Once a project is created and updated by the Sales Rep and moved to the “OnB” stage, a new task will be created and assigned to the Client Account Manager “CAM”. The CAM should then review the new project/sale and create additional projects based on the number of services required. All sales information can be found in the “Sales Details” section of the project.
Create a new project (s) for each service that the client has signed up for. For example, if the client signed up for Bookkeeping, Clean Up, Taxes (Business and Personal), and a 2553 Form, you must create four additional projects.
Project 1 -The Bookkeeping project- Should be kept under "OnB" stage, until the onboarding is done.
Project 2&3 -Tax projects- Should be moved to the "Taxes" stage.
Project 4 -the Clean Up project- Should be moved to the "Cleanup" stage.
Project 5 -the 2553 project- Should be moved to the "One Offs" stage.
➡️ Bookkeeping stays in OnB : BK | Contact Name
➡️ Clean Up:
- Bookkeeping Clean Up: BK Cleanup | Contact Name
- Tax Only: TX Cleanup | Clean Up Year (s) | Contact Name
- Clean Up: One Off: OO Cleanup | Clean Up Year (s) | Contact Name
- Clean Up: Bookkeeping and Tax: BK&TX Clean Up | Clean Up Year (s) | Contact Name
➡️ One Offs: Project Name | Contact Name
➡️ Taxes Stage: N/P | Tax Year (s)| Tax Form | Contact or Company Name
➡️ After creating a Tax project, The CAM will make sure the below fields are updated based on the sales details: Form | Tax Preparer | Tax Client | Tax Year (s)
➡️ Then CAM moves the project to the stage "Taxes", The Tax Preparer then will receive a Task to:
Client Setup and Communication:
- Add the client to Canopy and promptly send them a portal invitation along with a welcome letter and the relevant Personal Organizer based on the tax year being prepared.
- For new clients, include the Onboarding (OnB) Link.
Follow-Up for Onboarding:
- Conduct a follow-up call within 3 days for any new client who has not yet scheduled their Onboarding call.
Extension Filing (Strict Deadlines):
- 1120S and 1065 Extensions: Must be filed before March 15th.
- 1040, 1041, 1120C, and 990 Extensions: Must be filed before April 15th.
- No exceptions, always file an extension when possible.
➡️ After creating a Bookkeeping project, the CAM will send a welcome letter to the client use the Templates “FLOW_01_Welcome Letter For Bookkeeping Clients”
➡️ Set them up with QBO and Invite Them or get invited (use [email protected]), make sure to add the Coding Team, and The BAM to the QBO
➡️ Set up our Standard Chart of Accounts (You can find the xlsx file in Google Drive / 02-Flow/01-Bookkeeping) or click : 01- QBO_Standard Chart of Accounts 0.1 - Google Sheets. (if the client is one time or tax only clean and we are using their QBO, we do not need to change their CoA)
➡️ Send them an email on how to connect QBO with their Bank use the Template “FLOW_BK00-Email_Guide How to Connect Your QBO with Your Bank”
➡️ Send them a calendar link to book their OnB meeting (in case they didn't already) https://calendars.jccastleaccounting.com/onbcalendar
The Objective of The OnB call is to: Learn more about your biz, learn how you operate and how you like to communicate with us!
➡️ Make sure you know exactly what the client paid for! Make sure they hooked up their QBO if they didn't do it already (Only hook the main CC account no subaccount allowed)
➡️ Make sure to get all bank&cc statements needed and add them to Canopy (Try to get it while on the call with them)
➡️ Learn more about their Business by asking questions re: Products, Services, how they pay their bills and get paid? (Checks, Cash App, Venmo etc) do they use the business accounts for their personal purchase? exp Amazon (you can tell them if they co-mingle funds, it will affect their ability to save on taxes)
➡️ Address the following issues: Bank connection get disconnected from QBO (especially the small banks), Multiple CC users issue, Check Issues, PayPal, Venmo, Cash App, 1099's issue (W9, SSN and full name)- (Credit Unions is not a Business Friendly Bank, so it does disconnect frequently)
➡️ Do they have loans, Vehicle, Lines Of Credit, Equipment, SBA etc. If So we need the Original loan Documents.
➡️ Do they have any assets valued over $2,500 : equipment or vehicles or buildings that you want listed on the Balance Sheet for Depreciation?
➡️ Did they purchase anything for the business or to start the business from their personal funds? If yes we need an email with (date, Vendor name, amount and what it was for)If so we need the paperwork.
➡️ What state they registered in? (go online download the Articles of Incorporation and upload them to their Canopy)
➡️ Their Payroll Company, can they give us access to the portal so we can download the Payroll Reports
➡️ Ask The Client Report ATC: It will be sent monthly. It needs to be sent via Excel not SMS and handwriting!!!!
➡️ Make sure to mention that: Financials are on demand, and they should give us 48h notice! (ask for the Financials Period)
➡️ Ask them if they have any questions for you!
➡️ Ask for a Five Stars Review: Google Review (send them the request using funnelsLAB under Reputation/Overview/Send Review Request.
Please Update the following fields:
➡️ Coding Notes | Services Provided: make sure to mention if it's only Services, Only Products or Both | Which QBO? | Have Payroll? | Payroll Provider | A/R | CC Statements | BK Stage: Coding | Service Level: Standard or Customized
➡️ Make sure to update Bank Names in QBO following this exact structure:
“Account Last 4 digit_Account Type Bank Name”
exp:0000_CHK BoA | 0000_CC BoA | 0000_SAV BoA
➡️ If you were unable to get the client to book an OnB Call, send them an email to inform them that we will move their project to the next stage!! See email template “OnB_Call_Final_Letter”
➡️ Mark the Project Won and verify the “Coding List” see if they show up there!
➡️ The CAM will create a task and notify the BAM* via Slack to:
- Review The New Client's Books to ensure they're ready for the Coder.
- Confirm the reconciliation is up to date and update the "Reconciled Until" field.
- Assign the “Coder” and set the “Coding Day.”
- Create a recurring Task for the Coder to be created everyweek on the Assigned Coding Day "Time to Code [Company Name] | [Which QBO]"
*Please make sure that "Service Level" is assigned