Paperless Work Flow - helping You Build a Great Business!!

1. Vicki D Bealman, “The VIRTUAL Accountant””
BealmanAndAssociates.Com
757-581-6668

2. What we do for our clients…
1st- We do your Bookkeeping
Bad bookkeeping leads to bad decisions and that
leads to poor cash flow. There are NO great
companies with bad books. We take this problem
away for less than a bookkeeper‟s salary.
98% of bookkeeping is easy, but the bookkeeper
rarely tells you when they do not know how to do
something. That is why most owners cannot
depend on their numbers to manage the business.
If you are doing the work yourself or having your
spouse do it, you will save thousands this year.
BUT, you will NOT build a great business by
working on books instead of working WITH
customers. NO great businesses are run by owners
that do their own books.
Your job as owner must focus on 2 tasks:
1.Building relationships with customers and staff
2.Improving your deliverable a little bit every day
We make sure the decks are clear so you can
focus on doing the right things. You will become an
effective executive.
Jim Collins is one of our heroes in regards to
building a great business. We implement his
philosophy for you.

3. What we do for our clients…
2nd - You become paperless
Moving paper can easily double the time and cost
of doing any back office task.Today all great
businesses are paperless – now yours will be too.
Not being able to find a „page‟ can cost the average
small business over $125 in productivity.
We will take you paperless overnight. By this time
next week, stacks of documents can be a thing of
the past.
The next time you want to see a „page‟ (such as all
the electric bills for the Tobacco Road Apartments),
you are just 3 clicks and about 1 second from
seeing them on your screen.

4. What we do for our clients…
3rd- Business rules and systems
Without intrusion, we analyze how your business
operates and determine the list of 100 events that
make things happen in your company.
We‟ll flow chart and standardize the work flow
documents first – then with your help, we can build
systems for other parts of your business.
In a great company, staff people have a check list
of what tasks need to be completed and how you
want them done. We will do that for you.
These checklists are all on-line, for “on
demand” use. This is the dream
system Michael Gerber talked about in
his 1987 classic book, “The E Myth”.
A MUST READ.

5. Start with the end in mind:
Over the next three years you will
have these answers…
1. How much money am I really making?
2. What do we sell and why?
3. Why do customers buy from us, not competitors?
4. What do I do best and makes me the most money?
5. What do we specifically want to get done this year?
6. What are the 100 most important tasks here?
7. How do each of those 100 tasks get done?
8. What do we expect from each team member?
9. Who is our ideal customer? How do we find more?
10. What are the 5 (KPI) numbers we track daily?
11. What are the milestones that denote achievement?
12. How do we get OUT of this business?
13. How much liquid wealth will I have created?
14. What do I want when I leave this business?

6. What we need from you…
Help our staff understand your business. Give them
a few moments of your undivided attention several
times over the next few weeks.
Work with us on a plan to get all source documents
quickly and securely – help us get on line access
when ever possible.
Rather than bug you by phone, we‟ll post questions
and problems for review at your convenience.
Please go online when you get an email from our
system and answer our questions. This might take
15 minutes total, spread over the week.
When you have questions for us or need our help,
go to the Paperless Work Flow system and post
your question. We will get back to you ASAP with
an answer. We will both work toward keeping
phone interruptions to a minimum.
Good bookkeeping is the first step toward figuring
out which 20% of your day is worth doing at all.
Almost every owner we meet works 10 hours a day,
2 hours making money and 8 hours being busy.

7. What happens if we do this together…
We will meet weekly or monthly by phone, with
each of us viewing your financial statements on our
computer screens. You and I will figure out what
you do that works and how to focus more
resources on the things you do right.
We will become part of your „Master Mind‟ group to
provide direction on creating real wealth.
Your business operations will be standardized into
flow charts and check lists so you can run faster
better and cheaper. The first step to greatness.
You will be paperless, reducing cost and making it
possible to hire more home workers or open
remote locations without infrastructure or overhead.
Over the next year you will learn how to turn your
company into a „great business‟ and enjoy the
prosperity that millions of other entrepreneurs do all
across the US.
You already own the business that will make you rich.

8. How can we help you today?
Important Questions: What kind of problems are you having with bookkeeping now?
Problem: ______________________________________________________________
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Impact:________________________________________________________________
Feeling: _______________________________________________________________
Problem: ______________________________________________________________
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Feeling: _______________________________________________________________
Problem: ______________________________________________________________
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Impact:________________________________________________________________
Feeling: _______________________________________________________________

9. How can we help you today?
What kind of dangers are you faced with in the next 2 weeks to 2 months?
Problem: ______________________________________________________________
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Impact:________________________________________________________________
Feeling:_______________________________________________________________
Problem: ______________________________________________________________
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Impact:________________________________________________________________
Feeling: _______________________________________________________________
What kind of opportunities do you see that you can‟t get to?
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What are your strengths? What do you have most fun doing?
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10. How can we help you today?
The Budget
The budget is the biggest question on most people‟s mind at this point. We can do the
least amount possible and keep your price low, or we can provide you with financial
advice and business management help, to assist you in building a great business.
The number of transactions is one of the smallest indicators of fees. Transactions are
easy and cheap. It is the complexity of the transactions, and the number of variances
that cause accounting problems.
What range are you hoping to stay in regards to bookkeeping cost for your business?
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Timing
Taking on a new client requires some planning and “ramp up” on our part. We are only
able to start one new client per week.
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Solution
If you want to build a great business over the next 3 years, we will become part of your
“Master Mind” group and help you achieve your goals by staying focused on doing the
right thing first.
For today: Three answers you need to get started…
1. How do you outsource my bookkeeping?
2. How do you take me paperless?
3. How do you develop ‘Best Practices’ for my company?

11. Part 1:
The Paperless Work Flow
Bookkeeping as a ‘Great Business’ tool
From 9 to 7 run your business
We then review the data to
find what generates your Throw source documents on
profits and help you focus on the fax machine or scanner 1
creating more cash flow. or 2 times a day and hit send.
We hand read, name and index every
A retired CPA or Sr. bookkeeper page for your fast retrieval in our
reviews all transactions, daily. Paperless Work Flow system.
College graduate accountants
do the basic data entry. They are
QuickBooks Certified Pros.
The High Speed business cycle

12. How we do this…
Every small business has about 100 Critical Functions
That MUST be done right ALL the time.
We quietly work in the back ground to isolate and
document your critical events.
Most of the time, this „knowledge‟ exists in the minds of
the owner and the top few employees, but no where else.

13. How we do this…
Every bookkeeping item on the list of 100 Events is broken
down into steps and put in a check list, then flow charted
over the next few months, as we figure out how you make
money today.

14. Secret number one to how it works…
Nothing happens in business that does not generate a
piece of paper in 30 seconds. Our secret management
tool is…
“That piece of paper IS the task”
So we capture that page /task
and track the work associated
with it through the business cycle

15. How we do this…
We developed and manage a hierarchy of skill. Each person
does only the work they are good at and delegate the rest
“up” the skill chain.
CPA
Senior
Bookkeeper
Your
bookkeeping
goes into the
Work Flow

16. How we do this…
Your QuickBooks file and documents are posted
to secure servers (20 times more secure than your office)
with real time back up, virus and hacking protection.
QuickBooks is hosted at Paperless Work Flow
Right Networks in Boston in Allen Town, PA
All of our team members have 2 or more
monitors linked to the respective servers.

17. How we do this…
When a task / page comes to one of our worker’s screens
Three choices on each task
1. Complete the bookkeeping task
2. Ask the client for clarification
3. Delegate the task up the skill chain

18. How we do this…
All tasks and work are tracked in real time across
our labor force. You can log on and review 24/7.

19. How We Do This…
The Paperless Work Flow System manages the staff,
so we always know who is doing what. We can check
quality and productivity at all times. This is an
open system, you can see everything we do.
Like an all night diner
we NEVER close!

20. How We do this…
Each client is set up with ‘Best Practices’. These are a series of
productivity tools that you may have wanted to implement, but
have not found the time.
Not everything is appropriate for you, so we only use those services that make sense in your business.
• On Line Banking
• On Line Credit Card Downloads
• Electronic emailing of invoices or
• Paper mailing from Intuit Services or
• Subscription billing and auto pay
• Merchant accounts for Master Card,
Visa and AMX linked to your QB
• Bill Pay linked to your QB
• Payroll reports imported directly
into your QB from ADP or Pay-Chex

21. How We do this…
A business with measurement systems in place
is a business that can be managed; a business
that does not hold you hostage.
We are not just doing
bookkeeping, we are helping you
run a great business.
Your days of:
• over worked
• over tired
• over stretched
• over a barrel
Are just plain OVER
Business is going to be FUN and
EXCITING, like it was when you
started years ago.

22. Part 2:
The Paperless Work Flow
Getting rid of documents
The High Speed business cycle

23. Part A: Why we take our customers paperless
Have you ever lost a piece of paper?
Do you have stacks of file cabinets
or bankers boxes sucking up expensive
floor space?
Do you know that it costs $1.04 to put one
sheet of paper into the proper manila folder
and file cabinet? (It is expensive and boring
work.)
Do you know that if you lose a piece of paper,
the cost of lost productivity is $125.00
on average?

24. How we take you paperless…
Getting rid of documents is easy.
When a bill or check comes in,
just throw it on the fax machine…
Once a day hit send and that’s it.
We do the rest.
When it falls out of the fax, just throw it in a banker’s box,
in case you ever want to see the original again….
In my own business, I have not had to recover an original
document since 1997, when I first went paperless.

25. How we take you paperless…
Thousands of small businesses and individuals send
documents 24/7 to our secure servers in Allen Town, PA.
Your pages go
into your own
private ‘red’
web site.
This is your new
filing cabinet.

26. Secret Number Two:
We hand read every page for 100% accuracy and name
the pages ~ using drop down boxes pulled from your
QuickBooks file for spelling accuracy.

27. Secret Number Two (cont.):
We hand read every page for 100% accuracy and name
the pages ~ using drop down boxes pulled from your
QuickBooks file for spelling accuracy.
Recall any piece of paper in your
file cabinet in seconds. Use the
Dots' (Document naming
technicians) drop down menu to
search.
In 3 seconds and 1,000,000 pages
later, your pages are on the screen.
Click on any line or thumbnail and
you will see your page. No more
file cabinets or lost pages.
In the right hand column you will find
notes and be able to view the steps the
bookkeepers took to get your work
done.

28. Part 3:
The Paperless Work Flow
Building a ‘How We Do It Here’ Library
There is NO
profit if you are
in chaos.
The High Speed business cycle

29. This is the 7th
time I’ve
explained this in
the last 2 years
If you have ever explained yourself
for the 7th time – you know why you
need a library of, “How I want it done”
video, audio and PDF files that pop up
on demand at the exact moment your
team needs an answer.
We write the documentation as we go
through the set up process of getting
your books up and running.
Once we have an operations manual in
place, you can start work on improving
your business processes.
Many of the business processes we
record will have video clips attached,
explaining how to do the task the right
way, every time.
You are now running like a franchise;
the business model that has the
highest rate of success.

30. How we do this…
Every bookkeeping item on the list of 100 Events is broken
down into steps and put in a check list, then flow charted
over the next few months, as we figure out how you make
money today.
We figure out exactly what’s
important in your business
Create check list
to manage the task
Flow chart the process to
look for ways we can improve
Now you are running
your business like
a franchise.

31. Why we do this…
To build a great business – you need an operations
manual on how you want things done. Once you have
the rules in writing, the process can be improved.
This is just like the classic book,
“The E Myth”, by Michael Gerber.
*Read this book ASAP if you have not already
done so.

32. How to get Best Practices in your Business…
When a transaction comes in for the first time, our senior
staff accountant does the work - the right way.
But before they start, they turn on the screen recorder and
microphone , in order to create a movie of how the ‘boss’
wants it done.
When the audio or video file is saved, the system reads
the critical data fields such as who is this from, what is it, etc.…
Once saved and named, a green TV appears on the page, letting
us know we just created a “WINK”, our personal name for
help files.
Two months from now, when a page comes in and the DOT
names that page with the same selections as our earlier example,
such as Vendor Home Depot and Credit Memo, the green TV
pops up as if to say, “Hey, we’ve done this before; click here and
see how.”
Best of all, when staff members leave, everything they know has
been captured. This will save you thousands of dollars and
hundreds of hours in training costs in the future.

33. 3 Objectives Accomplished
You have:
 Outsourced your bookkeeping
 Taken your business paperless
 Built your systems and processes into an
on-line library available at the exact
moment a job comes up - automatically

34. What happens if we do this together, using
the Paperless Work Flow?
The High Speed business cycle

35. What we need from you…
Outsourcing is a joint venture. You are buying an outcome
from us, not a procedure. We know how to run a business
and will bring you „best practices‟.
However, don‟t just dump boxes of paper on us and run,
or we can‟t help you. Just give us an hour or two from
time to time over the first few months so we can observe
how you run your business now.
Over the next year you will end up with a complete
operations manual like those used by franchise
companies. This allows you to grow larger or work less,
we‟ll leave that choice up to you.
Getting source documents to us is critical. We ask that
you work with us to get pages into the Paperless Work
Flow within minutes of the document hitting your office.
Please make sure you log onto your on line banking one
to three times a week. It will only take you about 5
minutes. For security reasons, you are the only one who
can distribute money and download transactions, so we
need your help to make this happen.
And remember…If something does not look right, let us
know. Use your Paperless Work Flow to link questions
right to the piece of paper that triggered you to ask the
question.

36. What we need from you…
Outsourcing is a joint venture, sometimes we need your
help and will post „clarification needed‟ pages back to you.
Generally this happens when we can‟t figure out what you
want done.
Anyone in our bottom up skill chain can send a source
document / task back to the client. But, they do it online
and NOT by calling you on the phone and disrupting your
work day.
You receive an email warning you that we have a question
and to please (at your convenience) log on and provide
the information needed.
Simply click on the link inside the email and the hyperlink
will take you directly to the questions.
The problem page pops up and if you take a few seconds,
you can easily tell us what to do with a questionable
transaction.
No more phone tag, interruptions or delays around
bookkeeping. We are both on line all the time.
Here is the best part. Every time we solve a problem the
solution is recorded. The next time this problem pops up –
the answer comes up with it, in the form of a video training
segment.
We get better and better at helping you build a great
business.

37. How to ask us for help at 2 AM
When you have a question for us…
Don‟t call – that wastes too much time. Simply
log onto your „RED‟ page.
Click on the task button and a „task‟ dialog box
opens – where you can tell us exactly what you
need, or what questions you have for staff.
Just take a minute to tell us what you require,
then click Save and Close. The task goes into
our bottom up delegation system and you will
hear back from us shortly.
This also allows the owner to track how
responsive our staff is to your needs. That alone
improves the customer service you receive.
Don‟t forget all the video clips at the bottom of
the „RED‟ page to help you use the Paperless
Work Flow system. We train our clients the
same way you will train your staff!

38. What will happen if we do this together?
5 Minute Books – a daily 5 minute exercise
We become part of your Master Mind group
and work with you over the next three years to
help you “Build a Great Business”.
You will hear from us every week or two as we
stand in the back ground and watch how you
are doing at staying focused on the 20% of your
business that drives 80% of your net profits.
We will ask you to spend 5 minutes reviewing 5
KPI (key performance indicators) every day at
5PM. We call this exercise 5 Minute Books.
It‟s just like watching your kids play soccer. If
the score board gets turned on – everyone
starts playing twice as hard without a word from
anybody. The same motivator works for you.
In 5 minutes you can:
Tell if you made money yesterday
Tell what your sales are, & where they came
from
Tell who still owes you money
Tell if your costs are too high
Tell how much cash you have on hand…

39. What will happen if we do this together?
Within a few months of using this daily 5 minute
exercise – you will learn more about how your
business runs and makes money, than you could ever
imagine.
Best of all, it will be clear to see exactly what is making
you a good net profit and what is a complete waste of
time. In other words, the 80/20 principle in real life.
Every week or two, we will talk on the phone to review
your 5 Minute Book reports. We will both be looking at
the same details on the screen and can drill down to
any source document together in the Paperless Work
Flow system.
From the outside we can see things you don‟t notice.
This „see the forest through the trees‟ view will have a
big impact on your ability to focus on what‟s working.
Over the course of the year, we will build out more
check lists and systems each month to run your back
office more effectively. You can start running like a
franchise, the most efficient business model available
today.
This will stop the chaos and friction in your business
cycle. You will work fewer hours for more profit.
Our team becomes part of your team as we help you
build a great business.
We WANT you to get rich…
We WANT you to have fun…

40. Over the next three years you
will have these answers…
1. How much money am I really making?
2. What do we sell and why?
3. Why do customers buy from us, not competitors?
4. What do I do best and makes me the most money?
5. What do we specifically want to get done this year?
6. What are the 100 most important tasks here?
7. How do each of those 100 tasks get done?
8. What do we expect from each team member?
9. Who is our ideal customer? How do we find more?
10. What are the 5 (KPI) numbers we track daily?
11. What are the milestones that denote achievement?
12. How do we get OUT of this business?
13. How much liquid wealth will I have created?
14. What do I want when I leave this business?