Run Your Back Office Like a Pro
Want to run your own books, payroll, HR and other back office systems on your own, but not sure which tools to choose, how to connect them, or short on the time required to configure and connect everything?
I can help!
I'll build it. You'll own it.
There are hundreds of applications available to simplify and automate back office work, but building out an "app stack" requires an investment of time and money.
What Can be Done
- AI bookkeeping assistance
- Automated financial reports
- Nearly live income (P/L) statement
- Clearly tracked AR and AP items
- Automated paycheck deposits
- Automated payroll tax filing and deposits
- ...and more!
Standard Requirements
- Fully digitized and current ledger/bookkeeping
- Modern bank accounts (programmatic access)
- Digital purchase, payment and invoicing systems
- Fully digitized employee information
- App for the time sheet and scheduling
- Digital employee identity system
The keys to maximizing the return on investment are the wise selection, optimal configuration, and efficient integration of the software into your workflows.
I work with business owners to identify the collection of software that best fits their needs, configure that software, and teach the owner how to use them.
Example Scenarios
Landscaper
This client designs, installs and maintains outdoor spaces, and his business is growing.
Main Challenges
- Due to lack of time, the books are out of date. It's unclear how many more employees should be added.
- As the team has grown, scheduling, time tracking, and payroll compliance have become much more time consuming.
- Additional add-on services are being sold. Invoices are being sent, but outstanding invoices are being tracked manually.
How I Can Help
- Migrate the client to Xero, a bookkeeping platform with clean integrations.
- Onboard all employees to Gusto for payroll and Jobber for scheduling and time tracking.
- Connect Xero, Gusto, Jobber, and all bank/card accounts, then bring the books up to date.
- Provide clear financial reports, so the client can make informed hiring decisions.
- Assist in selection and configuration of other tools.
- Remain available for future support.
Tools Selected
- This bookkeeping platform is straightforward and integrates cleanly with other apps, key to building a solid back office.
- This payroll system allows employees to manage their own paperwork, withholds funds for garnishments and deductions, files and pays payroll taxes, and can make next-day direct deposits.
- It connects to Xero, and transactions are entered in the journal automatically.
- Gusto also connects to providers of benefits programs like health care and 401(k) plans.
- Its team scheduling and time tracking features make coordination easy. The timesheets are clear and the information is sent to Gusto, so there is no need for manual timesheet entries.
- Its online payment system allows customers to pay by card at their home. The invoices are shared with Xero, which creates Sales Invoices (accounts receivable transactions), making them visible on the income statement (P&L) automatically.
Cattle Ranch
This client generates revenue in three ways: a cow-calf operation, growing hay for sale and feed, and a tiny house he offers for short term rentals.
Main Challenges
- He has three distinctly separate enterprises. Some of the overhead expenses overlap and a portion of the hay is used as input for the cow-calf operation, but each enterprise needs its own profit and loss statement to determine their profitability.
- Tracking expenses has been challenging because various partners purchase supplies with cash or personal card.
- Schedule F and other tax forms need to be accurate and have been tedious to complete.
How I Can Help
- Migrate the client to Ambrook, a platform that includes bookkeeping and payment systems tailored to capital-heavy operations like farming, ranching, manufacturing, and construction.
- Build a clear chart of accounts.
- Bring the books up to date.
- Assist in selection and configuration of other tools.
- Remain available for future support.
Tools Selected
- This platform is superior for tracking multiple enterprises within one business. This allows us to see the profitability of each operation individually.
- It maps certain income and expense tags to portions of Schedule F out of the box, simplifying its completion.
- Place funds in the Ambrook Wallet and distribute Ambrook Cards to people purchasing supplies for the company. Ambrook Cards are debit-secured credit cards. Their use immediately logs the purchases and avoids the need for reimbursements.
As an Ambrook Advisor, I can provide you a 25% discount on the first 12 months of an Ambrook subscription!
The Process
1. Study
Objectives:
- Identify your goals.
- Review your current tools and workflow.
- Identify your largest pain points.
2. Select
Objectives:
- I propose tools and explain their benefits, how they work together, and what they cost. We iterate until you're satisfied.
- You approve the final plan.
3. Construct
Objectives:
- All tools are functional, configured and connected.
- All financial records have been added/migrated and updated.
- All employee records have been added/migrated, if applicable.
4. Handoff
Objective:
- I'll teach you how to use the tools.
- You'll end with confidence, with more capabilities and with more control over your operation.
5. Support
I'll remain available for further Q/A and troubleshooting.
If at any point you want to get the bookkeeping or payroll entirely off of your plate, I can easily provide those services separately.
Ready to get started?
Schedule a free 20-minute call with Ryan to talk about your operation, your goals, and any tools you have in mind.
No pitch - just a conversation about where you are, where you want to be, and how I can help.
As a Farm and Ranch Freedom Alliance (FARFA) member, we proudly support American independent farmers and ranchers.