How to Go Virtual with Your Bookkeeping Services (And Keep Your Clients Happy)

Posted on February 21, 2012 by Linda Hunt

Business owners like to see the bookkeeper working onsite. It’s what they’re used to and it makes them feel comfortable to see you face-to-face. When they see you doing the work, it builds trust at the beginning of a new relationship. However, it’s hard for the freelance bookkeeper to be profitable providing onsite services and it can be a real time killer.

For starters, it limits what you can earn. If you desire to grow your business to the point where you’re not doing everything and you have staff people to help, onsite services can be challenging. You have to find someone who has the perfect skill mix that you need because you can’t send two staff people to the same client. It’s also not always easy to find a staff person who’s able to adapt to the different environments.

Clients can resist having anyone new come in. They hired you and may not think the new staff person can provide the same quality of service. Or maybe the opposite is true and the client forms too tight of a bond with your staff person leaving you out of the picture. This creates its own can of worms as you can imagine.

Maybe you started your business on the model of working onsite, but now want to move to offering virtual bookkeeping services. Here are some suggestions on how to migrate clients to virtual bookkeeping services:

  • Give them plenty of notice about changes. What you can say is, “Starting in June, there will be some changes to our on-site services. They are…”
  • Establish a minimum rate. Provide onsite services at a higher rate. You can say, “We’re now working a minimum of four hours a day per on-site client. Whether we’re onsite for an hour or four hours, we’ll be charging for four hours.”
  • Charge travel time. Hitting their pocketbook is a huge incentive to go off-site.
  • Provide an irresistible virtual bookkeeping package. You can say, “I can save you money by working virtually. Does this mean we’re never going to get together? Absolutely not.” Offer them an in-person meeting once a quarter.
  • Maintain regular client interaction. Make a point of visiting or calling your clients to check in with them. Celebrate their successes. You can say, “I see that your expenses are eroding a bit. Let’s chat.” Those are the little things that will endear you to that client.
  • Offer only virtual bookkeeping services to all prospective clients. Go in confidently from the beginning and say, “This is how we work with our clients. We provide virtual bookkeeping services. Here is our process.” Nine times out of ten they’ll go along with that. If they don’t, they’re not your ideal clients. Don’t give them the option of onsite.
  • Handle their resistance to virtual bookkeeping services. You can say, “Can you share with me more about that? Why is it that you feel your bookkeeping needs to be done here?” Listen carefully to what they say. Then reply, “I completely understand and appreciate where you’re coming from. This is how we work with our clients. Here’s our process. The benefit is that we’re more efficient. We’re focusing on your account.” Focus on the results that you’re providing for them. As long as you have a clear process you can take them through, the fear will ease enough for them to be willing to try it.

As a freelance bookkeeper, you get to operate your business in a way that makes sense to you. Trust me, there are people out there who want your virtual bookkeeping services and you’ll attract them. Looking for support in achieving your vision for your virtual bookkeeping business? Find it at The Bookkeeper’s Club. We’re a community dedicated to helping each other overcome all obstacles to success.

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Bookkeepers – How to Keep Forward Momentum for Your Business Building Goals

Posted on February 7, 2012 by Linda Hunt

You don’t want to be like business owners who go blindly year-to-year, making just enough money to get by, but knowing deep down they’re capable of so much more. Each year they make New Year’s resolutions or goals to do things differently. Each year they stay in the same old rut.

Is it your goal this year to increase your income to reflect your true value as a freelance bookkeeper or accountant? Wonderful! Now that you’ve made it, what have you done with that goal? Are you consciously building the energy to accomplish it or have you already allowed the energy to fade away?

To me, the energy of this year feels hopeful and limitless. It feels like this will be a breakthrough year for many freelance bookkeepers. How about you? Are you feeling like this going to be your year for taking your freelance bookkeeping business to that 6 or 7 figure income?

To get there, the key question is: How slow or fast are you willing to grow?

The first step is picking your number. Do you want to increase your income by 50%? Do you want to double your income? Do you want to increase your income by 1000%? That’s all possible. As you step into believing that it’s possible, then you create it. Yes, it may be scary, but that’s a good thing.

Don’t be slowed down by the negative energy that says, “I’ll be successful when I make…” When you have those kinds of thoughts you put out energy that your success is in the future, not something that you’ll ever reach. You’re just chasing something.

You don’t want to buy into the myth of arrival. Guess what? There is no arrival. Life, including your business, is a journey. It takes different twists and turns. Sometimes it’s easy. Sometimes it’s not. Enjoy the journey and the challenges that come each day. Tell yourself, “This is happening now. It’s not forever.”

The number one success ingredient for every business owner is to be personally and energetically responsible. That’s the universal law of cause and effect. You are the cause of everything that is created in your business and life. You have a part in everything you are experiencing.

That may be tough to acknowledge. Everyone needs to ask, “What was my role in something? Am I being integral? Am I doing what I say I’m going to do? Does what I promise feel good to me? Is it in alignment? Am I offering too much? Am I not offering enough?”

It helps to step back, look objectively at your own situation, and treat yourself as though you were your best friend. If your best friend was going through what you are, wouldn’t you say, “You didn’t know better at that point. Now you do. What can you change?” This helps you to see how you’ve been showing up and what you can change.

All of this is part of healing your personal money relationship so that you can pay it forward and help your clients heal their relationship with money. Often when we try to go it alone we can’t see things clearly. That’s why The Bookkeeper’s Club was formed – to give support and processes every freelance bookkeeper needs to reach their goals. Won’t you join us?

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Bookkeepers: How Would You Rate Your Marketing Skills?

Posted on February 3, 2012 by Linda Hunt

On a scale of 1-10, 10 being excellent, how would you rate your marketing skills? Don’t worry if you don’t even want to share your answer; most bookkeepers are in exactly the same place.

The problem is if you’re not great at marketing, it doesn’t matter how spectacular a bookkeeper you are because people won’t know how to find you. The good news: marketing is a skill you can learn just like you learned bookkeeping. And if you love numbers, that’s a good thing, because there are a lot of them in marketing!

This is the perfect time of year to come up with your marketing plan. Soon you’ll be swept away with the busy tax season and it will be harder to focus on YOUR business growth. Start by brainstorming where you’d like to be three to five years from now.

Once you have that big picture, then you can work backwards breaking this ideal scene down into short-term goals, specifying those milestones that need to be achieved along the way to this long-term goal. Every morning review your marketing goals.  Keep them in plain view – by your desk or next to your computer.  Having them constantly in front of you will keep you aware of opportunities that cross your path to help you achieve those goals.

Then, take out your calendar and schedule in the time you need to actually accomplish your goals. Honor these appointments – whether it’s a networking meeting, time social networking or writing a quarterly newsletter to send clients.

On Friday, February 10th The Bookkeeper’s Club will get must-have marketing advice in their Ask the Expert Call with Sandi Smith Leyva. Marketing maven, CPA, and Certified QuickBooks ProAdvisor, Sandi will share, “5 Simple Steps to Get More Clients, More Profits, More Free Time”. You’ll discover the most important step – that everyone leaves out – that you mustn’t if you want your marketing to work.

Not a member yet? Click here to review all the benefits, including marketing training from Sandi AND a monthly marketing plan you can adapt to your bookkeeping business.

 

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Bookkeepers – How to Break Free from the Insanity of Charging By the Hour

Posted on January 24, 2012 by Linda Hunt

Albert Einstein said that the definition of insanity is doing the same thing over and over again and expecting different results. Sadly, many freelance bookkeepers feel stuck with the insanity of charging by the hour.
When you first started your business, you may have felt that was the easiest way to charge. That’s how it’s been traditionally done for years. However, you may have run into these problems:
  • Clients don’t pay your invoice on time.
  • Clients don’t pay your invoice at all.
  • As you become more proficient, you’ll earn less money for the same amount of clients.
  • Clients think you’ve spent too many hours doing the work.
  • Clients think you shouldn’t charge the same rate for your staff person.
  • There’s a limit to how much money you can make.
  • You aren’t compensated for the hours spent on marketing or doing your billing.
  • Your cash flow is intermittent because you’re billing in arrears.
Since there are so many problems inherent in charging by the hour, how do you break free from this insanity and change your business model in midstream?
First, you must change your own mindset and recognize the value of your expertise and that you deserve to be paid for it. Many businesses are shifting to a value-based model, so it’s very acceptable to clients. They won’t have trouble adjusting if you follow these steps:
  1. With existing clients, create a block-of-hours package that they can purchase in advance. Offer five, eight or ten hours. The more hours they buy the better rate they receive. When you’re down to four hours left, bill them their next round of billing. It’s a great confidence booster to migrate from charging by the hour to receiving money up front from existing clients. And it gets them ready for the next step.
  2. Offer work on retainer and in packages where you’re paid in advance in exchange for giving the client everything they need for the annual accounting cycle. That includes weekly processing of their bills, receivables and payroll, quarterly financials, an annual tax package for their CPA and a 1099.
These packages are based upon two or four hours a week, whatever the minimum amount of time you’ll work for that client. But don’t communicate that to the client. Instead tell them, “You’re in my Accounting 101 package, which gives you processing once a week. Here are 10 other things you will get in this package that meets all of their accounting needs within an accounting cycle.”
Caveat: When you begin working with a new client, you have to clean up their accounts first. You can’t jump into a retainer package. You have to price that separately. Do a paid bookkeeping evaluation to scope out what the client needs. If you get a good sense of what that is, give them an “estimate” based on a total number of hours with this proviso, “This is based upon the cursory review that we did. If there are any material changes to this as we progress with your project, we will let you know immediately.” That applies whether things are less or more than what you thought. You need to be fair.
Often the only thing holding a freelance bookkeeper back from making these changes is a personal mindset. At The Bookkeeper’s Club, we discuss how to get past those limiting beliefs as well as share practical advice on taking your business to its full potential. Why don’t you join us there?
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A Surefire Way to Get Your Bookkeeping Clients to Agree to Your Rate Increase

Posted on January 10, 2012 by Linda Hunt
In a recent article, I shared how a bookkeeper can face their fears and have the “money conversation” with clients about raising rates. Today, I want to share some practical ways to approach this touchy topic with clients.
Over the years I’ve come up with what I call a price increase formula. I have never had a bookkeeping client object to my rate increase since I began implementing it. I discovered that the key was to be prepared. I recommend that you script out what points you want to cover in a verbal conversation as well as written communication in the form of an email or letter.
Start off with what you’ve accomplished since you’ve been working together. This is not every single little thing that you’ve ever done. If you’ve been working for a client for several years you can reference some big things that you’ve done together.
Next, let them know there will be an increase. Do this at least 45 days out. It’s only fair to set a date in advance so that your client doesn’t feel like you’re pushing this on them at short notice.
There are two ways to communicate the increase depending on what you think will work best with your client’s personality.

  • One way is to give them the incremental piece. If you’re doing packages, you can say, “Effective January 1st there will be a slight increase to your monthly fee of $75 per month.” If you are doing an hourly rate increase you can say, “There will be a $15 per hour increase.”
  • The other way to represent it is to do the full increase. You can say, “Effective January 1st your new rate will be $XX.” That’s it. It’s a very simple sentence. Keep it short, sweet and clean. You don’t have to justify why you’re increasing your rates. We are a professional services firm. That’s the end of the conversation.
Next, tell them how much you enjoy working with them and invite them to ask questions. Simply say, “Do you have any questions or concerns?” Do not be afraid of that conversation. This does not mean that you have to cave and not increase your rates.
This is the part of the conversation that reveals why you must first do some internal work. If you don’t, it’s at this point that you’ll allow your boundaries to slip. Without the proper mindset going into this conversation, you’ll lose your courage.
If they ask, “Why are you increasing your rates?” you can say, “I’m raising my rates to stay competitive and bring you the best resources. I pay my people well in order to do that. That’s evident in the services that we provide to your company. Would you agree?”
End by recapping how much you enjoy working with them and that you want to continue working with them. If you’re writing the letter first, include those two things in that last paragraph, “We really enjoy working with you. It’s been exciting seeing your business grow. I invite you to set up a time to speak with me if you have any questions.”
This is the basic formula I’ve used, and taught other bookkeepers to use, to successfully increase rates. You might send the letter first and then have the conversation, or visa versa, depending on what you think the particular client would appreciate. Make sure to do both.
Having this money conversation can be one of the hardest things a freelance bookkeeper does. That’s why so many bookkeepers and accountants are gathering at The Bookkeeper’s Club. We’re a community that supports each other, gives valuable feedback, and teaches processes so you can confidently make your bookkeeping business productive and profitable.
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Bookkeepers – Do You Need to Talk to Clients About Rate Increases?

Posted on December 27, 2011 by Linda Hunt

When you read that headline, did it hit you in the pit of your stomach?  If so, you’re not alone. It’s hard to talk about money because there are a lot of issues surrounding money.  It expresses where we are in your relationships with clients, your family, friends, objects and yourself.

There are two things that make it especially hard to have this “money conversation” and tell your client you’re raising your rate.

First, the stories you tell yourself.  When you want to raise your rates, you need to become aware of the stories you’re telling yourself about money. What are the negative voices or limiting beliefs that you hear?

One of the voices I heard was, “Who do you think you are wanting to raise your rates?” As a child I would always say, “I’m going to be rich” even though I didn’t understand what that meant. My aunt once said to me, “Who do you think you are that you’re going to be rich?” I was about five or six years old, and I remember that to this day.

Second, the assumptions you make on behalf of your clients. You might think, “My clients can’t afford that. If I have this conversation with them, they’ll want to look for someone else.”

When you’ve convinced yourself that the client won’t agree with a rate increase, resentment might start to build. However, you need to recognize that you made a decision for the client that they couldn’t afford it. If you resent them because you don’t think they’re paying you enough, you didn’t have that conversation with them.

A freelance bookkeeper can overcome the dread of increasing rates in two ways.

First, recognize your own money triggers and learn to detach. When you qualified your clients, you determined they were a good fit.  So you’re not driven by desperation of needing the money.  That mindset allows you to see that raising your rates has absolutely nothing to do with your clients. You don’t have to justify it to them. Women especially tend to feel they need to, but it’s okay to tell them that the cost of living and providing the best services means your business must raise its rates.

Second, reset your money speedometer. We’re all set at a certain income level that we’re comfortable with, just like we set a car on cruise control.  To earn more or increase your speed can be scary.  You need to become comfortable earning a higher dollar amount. You can do this by asking yourself two questions: What level of money am I comfortable making now? How much do I want to increase that by?

What is your average monthly earning? That is where you are currently set, operating unconsciously, automatically. Now change this setting by deliberately focusing on a new goal a bit outside your comfort zone. You might double your earnings and ask yourself if you believe you can do it. If you believe you can, focus on that every single day. Tell yourself, “I’m a business owner that makes (insert new amount) per month.” If your new goal excites you, your behavior will rise up to match it, and it will become a reality.

After doing your internal work, you’ll be able to announce, “As of this specific date, the fee for my freelance bookkeeping business will be XX.”  And you may be pleasantly surprised when they say, “It’s about time.  You provide a valuable service I really appreciate.”

Would you like an easy formula for informing your clients of the increased rates?  That’s something we’ve been discussing in The Bookkeeper’s Club.  Why not join us so you don’t miss any of the nuggets we’ve been sharing?

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Speak to the Queen

Posted on December 21, 2011 by Linda Hunt

There’s an old Norwegian proverb my friend Domenica Papalia likes to tease me with, “Speak to the queen and the queen will listen.” Domenica and I mastermind together about our businesses and I know when she mentions this quote to me I’m feeling unsupported by the Universe.

When I’m feeling this way, it is so easy to create situations to further prove to myself I am unsupported and thinking I need to do everything myself.  (Remember, thoughts become things – so why do we choose the ones that make our lives more difficult?)  In this particular mastermind session, I was questioning yet again whether or not to proceed with a certain aspect of my business that was clearly not providing me with the results I desired and had not been for well over three years.  I was beyond the point where I had the luxury of continuing to invest money to make this venture successful, yet I continued to do this month after month and complain about it!

On a logical level I knew it was not working, but on an emotional level I was still in denial.   What I can liken it to, is you don’t realize how much weight you’ve gained until you see a picture of yourself.  As you look at the picture you gasp and think, “Why didn’t I see before?  I look in the mirror every day!”  It’s only when you are able to recognize the situation that you can do something about it.

I was holding on so tightly not because I had to prove I was right about how successful this area of my business could be, which I still believe it can. (Perhaps a little residual denial still left over? J)  I was holding on so tightly because it was keeping me safe.  By focusing on this area of my business, I was occupying myself with busy work that wasn’t producing consistent results.  The busyness kept me blind to the truth and the only way the Universe could get my attention was to stop the flow of money.

Money Muscle Strengthener

Most of my life lessons have shown up and been taught to me through money.  This may or may not be the case for you.  Your lessons may show up in relationships, with food, being a workaholic, etc.  No matter how they show up, they all have one thing in common – we are not being emotionally authentic with ourselves and showing that authenticity to the world.

The question I asked myself is, “How can I recognize when I’m not being authentic before the money stops flowing?”  For me, the answer is creating a way in which I can check-in with myself and tune into how I am feeling.  By doing this each day, I am able to recognize the fear, acknowledge it and move through it.

How I do this is to stop what I’m doing, close my eyes and breathe – it’s that simple and the beautiful part is that I can do that as many times as I need to throughout the day!

Your check-in can take the form of:

  • Going for a walk and listening to nature
  • Journaling
  • Taking yourself out for lunch, to a movie, for tea
  • Closing your eyes and feeling your toes
  • Yoga
  • Cooking

Checking in with ourselves doesn’t have to be big, loud or complicated.  It just has to be.  I’d love to hear how you check-in with yourself.  You can do so by leaving me a comment.

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Diagnosing Your Fear – The Key to a Successful Bookkeeping Business

Posted on December 13, 2011 by Linda Hunt

Freelance bookkeepers are faced with so many life and business-altering decisions.Since you’re your own boss you’re constantly asking yourself questions like: “Should I spend so much money to buy this new equipment? Should I keep working from home or rent office space? Should I expand? Should I hire an employee, use a temp service or an independent contractor?”

How are you supposed to make good decisions that you won’t regret? There’s a golden question you need to answer. It’s: “Is this something I really want?” You may say that you want to grow your business and earn $1 million, because you see someone else doing that. However, the answer you need to find is whether it’s right for you. I would encourage you to sit with that. Say, “Is this something that I want? Am I happy just being me with my business and earning X?”

It’s not comfortable for everyone to have seven, twelve or even two employees. There are people who have great small businesses and they’re happy. They make a great income and have the flexibility they desire. They’re happy because they know exactly what it is that they want. That’s the key.

But what if you do want to pursue something but fear holds you back?

If the fear is too much for you, maybe it’s not right for you. However, maybe that’s exactly where you need to go. Before you disregard a new course that you’re resisting, you need to look at it and say, “What is it about this that scares me?” Resistance is fear. Sometimes we’re afraid of being who we’re supposed to be.

You can choose to stay where you are, or you can choose to move through the fear.

The worst place that I feel any of us can be in is where we have our foot on the gas and the other on the break at the same time. We’re doing ourselves a huge disservice. Either make the decision to stay where you are and be okay with it or make the decision to push through the fear.

You need to identify and acknowledge when you’re in resistance, in fear. Then take some time to sit down and try to connect by asking yourself: “What is it I really want?” Acknowledge how you feel and honor who you are.

Don’t waste your time and energy on what I call “comparison energy.” Those are things like, “So-and-so is doing this. I should be doing that, too.” Why? It may perfect for that person. Maybe it’s not. You don’t know. You’re only seeing the outside. You have to do what’s right for you.

I would challenge you to say, “Is this something that I really want?” If it is then you need to say, “Am I willing to work beyond my fear to get there?” It’s easier to ask these questions than to answer them. Believe me, I know.

Often it helps to talk with others who are in the same position. That’s what we do in The Bookkeeper’s Club. Why not check it out and get the support you need so you can fulfill who you’re truly meant to be.

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4 Top Areas of Resistance

Posted on December 6, 2011 by Linda Hunt
Last year, I had put on some weight and was using the fact that I have a “thyroid condition” as the reason why I could not take the weight off. Truth be told, I’ve had a thyroid condition for over 15 years and always managed to keep the weight off. I was in resistance, being happy to complain about it and not taking any action.
Then I heard this quote which really impacted me. I cannot remember who said it, but here it is…
“If you are interested in something you will do what’s convenient. If you are committed you will do whatever it takes.”

That quote got me off my butt and motivated me to take the actions that I needed to take to get the weight off and keep it off. It made me realize I was using an “unreasonable reason” as to why I couldn’t take the weight off. I made a commitment to myself and the weight came off quite easily and has stayed off.
So, what does this have to do with business? Pretty much everything!
The energy of commitment is the highest form of energy any one person can be operating from. When we are operating from that place we will do whatever it takes, no matter what. There are 4 top areas of resistance. Being familiar with the roadblocks we can use to stop ourselves from moving forward can be helpful in not only gaining clarity for ourselves, it will also help us to recognize it in our prospective clients. The 4 top areas of resistance are:
  1. Time
    • I don’t have the time.
    • I’m busy.
    • I have to wash my cat.
    • I have things I have to do. Do you know how much I have to do?
    2. Time is not real. It is something we’ve collectively created as a society as a form of measurement. When we “think” there is not enough time, we are operating under the guise of a limiting belief.
  2. Money
    • I don’t have the money
    • Who do they think they are charging that much?
    • I don’t deserve it/I’m not worth it.
    • Where are the clients who can afford to pay me what my rates are?
    3. Money is one of the easiest forms of resistance we can use to not move forward. There is a common belief that if we say, “I don’t have the money” no one will challenge us. The truth is, when something is important to us, we find the money to move ahead, no matter what.
  3. Timing
    • I don’t feel it’s the right time for…
    4. Is it ever the right time? The real question to ask and answer as honestly as you can is, “If you don’t move ahead now what is your plan? What will be different if you wait?”
  4. Relationships
    • My [wife/husband/boyfriend/girlfriend] won’t let me
    • My [wife/husband/boyfriend/girlfriend] won’t approve
    5. When we use this excuse we have given our power away to another person.
Check-in. Where are you feeling resistance in your life? Where are you making “unreasonable reasons” to not do something? Your resistance is your doorway to freedom and exactly where you are meant to go!
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Freelance Bookkeepers – Paint a Picture for Your Prospective Clients

Posted on November 29, 2011 by Linda Hunt

Many times when we talk about bookkeeping to our prospective clients they just don’t get the big picture. Their understanding of bookkeeping is that it’s comprised of task-oriented things like writing checks. Yes, that’s part of what you do.  However, you want them to understand the total value. You want to paint a picture for them of how their lives will be better by engaging your freelance bookkeeping services.

How can you paint a picture that reaches your prospective clients?

Before you can paint a picture you need to understand the client’s pain and challenges, and the only way to do that is by asking questions.  Knowing what kind of questions to use and when to use them is an art.  Let me share with you three types of questions and how to use them to open up good conversations with your clients.

Closed-ended questions are used when you’re qualifying the client. They get the client to reveal the finite bit of information about their business that you need to know.  They’re typically answered with a “yes”, “no” or one word answers. But they don’t take you any further than that.

Open-ended questions open up the conversation with the client and get them talking.  They presuppose or assume something. They start with who, what, why, when or where. For example, they could be, “How are you currently doing your bookkeeping? How much time does it take you? What challenges are having with your bookkeeping?” These reveal their pain points and challenges.

That’s when you’ll use what I call magic questions. Once you find out their pain, then you can paint the picture of how your freelance bookkeeping services provide tangible solutions to their problems.  You want to take all of that pain they’re experiencing and repeat it back to them in a way that shows how you can help them.

Magic questions help them to imagine the outcome that they truly desire.  A magic question starts with, “What if or tell me.”

For example, you can help them see the big picture by asking, “Tell me, what would you be able to do in your business if you had four extra hours every week because you’ve hired someone to take care of all the bookkeeping? What would be different in your business? Would you be able to add an extra client or two to your consulting service?” They’ll see by signing on the two extra clients they’re not only more profitable but they’ve paid for the bookkeeping four times over. You want to show them these kinds of possibilities.

By using these three kinds of questions as your paintbrush: the open-ended, closed-ended, and the magic questions, you’ll find out all the pain points and use that information to help your client picture themselves enjoying the solution that your freelance bookkeeping services can bring to their business. Qualifying a client in this way guarantees that you will work with clients you love!

Great insider tips like these are what we’re discussing inside The Bookkeeper’s Club.  Why not come and check it out for yourself?  There are now three different levels that allow you to find the right mix of training and support your freelance bookkeeping business can really use.

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