Agency Accounting Services

Specializing in Supporting Creative Agencies

Most creative agencies with 5-45 employees struggle to obtain and maintain a clear financial picture. Often, it falls on you, the business owner, to manage the accounting, payroll, and financial processes, taking you away from business development, management, and running your company.

 

Plus, many agencies have ad-hoc financial systems and processes that are years – and even decades – behind the currently available change. All this leads to uncertainty, indecision, and untapped potential. It’s time to make a change.

Accounting Services for Agencies

At Kauffman CPA, we’ve created a new type of accounting firm just for creative agencies 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 rely on accurate numbers and strategic financial advice to drive their decision-making process.

Your Agency’s Outsourced CFO

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 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, go over cash flow and profitability, identify areas of improvement, and provide you with the strategic advice you need to run your agency.

We help agency owners like you answer the biggest 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?

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. This frees you and your team up to focus on finding new clients and serving existing clients.

Bookkeeping and tax work used to be tasks I abhorred. Having that information current now allows my photography business to make better decisions, to plan ahead, replacing a great deal of unknowns with intentional, educated planning. Kauffman CPA took on the tasks I am weakest in and those they are greatest at, freeing me to focus more on what I do best.

 

Working with Kauffman CPA has been absolutely one of the most fruitful business decisions I and many others have made.

Jordan Bush

Jordan Bush Photography (Google Review)

How We Work

Just like you, we don’t believe in one-size fits all solutions. However, we do start each new client off in the exact same way. We listen to you tell us about your business. Before we make any recommendations, we make sure we understand what makes your business unique, where you are at in the business cycle, and what your long term financial goals are.

 

Once we know what you want and need we create a customized menu of services for you. Our work is all cloud based so you can always access your vital business information and financial reports.

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

Gain Financial Clarity for Your Business

Stop running your business in a fog; gain financial clarity and begin building a better business now.
Let someone who is passionate and knowledgeable about accounting for creative agencies help you get control over your time and finances. Start a conversation with Kauffman CPA today.