Accounting & Bookkeeping & Small Business Forum

[LaneG]

Hello. I just passed the final exam for the Professional Bookkeeper’s course, but I hardly feel qualified to go out and start getting clients. For example I’m having a difficult time envisioning just how the client/bookkeeper interactions work on an ongoing basis. I feel the course really didn’t go into depth on this like it should have. I’ve heard of visiting the client from once a month to several times a week, and even performing some work while at the clients business location.

When I asked my coach this is what he said: “From personal experience, what determines how often you visit them is how many visits it takes to keep them happy. You can always factor that into your prices, if it looks like they are not going to be satisfied with less frequent visits, or if they are going to want you doing some of the work onsite. But the final determination is yours.”

How can a newbie such as myself determine what frequency it’s going to take to make them happy?

I’m wondering what conditions warrant doing work at the clients location?

What conditions determine a once a month visit, biweekly visits, weekly visits and even twice a month?

Any and all comments are welcome to help me sort this out in my head.

[Monica]

Hi Lane,

Go back and listen to the last module UAC course. You have to find a way to get rid of any self-doubt. That will hinder your progress, or make it come to a grinding halt!

You can do it! I did, and I have met so many wonderful people that I would have never met otherwise. I was scared to death, butterflies and all, but I had one lady call me, after I visited her and told me how impressed she was with me by coming right up to her door and shaking her hand.

Don't let anything or anyone hold you back. You need a good family member support system. It certainly is helpful and encouraging to have that, but you have to reach down deep, and tell yourself you CAN do this.

Take it from someone that was right where you are now. It's two years later, and my business is on a roller coaster ride. But, thats usually because I've put more time in family life and writing that its takes a little more effort at times to go out and replace a client that closed his doors or whatever. And, if you are lucky, you eventually will have to turn down work. Actually, its usually the hard work that gives you that clientel, waiting and looking for a PB. So, take your lumps, follow the course instructions, take advise from your peers(when they are right), if one of us is wrong, you can bet someone will call us on it.

All of us are learning from each other, even the moderators.

Let us know how you do. But, give it time. Get out there, send those 10 letters a week, and look for every opportunity to give someone a business card--the burger joint, the mechanic down the road, etc.

Monica

[Jennifer T]

LaneG wrote: Hello. I just passed the final exam for the Professional Bookkeeper’s course, but I hardly feel qualified to go out and start getting clients. For example I’m having a difficult time envisioning just how the client/bookkeeper interactions work on an ongoing basis. I feel the course really didn’t go into depth on this like it should have. I’ve heard of visiting the client from once a month to several times a week, and even performing some work while at the clients business location.

When I asked my coach this is what he said: “From personal experience, what determines how often you visit them is how many visits it takes to keep them happy. You can always factor that into your prices, if it looks like they are not going to be satisfied with less frequent visits, or if they are going to want you doing some of the work onsite. But the final determination is yours.”

How can a newbie such as myself determine what frequency it’s going to take to make them happy?

I’m wondering what conditions warrant doing work at the clients location?

What conditions determine a once a month visit, biweekly visits, weekly visits and even twice a month?

Any and all comments are welcome to help me sort this out in my head.

You can get some idea of the amount of work when you work up the flat-rate price. Obviously, a higher flat rate price entails more work than a lower flat-rate price. If you have a client that you've bid at $800/month, you will want work 3-4 hours 1-2 times per week. A $150/month client will probably be only 1-2 times per month for 2-3 hours. These are just guesses, but you can see what I'm trying to say. If you've bid the job right you will earn $30-60 an hour, so remember this when you work up a bid, and remember that larger clients need work done on a more frequent basis.

As far as working at the client's location: this is completely up to you. Some clients won't want you to work at their location. Some clients won't care if you work at their location or not. Some clients will insist that the work be done at their location. You are completely free to choose what works for you. If you don't want to work at the client's location, then don't take those types of clients. Personally, I like working at the client's location, because it's hard for me to focus at home. But, because of other demands on my schedule, I do most work here in my home office.

I hope this helps.

[BillBro]

Hi Lane,

I was pleasantly surprised to see your question in the forum. As the coach who gave you the original comment, I apologize if I was too vague in my earlier response to you. But I notice from the other replies to your post that nobody has a much more specific idea. Jennifer is right that the number of visits is work-directed to a certain extent. If you are doing A/P and A/R, the client will want you to pick up new work weekly, in all likelihood. If you are doing payroll, the frequency will be matched to the pay schedule they are on--every two weeks, twice a month, once a month, whatever.

But bear in mind that they may never need you to visit at all, even under the above circumstances. If they have arranged to fax or email the data to you, or if you are returning reports in the same way, you may not need to see them more often than a few times a year just to say hi, how are things.

A better answer to your original question might have been: Ask. When you are setting up the original work relationship, ask them how they want to submit their data to you. Ask them if they would like you to pick it up or if they prefer to email. Even if they ask you to pick it up, you may never see the client, who may be busy or away from the office. The secretary might give the files to you, or they may simply be on a desk in an envelope with your name on it.

Even after you have worked with them for a while, you can always call to ask how things are going. Send them a little note or a small gift (pen or something) and tell them you appreciate their business. Dropping in unannounced may be nice, or it may be viewed as rude because it means they have to interrupt what they are doing to talk. But asking if you can stop by and review the relationship, make sure they are getting the reports they need and are satisfied with the service is always helpful.

Business is like everything else in life--it comes down to relationships. Be yourself, let your client be him- or herself, and be all about service. It isn't as hard as it sounds once you get going. Establish a relationship and they will usually let you know what their needs are, especially if you open the door by asking.

Does that help more than my earlier comment?

Best of luck, Lane, and keep in touch.

Bill

[LaneG]

Thank you Monica, Jennifer and Bill for your comments. I appreciate the help and "you can do it" attitude. I've been telling myself that all along, but then my mind comes up with these questions. Bill, I wanted someone else’s input on the question, but that doesn't discount what you said before. I appreciate your further explanations however also.

I thought that nobody was answering because I didn’t get any emails telling me there were any reply’s. Just thought I’d check tonight and glad I did.

I'm working on a business name to get some cards made up and to register with the state. Then I can start mailing the letters and meeting people.

Thanks again,
Lane

[Monica]

Good Morning Lane,

You are so welcome! I just love encouraging new peers because I'm still new too, two years later. I remember what it feels like, all the questions, the doubt, but knowing deep inside that you can do it. It's great too, to get this far for me, to realize I am gaining experience and knowledge. It is starting to show, where clients and potential clients, even past clients and family, that I have learned something valuable and am starting to grow from the experience.

I am becoming, verrry slowly, an asset to my clients. This past weekend, one of my clients computer crashed, and I was there for him. I met a man that did freelance data retrieval, gave him a call, he gave me the name of a man that I had contacted about doing his books, didn't know that right away--my client called the data retrieval expert, dropped my name again, and it was just like coming full circle. Kool, huh?

Good luck, Lane. I'm looking forward to something like that happening to you, and having you tell us all about it. Its great!

Monica

[vita]

Monica wrote: Good Morning Lane,

You are so welcome! I just love encouraging new peers because I'm still new too, two years later. I remember what it feels like, all the questions, the doubt, but knowing deep inside that you can do it. It's great too, to get this far for me, to realize I am gaining experience and knowledge. It is starting to show, where clients and potential clients, even past clients and family, that I have learned something valuable and am starting to grow from the experience.

I am becoming, verrry slowly, an asset to my clients. This past weekend, one of my clients computer crashed, and I was there for him. I met a man that did freelance data retrieval, gave him a call, he gave me the name of a man that I had contacted about doing his books, didn't know that right away--my client called the data retrieval expert, dropped my name again, and it was just like coming full circle. Kool, huh?

Good luck, Lane. I'm looking forward to something like that happening to you, and having you tell us all about it. Its great!

Monica

Monica - This is encouraging to hear.

i agree with the above that it's all about building relationships, just like any business. it's not what you know but who you know (though what you know helps get the job done). spheres of influence.

i hope to establish good business relationships with people outside of our "industry" for the reasons above. it always helps to know somebody who can get the job done instead of trying to pick someone out of the yellow pages.

for me, i'll be joining our church's networking group. it's a very large church, and i'm thinking it'll be VERY beneficial to the building of my business and my network. i recommend anybody look into the same thing (netoworking groups).

also, to anyone who reads this, write a business plan. you can find free templates all over the internet, and likely a book or three at your local library to help out. it always helps to look back on it to refresh youself on why you are doing this, and what you are aiming to accomplish.

GOOD LUCK!

Tom

[Monica]

Good Morning Tom,

I think that is great that you have a networking group in your church. It is important to know other business people outside of our industry, and you are sharp to realize that. I could use a bit of help in this area, because I have reservations about larger groups, but the networking group in your own church would make that easier, at least it would for me.

A business plan is a good tool, you are right. I just bought some inexpensive software by Nolo, "Essential Business Tools." It has a wide variety of tools for small businesses, and writing business plans is one. I'm looking forward to loading it, and doing the same thing myself. I started a business plan, but never finished it. And that bothers me, so I will certainly take your advise, Tom.

Thank you,

Monica