The B.O.S.S. Model

Learning Objectives 1.Determine which clients fit into each model of BOSS 2.Understand the software tools used in each method 3.Learn the Tools available to help

What is B.O.S.S. B.O.S.S. stands for Back Office Support System and is a trademarked term available to RootWorks Academy members. However, just the term is trademarked, not the process. Essentially B.O.S.S. is a service model which is a full service solution for clients to offer bookkeeping or write- up services, payroll, tax, etc. and bundle those services for the client.

What is B.O.S.S. The key components to a success with this service is: Accounting Services in a Collaborative Environment Paperless in the Bookkeeping arena Controlling the Payroll – either in-house or with a good 3 rd party Delivery of documentation paperless Software that help streamline this service Pricing correctly and setting the right expectations for the client upfront

Models of B.O.S.S. There are 2 models of B.O.S.S. for the bookkeeping solutions, that RW recommends: Hosted Model SAAS Model The key is limiting the variations/models of a service in your office. If each client is treated differently, efficiency is lost

Hosted Model Solutions (Core Solutions0 Solutions Recommended in the Hosted Solution: Quickbooks Desktop Right Networks (or other 3 rd party hosting service) Bill.com or SmartVault

SAAS Model Solutions (Core Solutions) Solutions Recommended in the SAAS Solution: Quickbooks Online Bill.com or SmartVault

Determining Core Acct. Solution Choosing QB Desktop or QBO is a decision that is constantly evolving. As QBO continues to grow, the decision points will change. Keep and eye on our newsletters, blasts, and bookkeeping webinars for information on how QBO is changing and to keep on our evolving list of recommendations.

Determining Accounting Solution QB Desktop: If the client needs a special edition QB, use Desktop (i.e. Contractor, etc) Determine any potential Financial Reports the client needs – QBO is limited currently in customization of reports Larger volume clients (lots of checks, larger payroll – if they do their own) seem to work better on Desktop still…. This will change over time Receivables in QB Desktop are more robust than QBO currently If the client doesn’t require or fall into the above – QBO is a good fit! QBO also is much easier for clients who have many debit/credit card transactions.

Paperless and Bill Pay Solution for Hosted Clients Bill.com Client requires approvals Client has more than 30 to 40 bills to pay per month If the client doesn’t fit into the above categories, RW Recommends receive the documents via SmartVault and pay the bills using QB Bill Pay service directly in QB

Paperless and Bill Pay Solution for SAAS Clients Bill.com Client requires approvals Client has more than 30 to 40 bills to pay per month If the client doesn’t fit into the above categories, RW Recommends receive the documents via SmartVault and pay the bills using the clients online banking solution

Other Solutions to Consider Print Boss or other blank stock print option – This is useful for the times a check has to be printed from QB. You will not need the client check stock FileThis – RW is working out the process of integrating FileThis into our workflow as FileThis will fetch bank statements and other documents LedgerSync – This system is similar to FileThis as far as fetching bank statements, it however also fetches copies of checks and transactions to import to QB and QBO NOTE: Currently both FileThis and LedgerSync support “most major banks”, very few regional or small banks.

Other Solutions to Consider Tallie – Tallie is an expense reporting solution to provide to clients. Contact info for Tallie is in the resource center We are currently looking into other solutions and working with the solutions we discussed to enhance functionality.

So what is the Day to Day Process? Bill.com Method: 1.Client faxes/ s invoices to bill.com 2.Firm pays bills in bill.com per the pre-defined schedule they have arranged to pay bills – Syncs this with QB/QBO 3.Firm does Payroll in ACS – Enters a journal entry in QB/QBO 4.Client manager does the bank rec and exports the Trial Balance from QB/QBO to ACS – print financials and uploads to NetClient CS 5.Data is imported from ACS into UltraTax

So what is the Day to Day Process? SmartVault Method with QB Desktop 1.Client scans documents into the SmartVault Inbox 2.Firm opens QB File, creates a transaction, attaches the invoice from SV Inbox and pays via QB Bill Pay 3.Firm does Payroll in ACS – Enters a journal entry in QB 4.Client manager does the bank rec and exports the Trial Balance from QB to ACS – print financials and uploads to NetClient CS 5.Data is imported from ACS into UltraTax

So what is the Day to Day Process? SmartVault Method with QBO 1.Client scans documents into the SmartVault Inbox 2.Firm has Online Banking open, opens QBO, pays bills via online Banking…. After it syncs, attaches the document from SV to the transaction 3.Firm does Payroll in ACS – Enters a journal entry in QB 4.Client manager does the bank rec and exports the Trial Balance from QB to ACS – print financials and uploads to NetClient CS 5.Data is imported from ACS into UltraTax

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