Exciting news! Effective July 1, Kauffman CPA is joining RKL Virtual Management Solutions! Same team, same great service. LEARN MORE

Agency & Small Business Accounting Services

Unlock Your Business’s Untapped Potential

Most creative agencies and small businesses with 5-45 employees struggle to obtain and maintain a clear financial picture.

 

Do you, as the owner, often find yourself managing accounting, payroll, and financial processes, wishing you could be doing more business development, management, and running your company?

 

Many agencies come to us with ad-hoc financial systems and processes that are years – and even decades – behind what’s currently available. All this leads to uncertainty, indecision, and untapped potential.

 

How To Work With Us

While our accounting services are available a-la-carte, most of our clients choose a Virtual Accounting, Bookkeeping & CFO package, customized to their business’s needs.

 

But before we make any package recommendations, we make sure we know what makes your business unique, where you are at in the business cycle, and that we understand your long-term financial goals.

 

Once we know what you need, we’ll create a customized menu of services for you. Our work is all cloud-based so you can access your vital business information and financial reports any time you’d like.

Virtual Accounting, Bookkeeping & CFO Packages

Silver
Gold
Diamond
Email & Phone Support
Your team of virtual accounting experts includes a Client Advocate and a CFO, and you will have direct access to them via phone or email anytime you have questions. We want you to be able to contact us whenever and for whatever you need!

Email & Phone Support

Unlimited

Email & Phone Support

Unlimited

Email & Phone Support

Unlimited
Cloud-Based Accounting
We are cloud-based accounting and technology experts. QuickBooks Online anchors everything we do, and we build a paperless workflow in every direction. Our system is designed in a way that you can run your entire business finance system from your phone.

Cloud-Based Accounting

Cloud-Based Accounting

Cloud-Based Accounting

All Software Subscription Costs
All software used in our virtual accounting solution is included in your package price. This way you only have one accounting invoice to pay each month and never need to worry about a vital subscription being suspended.

All Software Subscription Costs

All Software Subscription Costs

All Software Subscription Costs

Review P&L Transactions and Coding
An accurate income statement report is vital to any successful business. We make sure your transactions are correctly and consistently coded to the correct account, leading to valuable historical data that you can base future decisions upon.

Review P&L Transactions and Coding

Monthly

Review P&L Transactions and Coding

Monthly

Review P&L Transactions and Coding

Monthly
CFO Call
You receive a regularly scheduled call, Google hangout conversation or in-person meeting with your Outsourced CFO. We talk about the past, present and future of your business. This sets us apart and gives you the support necessary to really succeed in your business. Not only will we make sure your financial system is running efficiently and always accurate but we also use those numbers to give you financial clarity.

CFO Call

Quarterly

CFO Call

Monthly

CFO Call

Monthly
Paperless Document Management
We establish one central hub for all of your financial documents from bank statements to contracts to receipts to invoice payments. Getting things here is as easy as snapping a photo or forwarding an email. A copy of each document is then attached to the associated transaction in QuickBooks.

Paperless Document Management

Paperless Document Management

Paperless Document Management

Record All Bank and Credit Card Transactions
This covers the daily nuts and bolts of entering your business transactions in QuickBooks Online. We connect your bank and credit card accounts to our cloud-based software and match transactions with receipts that you’ve uploaded by simply snapping a photo.

Record All Bank and Credit Card Transactions

Record All Bank and Credit Card Transactions

Monthly

Record All Bank and Credit Card Transactions

2x/Week
Invoice Clients and Accounts Receivable
We take data from your POS system and make sure it’s accurately recorded in QuickBooks Online. Or if your business sends invoices, we work with you to build the most efficient and easy to manage system for sending these out through QuickBooks Online. We send reminders for unpaid invoices and notify you as necessary past due accounts.

Invoice Clients and Accounts Receivable

Invoice Clients and Accounts Receivable

Every Other
Week

Invoice Clients and Accounts Receivable

2x/Week
Accounts Payable and Bill Payment
All bills are processed and paid electronically only after being approved by you via the web or your mobile device. To segregate duties and mitigate fraud risk we have authority to pay bills on your behalf only through our online bill pay system and we will not be a signer on your bank account. We follow a very strict policy of never initiating a wire transfer on your behalf.

Accounts Payable and Bill Payment

Accounts Payable and Bill Payment

Every Other
Week

Accounts Payable and Bill Payment

2x/Week
Payroll Processing and Payroll Tax Filings
From paycheck to W-2, we handle it all. We maintain the payroll system including entering new employee info, employee changes and making sure all deductions are properly setup. We also ensure all withholding are properly remitted including taxes, retirement benefits, health insurance and wage garnishments, if applicable.

Payroll Processing and Payroll Tax Filings

Payroll Processing and Payroll Tax Filings

Every Other
Week

Payroll Processing and Payroll Tax Filings

2x/Week
Reconcile Bank and Credit Card Accounts
Reconciling bank and credit card accounts each month ensures that all transactions have been recorded. Accurate and timely reconciliations are the foundation to a reliable accounting system.

Reconcile Bank and Credit Card Accounts

Reconcile Bank and Credit Card Accounts

Monthly

Reconcile Bank and Credit Card Accounts

Monthly
Balance Sheet Reconciliations and Review
The balance sheet is often forgotten, making it a place where inaccuracies frequently occur. We reconcile and review all of your balance sheet accounts including prepaid expenses, fixed assets, payroll liabilities, customer prepayments/deposits, loan accounts and owners’ distributions.

Balance Sheet Reconciliations and Review

Balance Sheet Reconciliations and Review

Monthly

Balance Sheet Reconciliations and Review

Monthly
Financial Reports Package
Each month’s financial reports receive a high- level final review, culminating with the locking of your accounting software so that no additional transactions can be posted to that month. This is the final step in making sure your financial reports are correct. Following the close we send you the standard set of financial reports for your records including an Income Statement (sometimes called P&L), Balance Sheet and Statement of Cash flows. You will also always have access to these reports online.

Financial Reports Package

Financial Reports Package

Monthly

Financial Reports Package

Monthly
Employee Expense Reimbursements
Employees receive access to an expense reimbursement online app. Reports are submitted to you electronically for approval, and we handle the rest.

Employee Expense Reimbursements

Employee Expense Reimbursements

Employee Expense Reimbursements

Monthly
Month End Accrual Entries
Accrual Basis Accounting (vs. Cash Basis) provides a much more accurate and consistent financial picture each month. Income and expense is recorded when earned or incurred rather then when the cash comes or goes. Month to month ratio comparisons become immediately more valuable.

Month End Accrual Entries

Month End Accrual Entries

Month End Accrual Entries

Monthly
Financial Dashboard and KPIs
We create customized dashboards for your business that give you at your fingertips all the information you need to make sound business decisions. These Key Performance Indicators go beyond traditional margin ratios to metrics such as revenue and cost per employee, 12-month trailing graphs and company leading indicators.

Financial Dashboard and KPIs

Financial Dashboard and KPIs

Financial Dashboard and KPIs

Weekly
Cash Flow Management and 10 Week Projection
Cash is one of the toughest things to predict and manage in business. We’ve developed a system to track your cash accurately and timely. Cash flow analysis is updated weekly and includes a 15-20 minute call each week to review the projection. Finally know how much cash you will have in 10 weeks.

Cash Flow Management and 10 Week Projection

Cash Flow Management and 10 Week Projection

Cash Flow Management and 10 Week Projection

Weekly
Performance By Client/Job Report
Knowing which clients and projects are profitable is vital in gaining true financial clarity about your business. We setup systems to track the right information and then present the results to you in an easy to read report. This report will help you identify more/less efficient employees, improve pricing, allow you to compensate staff based on performance and maybe even identify a couple of clients who you can gift to one of your competitors.

Performance By Client/Job Report

Performance By Client/Job Report

Performance By Client/Job Report

Monthly
12 Month Rolling Financial Forecast
These replace traditional annual budgets. Each month we build a 12-month future projection so you can see into the future of your business with clarity.

12 Month Rolling Financial Forecast

12 Month Rolling Financial Forecast

12 Month Rolling Financial Forecast

Monthly

Better Numbers = Better Decisions

Bookkeeping Services

At Kauffman CPA, we’ve created a new type of accounting firm for creative agencies & small firms like yours.

 

We know what numbers you need to accurately measure your business, services, and team productivity. And our system is designed to give you a real-time picture of your agency’s finances, so you can make more confident decisions.

 

Healthy, high-performing creative agencies need accurate numbers and strategic financial advice to drive their decision-making process. Armed with a clearer picture of their financial situation, you will be better equipped for growth because you’ll know how much work you can take on, who you can afford to hire, and home much cash flow you will have for the next 8-10 weeks.

Kauffman CPA Company has been a great accounting partner to work with. They’re prompt, professional, and dedicated to a good client experience. We trust their expertise and appreciate the way they go the extra mile to make sure we have the insights and information we need. Highly recommend.

Ali Schwanke

Google review

Avoid Expensive Mistakes & Grow Your Business

Outsourced CFO Service

If you are like most growing agency owners, you are looking for two things: confidence in your numbers, and strategic help in forecasting and planning.

 

As your agency’s outsourced virtual CFO, we provide both so that you can make more confident decisions for your company’s future. Through our real-time reporting dashboard, you can see the overall financial picture of your company at a glance.

 

We also hold regularly-scheduled calls to discuss your numbers, review cash flow and profitability, identify areas of improvement, and provide you with the strategic advice you need to run your agency.

Get Answers To Crucial Questions About Your Business:

  • How much money did I make?
  • What are the trends?
  • Who are the most profitable and least profitable clients?
  • What are my most profitable and least profitable services?
  • How much cash will I have in 10 weeks?
  • How much is my business worth?

Simplify Your Business’s Financial Processes

Real-Time Financial Accounting

Our streamlined, cloud-based accounting system is designed to make an agency’s bookkeeping and financial records simple and easy.

 

Let our team manage it all – invoicing, reconciliations, month end financial reports, software subscriptions, payroll processing, reimbursements, accounts payable, cash flow projections, and time tracking.

 

With these tasks off your plate, you and your team will have more time to find new clients and serve your existing client base.

AMI Preferred Partner badge.

AMI Preferred Partner

What This Means for You

 
AMI Preferred Partners have successfully served at least 10 AMI agencies and received a minimum 4.8 out of 5 rating from those clients.
 
These ratings are based on independent conversations Agency Management Institute (AMI) conducts to validate that Kauffman CPA goes above and beyond every day for their clients.

Frequently Asked Questions

How do I know if the services you provide will benefit my business?

Try our online business assessment to see if there are areas in your business accounting that could use some improvement. After you fill out the assessment, someone will be in touch to discuss options with you.

 

I do not have any in house accounting staff. Can you handle everything for me?

Yes! We can be your entire accounting department if you would like. All you will need in-house is a basic administrative function and we’ll do the rest.

What are the benefits to an outsourcing accounting partnership?

There are plenty of benefits to outsourced accounting, including:

  • Less risk of fraud
  • No risk of employee turnover
  • A team of financial professionals rather than just 1 or 2 siloed in-house people
  • No need to train us like an in-house person
  • Less time to onboard us compared to an in-house person
  • Easily scales up or down with your business
  • Industry expertise that may be hard to find if hiring in-house

Explore Your Options

Not sure what you need? That’s ok. Schedule a free initial consultation and we can discuss your goals for your business, areas you’d like to improve, and more.

Request an Initial Consultation