Standard “In-Scope” Services

The standard services listed within the contracts have items that are considered “in-scope”. Anything outside of these services can be completed, but it is done at an additional hourly rate.

Reconciled Monthly Bookkeeping

“In-Scope”

  • Monthly Reconciliations of the listed number of accounts 
  • Checking, Credit Cards, LOC, Savings, Money Market, and digital accounts like PayPal, Venmo, and other transaction accounts all count as “accounts” in the total number of accounts
  • Aggregate COGS 
    • For a monthly contract less than $500: The client will provide monthly COGS entry (if applicable)
    • For a monthly contract between $500-$2000: COGS entries completed using the standard monthly COGS formula (starting inventory value + inventory purchase value – ending inventory value = COGS)
    • For a monthly contract greater than $2000: Completed the same as above, or if a professional inventory system is used, Reconciled to manage feed
  • 24hr response time on bookkeeping questions via phone or email

Common Requests that are NOT “In-Scope”

  • Detailed inventory tracking
  • Deferred revenue accruals entries
  • Class tracking to understand profitability by revenue center
Reconciled Full Service Accounts Payable

“In-Scope”

  • Receive bills via email 
  • Enter bills into Bill.com 
  • Queue up payments to vendors based on bills received
  • Submit bills to financial decision-makers in the client preferred order of approver via Bill.com interface
  • Bills must be approved in Bill.com
  • Bills paid “up to” weekly on a predefined schedule (i.e. every Thursday)

Common Requests that are NOT “In-Scope”

  • Bills to be approved outside of Bill.com workflow
  • Reconciled to pay bills without client approval
  • Create invoices as bills for independent contractors
  • Bills paid ad-hoc or on an “emergency” basis (one courtesy allowance per year included, but must be communicated as such to the client and documented in HubSpot email).
Reconciled Full Service Accounts Receivable

“In-Scope”

  • Prepare invoices for client payment based on information provided by the client
  • Weekly, bi-weekly, or monthly invoicing based on client request
  • Retrieval of information relating to invoicing clients from cloud based system (i.e. pulling hours from cloud based time tracking to prepare invoice)
  • Limited detail invoicing – Detail must be provided by client for copy and paste or attachment of secondary PDF to Quickbooks Online Invoice

Common Requests that are NOT “In-Scope”

  • Submit invoices to clients using 3rd party system
  • Payment follow-up outside of QBO Reminder invoices (on a predefined schedule)
  • Line-item by line-item breakdown of several SKUs per invoice
Reconciled/Gusto Full Service Payroll

“In-Scope”

  • Enter hours for hourly employees
  • Process payroll on a monthly, bi-weekly, or twice monthly payroll schedule

Common Requests that are NOT “In-Scope”

  • Providing new hire paperwork
  • Filing for State Specific ID Numbers
  • Payment of 401(k), health benefits, etc – outside of AP/Bill.com process with a vendor-provided bill
  • Adding new hires to 401(k), health insurance, etc platforms or doing open enrollment activities 
  • Calculating Commissions/Bonuses
  • Paying any taxes not paid by the payroll processor, we cannot be responsible for going to those states and remitting payment
Reconciled/TaxJar Sales Tax Automation

“In-Scope”

  • Automatic filing through TaxJar for the number of states listed in your contract

Common Requests that are NOT “In-Scope”

  • Manual filing through state portals
  • Nexus registration in new states 
  • Monitoring nexus/filing requirements
  • Manually filing through TaxJar
  • Filing through another system like Avalara
  • Filing for additional states not listed in contract