Save Time with Expert Bookkeeping Services

“In the broadest sense, bookkeepers help businesses keep their finances intact by keeping tabs on different accounts, transactions, and reports. They organize, collect, and store the business’s financial records, including cash flow statements, bank reconciliations, and profit and loss statements. Bookkeepers make it possible for business owners and accountants to build budgets, identify trends, and plan for the future.”   -Intuit QuickBooks

For a more in depth look check out the full article: https://quickbooks.intuit.com/…/what-does-a-bookkeeper-do/

Using cloud based accounting software with bank level encryption, business owners are more in tune with their financial progress than they ever were before. At the touch of a button business owners can access any of their financial data, wherever and whenever they need it. Virtual Bookkeepers work behind the scenes to keep that data current and are proactively looking for ways to help business owners to achieve their business goals. Bookkeepers work WITH business owners and are much more available for questions than the CPAs and accountants that are only available once a year.

With todays technology, virtual bookkeeping services offer flexibility and convenience that was previously unavailable. Business owners can access their financial records and reports from anywhere with an internet connection, and they can communicate with their virtual bookkeeper through phone, email, or video conferencing. Virtual bookkeeping services are more cost-effective than hiring an in-house bookkeeper, and they eliminate the need for office space and other overhead expenses.

When you choose a bookkeeper you are choosing a partner for your financial success. We are going to know quite a bit about your business and we want you to be comfortable with the decision to partner with Balanced Bear Bookkeeping.

Health Insurance Portability and Accountability Act (HIPAA) compliant books are crucial for protecting your patients and clients sensitive data. 

Almost all accounting software are not HIPAA complaint by nature. Protected Health Information (PHI) can sneak into your QuickBooks file without your awareness. The most common culprit is through software integrations with your point of sale system, but it can be a simple as a cashed check image from a patient or client. We have systems and processes in place to keep PHI out of the books, so that your risk of data breaches, penalties, and fines are severely reduced.

We use a secure client portal and various bank-level encrypted software to protect your financial data and ensure data privacy. We discourage the use of email for communication because it is not secure and can be intercepted by people who may mean ill will toward you, your business, or your patients and clients. In the case that email communication is absolutely unavoidable, we use Virtru to encrypt our emails.

The short answer is no, QuickBooks is not a HIPAA complaint software. But this doesn’t mean that QuickBooks cannot be used to record your financial information for your private practice. By being HIPAA-trained and employing HIPAA compliant practices, we can keep Protected Health Information (PHI) out of your QuickBooks file. 

Balanced Bear Bookkeeping is one of the few bookkeeping companies that inherently offers this service to all businesses that need it. 

We do not encourage linking your QuickBooks account to Simple Practice. Updates to either software can allow PHI to slip into QuickBooks undetected. 

Instead we pull the card transactions report from Simple Practice and manually enter the sales data, making it impossible for PHI to find its way to your QuickBooks. 

At this time, Balanced Bear Bookkeeping exclusively uses QuickBooks Online for financial record tracking. We believe that QuickBooks is the most effective and efficient way to keep track of your financial information. If you currently use a different software, we can help you make the switch.  Additionally, we can offer you 30% off your new QuickBooks subscription with our QuickBooks ProAdvisor status..

Balanced Bear Bookkeeping uses a software called Hubdoc for receipt and paper management. It has a convenient app that enables you to take pictures of whatever piece of paper that you need to send us. And that is all you have to do!

On our end, we use Hubdoc to categorize and import the data into QuickBooks.

Hubdoc for paper and receipt management.

Keeper for encrypted data transfer and client portal access –  Included.

Google Drive – optional and free storage.

Plooto – only required when invoicing or bill pay services are elected. Prices vary

A2X for ecommerce clients only. Prices vary.

At this time Balanced Bear Bookkeeping does not offer tax filing. 

It is very important that the person who prepares your books and the person who prepares your taxes are separate people. This reduces room for error and drastically cuts down on the necessity for tax corrections. It also provides a natural internal control against fraud.

Also if the IRS does decide to audit your business you will have a small team of professionals at your disposal. 

We specialize in helping small businesses that need to keep their bookkeeping HIPAA compliant. This means we primarily offer bookkeeping services to private practices, healthcare providers occupational/physical therapists, mental health counselors and therapists, hypnotherapists, chiropractors, message therapists, wellness and fitness centers and others in the healthcare and allied health fields. While HIPAA compliant books are our zone of genius, we also help other service based businesses that do not need HIPAA compliance.

First we have a conversation, so that we can do a dive into what your business needs are and whether we are a good fit for your needs. We will discuss your current bookkeeping process, software preferences and any compatibility concerns. We usually do this with a zoom meeting. 

We will then write a proposal so that we ensure everything that you want is covered and all questions are addressed. We will also include a timeline of when you can expect the steps to be completed. Your proposal will include package and pricing options as well as our satisfaction guarantee.

We are here to help! You can reach out to us through our secure client portal or email and we will respond promptly. We ask that you allow us 1 to 3 business days, but we are usually faster than that.