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Report and Accounting Timelines

Monthly reports available between 10th and 15th of each month as requested

Quarterly reports by 15th after the quarter ends

Annual reviews start in October and continue through January
We aim to have books closed and finalized by the end of January or 2/15 at the latest each year, as long as there aren’t outstanding items we are waiting on from our clients.

1099 Processing Deadline: Last day in January
Corporate Tax Deadline: Mid March
Individual Tax Deadline: Mid April
Nonprofit Deadline: Mid May
Sales tax Deadlines: Last day of month following quarter end

Located in
the Bay Area, CA

Monday - Friday 9am - 5pm

By appointment only.
Retainer clients on our monthly plans receive priority scheduling.

OUR TEAM
Jacqueline Van Auken
Owner, Consultant

Jennifer O’Donnell
Sr. Bookkeeper, Cost Accountant

Ashley Ziehm
Bookkeeping and Payroll Clerk, Business Manager

Goska Bryan
Corporate Accountant, Consultant

We’re looking forward to taking over your bookkeeping needs.

Now that our contract is in place, we will get started scheduled work sessions based on the agenda items that were developed from our first session.

This page is here to provide some information about what to expect as we move forward.

Next Steps! To get started, please:

1. Add us as your accountant to Quickbooks Online.
   Send an invite to jacque@vanauken.co

2. Give us “read-only” user access to your bank accounts and merchant processors.
   This includes Paypal, Venmo, CashApp, Square, Stripe, and other gateways where you accept payments.
   This also includes read-only access to business credit card accounts.

3. Accept the invitation to set up your Sharefile client portal for secure file management and Keeper portal.
   

Communication and Scheduling

We will communicate with you primarily by email. If your monthly contract includes monthly calls and meeting times to review reports, use the scheduling link above to book a meeting or contact our account representative.

You may also receive a link to a client portal. This is where we will do most of our communication related to transaction and bookkeeping questions. We share sensitive financial information via Sharefile, which has a client portal as well.

Scheduling meetings in advance is the best way to guarantee availability and time for us to prepare. It also lets us keep the rest of our business projects organized, on track, and in harmony.

Monthly bookkeeping retainer clients receive priority support. Our business hours are Monday - Friday, 9am - 5pm, except for holidays and vacations. We communicate in advance when someone is out of the office and use vacation responders to let our clients know when we will return. Please give at least 24 hours notice if you need to reschedule a meeting, but we also value flexibility and adaptability and will also give at least 24 hours notice when possible.

Billing

Billing terms are outlined in your contract agreement. If you are on an hourly agreement, then here’s what you can expect as far as what’s billable:

Billable hours may include:

• Scheduled meetings and work sessions (that are not included in monthly services)

• Meeting prep (30-45 min or none at all, varying from meeting to meeting, and if not already included in monthly services)

• Time spent executing tasks delegated to our staff within the scope of our contract agreement and communicating ahead of time for hourly clients

• Phone calls less than 10 minutes are not billed

Billable and non-billable hours will be communicated as often as possible, with consideration of what billable hours include. Hours spent working on a scope contract within contract billing terms are generally considered billable. We will communicate if we get close to any “not-to-exceed” clauses if present in your contract.

Client Portal

You have a client portal available to you, where we will manage most of our communication, transaction questions and can publish reports. This is via our client management platform “Keeper.”

What’s Next?

Once your proposal and contract have been signed, the next step is to make the first retainer payment. Once payment is received, we can begin by scheduling our first call for your account set-up. You may use the button below to schedule the account set-up meeting or send an email to your account representative to schedule that way.