Nov 11, 2016
Contractor CFO’s are in a constant struggle between having all of the documents needed for data entry and providing the tools for the Office Manager | Bookkeeper need to do the job.
Owners want answers to the following questions
The CFO wants to provide the answers; goes to the Office Manager | Bookkeeper and asks why don’t we know the answers to these questions. Depending on the answers received whether the CFO goes away happy or just goes away.
If the CFO is happy then goes back to the Owner and gives the explanation as to why the reports are accurate (based on information in QuickBooks)
If the CFO may realize there is a problem and discusses with the Office Manager | Bookkeeper on changes needed to improve the reports presented to the owner.
If the CFO realizes that the bottleneck in good reports is with the incoming documents; then the answer is going back to the Project Manager or other Field Staff to make changes. “Garbage In = Garbage Out.”
The Office Manager | Bookkeeper cannot provide reports when the incoming receipts are not coded to a specific job or time cards are sloppy and excess time is spent trying to figure out when and where the field staff spent their time.
It is very frustrating to try and read scribbled time cards or guessing. Newer phones have a schedule feature, so most employees always know to the minute how many hours have been worked in any given time period. It is only the Office Manager | Bookkeeper who is in the dark.
Good equipment for the Office Manager | Bookkeeper will help make their job easier and more productive. An example is a newer computer, with large dual or triple monitors, dedicated scanner and a printer with built-in memory. Most Televisions can act as computer monitors.
Larger screen saves on eye strain and headaches which makes staff more productive which makes you money and increases cash flow.
Software should include the current version of QuickBooks, Adobe Software, Microsoft Office, Cloud-based CRM and Cloud based Construction Time Cards For Smart Phones. Payroll is a project that needs to be done accurately and can take hours to complete.
We recommend T-Sheets for time cards; because when used properly it will produce historical data on jobs. T-Sheets can eliminate the chaos to employee timecards. Employees enter from any phone.
When Are You, The Contractor Part Of The Problem Instead The Solution?
It’s too easy for an Owner to think that office tools as “Just An Expense” and are not needed to be upgraded. The computer is not broken, there not need to upgrade QuickBooks (it never changes). Let’s not forget that squeaky chair that won’t turn and the 19” computer still works (ignore the green tint)
Why Do You Have A Smart Phone Instead Of The Old Flip Phone?
Field tools are a given. The truck has a rack for ladders and lumber. Vans have shelves and bins; is tall enough to stand up in which will save wear and tear on employee's knees. Less strain on knees can save or postpone possible Worker’s Compensation claims. Worker Comp claims lead to increased premiums.
Once the Tools and Equipment are updated, then it is much easier to see which employees are productive.
In the Field – Who is bringing their jobs in on time, under budget is good. Jobs without any warranty work and having signed billable change orders adds to the bottom line.
A Good CFO Can Determine Which Employees Are
Worth Investing In Additional Training
Office Managers | Bookkeepers, fall into several categories:
1. Appreciate the company is willing to update, upgrade tools, equipment, and software to make their job easier and invest in training to help the Office Manager | Bookkeeper is able to be more efficient.
2. Willing to invest their own
time and effort to keep up with technology and improve their
3. Works efficiently but still have more work to do and is falling behind. The company has grown, and workload has increased. The employee needs additional help (tools, technology, an assistant) to be able to keep up. One tiny change at a time could make a huge difference.
Resistant To Change Employees:
1. Fear, learning new things is a challenge because afraid they are unable to learn new technology
2. They want to keep everything the same. Avoid change and therefore over time become a “Bad Bookkeeper” where the most important thing is “Control” over everything and everyone.
Simple Efficiency is a “Win-Win” for everyone.
The Contractor Owner receives the reports needed to make good, proactive decisions.
The CFO has a smooth running operation and is able to focus on the “Money Management” duties necessary to run the business.
The Office Manager | Bookkeeper is able to efficiently enter the day to day paperwork into the QuickBooks file, Answer the phones and complete other daily tasks without frustration
The Field Staff know they have
turned in all their paperwork (paper and digital) in a timely
fashion with limited stress and are greeted warmly by the Office
Manager | Bookkeeper.
Everyone is ending their day on a “Happy Friendly Note” and looking forward to tomorrow.
Everyone Wins When:
1. The Contractor Owner knows the accounting records are accurate and can make decisions
2. The CFO is able to be confident customers are billed, and no one is being paid twice
3. The Office Manger | Bookkeeper, is able to easily track Job Costing and Timecards
4. The Field Staff stays on top of the job and gets signed Changes Orders
5.The Customer is happy with a nice job without any warranty work.
I trust this podcast helps you understand that outsourcing your contractors bookkeeping services to us is about more than just “doing the bookkeeping”; it is about taking holistic approach to your entire construction company and helping support you as a contractor and as a person.
We understand the good, bad and the ugly about owning and operating construction companies because we have had several of them and we sincerely care about you and your construction company!
That is all I have for now and if you have listened this far please do me the honor of commenting and rating this podcast at www.FastEasyAccounting.com/podcast Tell me what you liked, did not like, tell it as you see it because your feedback is crucial and I thank you in advance.
I trust this will be of value to you and your feedback is always welcome at www.FastEasyAccounting.com/podcast
This is one more example of how Fast Easy Accounting is helping construction company owners across the USA including Alaska and Hawaii put more money in the bank to operate and grow your construction company. Construction accounting is not rocket science; it is a lot harder than that and a lot more valuable to construction contractors like you so stop missing out and call Sharie 206-361-3950 or email firstname.lastname@example.org
Thinking About Outsourcing Your Contractors Bookkeeping Services?
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This guide will help you learn what to look for in outsourced construction accounting.
Need Help Now?
Call Sharie 206-361-3950
Thank you very much and I hope you understand we really do care
about you and all contractors regardless of whether or not you ever
hire our services.
Bye for now until our next episode here on the Contractors Success MAP Podcast.
Randal DeHart | Contractors Accountant
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