Time is money. Let us do your bookkeeping!

Did you know that A Step Up does more than onsite bookkeeping? 

We also offer offsite and remote bookkeeping solutions.  We have a variety of methods available to us to help you with your bookkeeping tasks as much or as little as you like.  Stop spending your nights and weekends catching up with your business record-keeping, and have more time available for money-earning activities!   

For offsite bookkeeping there are 3 criteria we address to determine the best solution for you:

1)   How much of the bookkeeping do you want to do yourself?  Will you be running your own payroll, or perhaps entering invoices and deposits, but would like us to enter checks and debits and reconcile the bank statement?  Or is there another combination that makes sense to you, based on your available staff and time?

2)   How much access do you need to your QuickBooks data file?  Do you need daily up-to-date information at all times, a weekly backup to run whatever reports you like, or do you just need monthly reports to assess how your business is doing?

3)   What is your flow of paperwork and source documents?  Are most statements available online, or is there a significant amount of paper that needs to move back and forth?

We offer a variety of flexible solutions based on your needs to access your data and the flow of your office.  Which one is right for you?

1)    Remote Login to your computer.  We use logmein to directly access your computer and the QuickBooks data file that always resides at your site.  We can also set you up with your own free logmein account, so YOU can access your own computer when you are traveling.  In this scenario, you do some of the bookkeeping yourself, and we take over your computer when you are not using it to do the rest.  Your file is always up-to-the minute when you need it.

2)    QuickBooks Online or a Hosted (cloud) datafile.  Your QuickBooks data actually resides on a third-party server, and both you and A Step Up can access it whenever we need to.  The benefit of this is that you don’t need to dedicate a computer to QuickBooks, and we don’t need to coordinate a time to take over the resources at your office.  We can also both be in the file at the same time in some cases.  This is a great solution for a busy office and monthly access fees start at just $20 a month for QuickBooks online and $50 a month for a hosted solution.

3)    We keep your QuickBooks datafile on our server.  We have a secure environment and a multiple backup procedure.  You don’t even need to have a computer or purchase QuickBooks for this option!  We handle all of your bookkeeping and send you reports, typically once a month if we are only reconciling your bank accounts, and weekly if we are also handling invoicing and bill payment tasks.

Lastly, we set a plan of attack for the source documents we need to complete your bookkeeping.  These generally include: bank statements, credit card statements, check registers, and copies of invoices and bills.  We offer free pickup and delivery and can set a fixed schedule (typically the same day each week) to exchange a “folder” of what has accumulated during the week.  You can also scan and email us, or fax.  Online banking is also an option, and for several clients we download the bank statements directly when the bank completes them.

We have fixed monthly rates available, starting at just $125 per month for data entry of all checks, debits and deposits for two accounts (typically a checking account and a credit card).  This also includes reconciling and monthly reports. 

Your bookkeeping no longer needs to be a chore.  Let the QuickBooks experts at A Step Up Bookkeeping assist you with keeping your financial records up-to-date, timely and accurate.  Up-to-date records give you the valuable information you NEED to make informed financial decisions about your company’s growth.  We also keep an eye on cash flow and expense trends, to keep you on sound financial footing.  Call A Step Up at 679-2022 for a free consultation.

What are clients saying about A Step Up?

   " I am extremely pleased with the services, professionalism, and adaptability of  A Step Up.  Deb goes out of her way to satisfy her clients.  I highly recommend her services."

  "No complaints.  A 5-Star operation.  Debbie and her staff are prompt, friendly and professional."

  From A Step Up, thank you for your kind words.  Your feedback helps us to better serve you.

Join the Raymond Chamber and A Step Up Bookkeeping on May 10th

A Step Up Bookkeeping Services, LLC

285 Calef Highway, Suite 12A, Epping NH

Come help A Step Up Bookkeeping celebrate our first year anniversary in our new space. Easy to find on Route 125 in Epping!

We’ll have food, fun, and libations and door prizes to give away. Network with your colleagues and fellow business owners as you enjoy a pleasant evening of celebration.

A Step Up Bookkeeping has been providing bookkeeping and payroll services, as well as QuickBooks Training, to small businesses since 2005.  In May of 2010, we doubled our space by moving to a brand new office building right on Route 125 in Epping.  We help new businesses who have just purchased QuickBooks and need help setting it up and learning how to use it, established businesses that need to navigate the maze of adding employees, and small business owners who do it all and need to offload their bookkeeping tasks.  Our mission is to help small businesses improve their cash flow and increase their profitability. Owner Debbie Moulton is Advanced Certified in QuickBooks and is a member of the American Institute of Professional Bookkeepers and the Exeter Area Chamber of Commerce, as well as the Greater Raymond Chamber.  For more information, visit our web site at www.StepUpBooks.com.

As always, bring plenty of business cards for networking.  Please RSVP to A Step Up Bookkeeping Services at 679-2022.

Open House & Business After Hours Event

Tuesday, May 10^th, 5:30-7:30pm

Employee or contractor? A taxing question for employers

Hiring workers as employees or independent contractors has a profound impact on how much additional cost your business must bear, what documents and information workers must provide to you, and what tax documents you must give to them. It also affects the amount of taxes you withhold from their pay.

With employees, the employer must pay Social Security, Medicare, state unemployment and federal unemployment taxes. Employers are also required to carry workers’ compensation insurance and sometimes liability insurance. They must file new hire reports and quarterly payroll forms. Employees also expect benefits such as health insurance, holiday pay, sick pay, and vacation pay.

Contractors incur none of these costs because they pay both halves of Social Security and Medicare taxes, buy their own liability policy and generally are not paid for the time they don’t work.

Since the benefits of using independent contractors are so significant, the IRS looks closely at this to prevent exploitation of workers who should really be considered employees.

A number of tests exist to determine whether workers qualify as general contractors:

1. They provide their own tools and supplies.
2. They work independently. They are told what result is desired, not the individual steps  necessary to do the job.
3. They do the same work for other firms.

If you have the right to control both what is to be done and how it is done, your workers are employees. If you can direct only the results, you are working with contractors. It is also important to know how workers perceive the relationship.

Although there are certainly benefits to both groups, it is important to adhere to IRS law about how they are classified.

Employers who misclassify workers as independent contractors can end up with substantial tax bills as well as penalties for failing to pay employment taxes and failing to file required tax forms.

Knowing the proper worker classification can be critical to your business, so don’t guess. Visit the IRS.gov website to be sure.

Financial Empowerment Seminars

A  Financially based 4 week Workshop Series

Facilitated by: John Butruccio founder True Choice Coaching

Please join us for a unique, interactive workshop and discover how the power of personal development can influence your financial state of mind. We will focus on the law of attraction, at a deep personal level, by tapping into your own personal power to create new habits that will inspire increased self awareness, create a higher level of self esteem and unwavering self confidence. Your personal and professional relationships will improve immensely and often immediately once you open yourself up to new possibilities that will influence your financial future. Once liberated from our life long self defeating thinking habits around money we can then move forward with a sense of abundance and well being.

Hosted and sponsored by:  Debbie Moulton

285 Calef Highway, Suite 12A Epping, NH 03042
Thursday evenings, April 7, 14, 21 and 28.  6:00 p.m. to 8:00 p.m. 

Attendance fee is $120.00 per person. Refreshments will be provided.

Space is limited…Register soon.  John Butruccio @  C 978-265-7004

John Butruccio is a professional personal development life coach.

Bring plenty of Business Cards for networking and a note pad for taking notes.

5 Ways to Trim your Overhead Expenses

In these challenging times, every penny counts. One way to increase your business profitability is to lower your expenses. Even if your income stays the same, having less deductions will raise your net profit. Take a look at your most recent Profit and Loss report and look for expenses that could be trimmed. Here are a few examples:

1. Internet and Phone Service – Check your current provider for the plans they offer. You may be able to save money with a bundle offer for internet, phone and/or cable. Call your Internet provider for their current plans and have them review your account to see if there is a cheaper option. Does another provider offer a better rate worth switching to? Review your cell phone usage against the allowed minutes in your plan. Perhaps you would save money by switching to a lower-minute plan. Are you consistently using your data plan or text message plan? If not, consider eliminating them or switching to a lower volume plan. I saved $30 per month by canceling the data plan on my phone and instead syncing my calendar and contacts with a cable to my computer. The bonus is that my phone battery now lasts 3 times as long.

2. Electricity – Does your electric bill fluctuate widely from month to month? What did you do differently in the lower months? Perhaps you could replace some light bulbs with more energy efficient models, make a more conscious effort to turn off computers and printers when they are not in use, or set the thermostat one degree cooler in winter or higher in summer. Your electric utility may even offer rebates or other incentives for purchasing energy-efficient lamps. If you have appliances that need to be replaced, consider more energy efficient models. Start with a do-it-yourself energy audit by following the suggestions at http://www.energysavers.gov. An audit will show where you are losing energy and how efficient your heating and cooling systems are.

3. Transportation costs – How much are you spending on traveling to your clients? Are remote options available? There are many options now for remote teleconferences, webinars, and video conferencing. Scanners are easily available to deliver documents right to your client’s computer. You can even have your data hosted on the web to allow access from anywhere and from multiple people.

4. Bank fees – Review how much you are paying in unnecessary bank fees such as over limit fees, insufficient funds fees and overdraft charges. Paying more attention to your bank balance and what checks are outstanding can eliminate these fees and save you significant amounts of money. Take regular cash withdrawals less often directly at your bank to save on ATM fees. Some simple planning of your cash needs can save you quite a bit of money on bank fees, as well as eliminate overdraft charges.

5. Refinance debt – Interest and finance charges make up a significant percentage of many small business expenses. Review current interest rates and research if you can refinance your business debt to a lower rate. If you have business credit cards, transfer your balances to a card with a lower interest rate. Be sure to factor in any annual fee when comparing your rate. Home equity loans are usually the least expensive financing option, since the loan is backed by your home. If you are comfortable with this option, a home equity line of credit can provide a very cost effective buffer for slow times in your business.

6 Early Warning Signs of Customer Payment Problems -- & What to Do

In this current economic downturn, many companies are experiencing significant payment delays from their customers and clients, which then cause delays on their part paying their vendors, and the cycle continues. It’s important, especially now, to stay on top of your accounts receivable, and to stay in contact with your customers. They are more likely to pay you ahead of others if you have a solid relationship and don’t allow them to forget their outstanding balance.

If you see any of these signs, act before it’s too late:

1. Broken promises – 2 instances. Your customer has promised twice to pay and you still have not received payment. Accept one promise. The second time, ask in a direct, friendly way why the payment is late and exactly when you'll be paid. You may also notice other delays which should be counted as one instance, including a bounced check or inability to reach your contact.

2. Change in personnel. Your lack of payment is blamed on personnel shifts and your original contact is no longer available. Always assume the worst. Call daily to attempt to reach the right person, and set a firm schedule for when they will call you back. No return call should be considered a broken promise.

3. Any banking change. If nonpayment is blamed on changing banks, ask for the name of the bank and bank officer. Call the bank and confirm that they have actually opened an account. Even with a new bank, payments can be processed quickly, so excuses of this nature are a red flag.

4. Unusual disputes (stalls). Every time you call there is a new excuse. For instance: “The check is in the mail” or “We are having a problem with the order” (after several months). Probe and question. If the check is in the mail, request a date mailed and a check number. Volunteer to follow-up with their bank. If the customer has a valid problem with their order, their complaint is usually prompt and detailed. The more vague a complaint, the more suspicious it should be. Ask: “Why haven't I seen something on this in writing?"

5. Intimidation. Debtors sensing a non-pro calling may be rude to deter future calls. Ignore it. Stick to the business at hand: nonpayment. Keep probing. “Will you pay? when? etc.” Try humor (“Get up on the wrong side of the bed?”). If it fails, the intimidation is deliberate. Ask for a supervisor or manager.

6. Change in payment pattern. A customer who normally pays you within the month is now taking 60 days to pay, and only after you call. Call them and compassionately discuss the situation. Tell them what a valued customer they are and how wonderful they have always been about paying you on time. If there’s no valid temporary situation, this is another red flag.


What to do when it’s already too late
Unfortunately, after several months have passed, it becomes extremely difficult to collect anything at all. Avoid making unrealistic demands and try to work with the customer if you can. Your goal is to keep the lines of communication open. Why lose money, and possibly a good customer, due to a customer's temporary, unexpected reversal?

Focus on keeping a regular flow of cash coming in, by setting up a realistic payment schedule as follows:

1. Get a partial payment up front: “Your total outstanding balance is $600. How short are you of paying in full?” It's hard for people to say they're short the full amount. Get a commitment for a payment up front and ask how much they can pay per month after that. By getting a payment right away, you have won half the battle and have started the cash flow moving again.

2. Suggest monthly payments. After the initial down-payment, set regular monthly payment amounts that will pay off the balance in a reasonable period of time. Set a limit for how many months the payments will be spread out. Suggest an amount, but have a counter-offer ready. Watch carefully that payments are paid on time.

3. Charge interest. You should definitely charge interest on balances owed to you longer than 30 days. Typical interest is 1.5% to 2% per month. People pay back debts accruing interest faster than no-interest debts. You may also charge a flat late fee for missed payment dates.

4. Suspend services. Don’t provide additional services to a delinquent client. You’re just adding more to the amount you will be unable to collect. For a client that is making payments on current services, set up a payment plan for them with an amount that covers the current services plus an amount towards the back balance. Set a limit for the maximum balance you will allow and suspend services if it reaches that point.

5. Collection Agencies. If all else fails, the account can be turned over to a collection agency. They will call and send letters on your behalf to collect the debt. This is usually a last resort, however, since you will most likely not be able to do any further business with this client. Collection fees typically cost about 30% of the debt collected. Some money is certainly better than no money, but again a last resort.

This information is based on an article by attorney Donald B. Kramer, J.D., president, Kramer & Frank, P.C., St. Louis, MO, a 23-attorney collections law firm, and author of Mastering Collections (AIPB, 2009).