Navigating the Complex World of QBO: Is It Just Bookkeeping?
In the world of QuickBooks Online (QBO), mistakes are almost inevitable, especially when multiple users have access and are actively inputting data. My client experiences this first-hand, with errors frequently occurring across several users, including the business owner. These mistakes lead to a significant amount of corrective work, particularly during reconciliation periods, and can also strain relationships with both clients and vendors.
My primary role involves managing the accounts payable, yet my responsibilities often extend to troubleshooting data entry errors in QBO. My tasks include rectifying these errors and addressing any subsequent issues that may affect client or vendor relations. Direct communication with the client’s partners is crucial to maintain trust and smooth interactions, even when errors disrupt normal operations.
The question arises: What exactly is this service called? It demands a considerable amount of time and effort, and I’m keen to categorize it appropriately. Is it simply an extension of basic Bookkeeping, or does it warrant its own distinct title? Prior to this, I hadn’t encountered a scenario where a client caused so many disruptions in QBO. I would appreciate any insights or suggestions to help define this role clearly.
Thank you for any guidance you can provide.
One response
It sounds like you are stepping into a multifaceted role that goes beyond traditional Bookkeeping. While Bookkeeping typically involves recording financial transactions, maintaining accurate financial records, and reconciling accounts, your responsibilities extend to error correction, troubleshooting, and maintaining client and vendor relationships. This is much more complex and proactive than what falls under the umbrella of “basic Bookkeeping.”
You might consider labeling your service as “Financial Operations Management” or “Financial Data Oversight and Relationship Management.” These terms emphasize your role in maintaining and ensuring the integrity of the financial data while also highlighting your active involvement in communicating with stakeholders to resolve issues. Here’s a breakdown of what this involves:
Error Correction and Troubleshooting: You’re not just recording transactions; you’re actively correcting errors made by multiple users in QuickBooks Online (QBO). This requires a detailed understanding of the system’s nuances and an ability to identify and rectify discrepancies swiftly and accurately.
Process Improvement: By identifying recurring mistakes, you can also contribute valuable insights into how the client’s processes can be improved to minimize future errors. This could involve training staff, setting up tighter controls within QBO, or redesigning workflows to ensure data accuracy.
Client and Vendor Relationship Management: Your role in directly communicating with vendors and clients to maintain and repair relationships is crucial. This involves diplomatic negotiation skills, timely communication, and sometimes, damage control—attributes that go beyond the typical bookkeeping realm.
Financial Communications and Reporting: You are likely preparing and explaining financial data not just internally but also in a way that external parties can understand, enforce trust, and foster good relationships.
Given your extensive involvement in these areas, it would be prudent to adjust your service title to better reflect the comprehensive nature of your role. Consider documenting the additional tasks you perform and discussing these with your client. This can initiate a conversation about possibly restructuring your engagement terms, either through a title change, a workload adjustment, or even renegotiation of your fees to accommodate the true breadth of work you are responsible for.
Additionally, implementing training sessions for users of QBO could be a proactive solution to reduce errors, saving time and preserving vendor and client relationships. This service could be an additional offering that adds value to your client and showcases your expertise in not just solving problems, but preventing them.