiarity with tools that make your job easier will allow you to manage your clients’ books from anywhere and anytime. You’ll be able to continue to develop your client base with the flexibility to manage your work from anywhere.
One Final Note: Keep it Simple
It is very easy to over complicate your Virtual Bookkeeping Business by trying to do too many things or jumping to the next cool software.
I only use the following software in my Virtual Bookkeeping Business. Each has a very specific purpose and all work together: (most have free user and paid upgrades as you grow your business)
QuickBooks Online Accountant – Accounting Software for all clients
QB Payments & Paypal – to receive all payments
Gusto – Payroll
Upwork – virtual bookkeeping clients – How To Get Virtual Bookkeeping Jobs On Upwork: 14 Tips
Gmail – with domain name
Dropbox – document storage
Trello – project management
Google Calendar – manages my day
Harvest – time tracking
Zoom – video & screen share communication
Slack – messaging that integrates with Zoom, Trello, Google Calendar for my client teams
Calendy – for clients and prospect to schedule time on my calendar
Google Sheets – shared with clients for various operational data
WordPress Website – for weekly blog posts
MailChimp – distribution channel for weekly blog posts
Canva – create graphics for blog posts
Want to learn more: How to Start a Virtual Bookkeeping Business
If you would like to schedule a one on one session with me on the following topics to help you build your Virtual Bookkeeping Business: Click here: https://calendly.com/donnareade/start-now
Identifying Your Ideal Client
Breaking into Your Niche
Building an Infrastructure
Software Tools and Apps
Using Upwork to get New Clients
The cost is $200 per session – sessions are personalized and using screen share so you can take action immediately.