Of course! You’ll be assigned a Client Success Consultant who will walk through onboarding with you and who is there as a coach and resource for your entire time here at BELAY.

BELAY understands how important it is to protect you and your sensitive financial information. We have processes in place to properly vet each Virtual Bookkeeper, including conducting background checks and talking with their references to be sure we are placing a trustworthy contractor with your organization. We have internal checks for compliance ensuring everything remains above board.

Additionally, all our contractors sign a Confidentiality Agreement to protect you and your business. We highly recommend strong passwords and using a password manager to keep your accounts secure.

We get it. Handing over the decision on who will work with you is a tough one. But what we also know after helping people just like you is that you don’t have time to devote to screening and setting up interviews. We have a proven system to match you to someone equipped to handle everything you need to accomplish.

Of course! We want your Virtual Bookkeeper to be an engaged member of your team!

While we don’t offer hourly rates for partial bookkeeping services, we do, however, offer Accounting Clerk services for 45, 65 and 85 hours a month if you only need help with accounts payable, accounts receivable and credit card reconciliation.

No, you will have one dedicated Virtual Bookkeeper that we match you with based on your needs, industry, personality and working style.

Your Client Success Consultant will be there to help. You’ll work together to find a new match and keep your downtime to a minimum. If there are any minor hiccups, we will address them and find a solution.

That will be between you and your Virtual Bookkeeper. If there are times you know are slower, then let your Virtual Bookkeeper know that would be a good time for time off. Commit to over-communicate with each other so work can be done ahead of time and productivity doesn’t lapse.

No, our Virtual Bookkeepers are available Monday-Friday, 9 a.m. – 5 p.m.

Your Virtual Bookkeeper can ebb and flow your hours throughout the month. We just shoot to come in at the contracted amount at the end of the month. If they go over, we simply bill the extra hours, but they do not roll over to the next month. We track and report on those during onboarding to make sure you are at a good amount of hours for the work needed.

It happens all the time! We know it’s a possibility that you’ll get to the place in your business where you want to expand your W-2 team, and we love nothing more than knowing we helped you find your first (or second or fifth) hire. Talk to your Client Success Consultant about the details.

All bookkeeping work is done in your cloud-based accounting software.

We also utilize Bill.com as the preferred system for virtual bill pay that allows for secure transactions with built-in approval processes.

Set your remote bookkeeper as a user in the following:

• Accounting software, such as Quickbooks
• Bank account(s) – read-only access
• Credit card(s) – read-only access
• Point of sale (POS), if applicable
• Donor management software, if applicable
• Expense reporting software, if applicable

You decide on a Weekly Expense Report Tool (Expensify, current internal process, etc.)

You will receive an invite to bill.com prior to Kickoff.

You provide the following:

• Most recent copy of current financials
• Prior months’ bank statements
• Any additional relevant reporting
• List of recurring bills and due dates, such as rent/mortgage, utilities and similar
• List of payments automatically drafted from your bank account(s), as well as the date of withdrawal
• Payroll implementation documents, if applicable

• Pay client’s bills on a weekly basis
• Bank statement reconciliation
• Journal and data entry (coding)
• Provide clients with weekly & monthly reports
  • Weekly accounts receivable aging
  • Weekly accounts payable aging
  • Monthly aging
  • Monthly Balance Sheet
  • Monthly P&L
  • Monthly Budget vs. Actual
  • Monthly Statement of Cash Flow
• Custom reports
• Maintain and manage the chart of accounts
• Debit/credit card reconciliation
• 1099 preparation
• Payroll, including working with a verified vendor to set up the payroll account, schedules and processing

If you are signed up with our payroll service, we file your payroll taxes. Your CPA should do all other tax filings.

No, we offer a full bookkeeping solution.

You will receive reports monthly by the 15th. You can discuss additional weekly reporting with your Virtual Bookkeeper should you need it.

Yes, your Virtual Bookkeeper will ensure that your credit card is reconciled each month and expenses are assigned a budget line item.

No, audits are performed by a CPA with that specialization.

No, you will need a CPA to provide you tax recommendations and complete all filings for state and federal needs.

No, that will need to be handled by one of the board members or a local CPA.

No, they are focused on the transactional side of your needs. That is best supported by an admin type of person. They can certainly provide the reports needed to show you what you spend with a particular vendor but they will not help you shop vendors.

A bookkeeper is more focused on tracking the day-to-day transactions that include paying bills, monitoring your cash flow, reconciling accounts, and preparing reports.

Consult an accountant for tax advice, certified audits, and a more high-level analysis of your church’s overall financial health.